Process Streamlining in IT

Process Streamlining can be defined as Improvement/Upgrade of the whole process by upgrading or improving individual steps or sub processes of that respective Process. Taking an example of Common scenarios in an organization, there are many software applications implemented to take care of certain process or processes under one department/ Branch/ Location. This helps in solving the problems and increasing efficiency of that particular Department/Branch/Location. However, the entire Process as a whole goes for a toss as there is no one single database or format or System to which the top management can refer to analyze the performance of their Organization. This is caused as Every time information has to travel through an interface to get from one application to another, some efficiency is lost as processing slows. No matter how much work the software vendor does to eliminate redundancies and synchronize data files, individual systems always produce idiosyncrasies that cannot be resolved. To the user, this can mean a long learning curve and more work, e.g., unnecessary data entry, and more chances to make mistakes.

In some cases, many existing processes that were set for some reason are working fine but now the current client requirement might have changed. The approach or tools to complete a process have changed. Expectations from the process might have changed compared to that which was set while initiating the process.

Thus to overcome all these hurdles and limitations and fulfill new expectations and requirements, Process Streamlining is essential. Process Streamlining can be successful by following few important steps as listed below:

1. Change: This is the most important aspect of streamlining the process. Stakeholders/users are not comfortable leaving their traditional way of doing work which they are doing for years. They resist the change as it will monitor their efficiency and speed of work. Thus, this is very important to convince them for the automation for the success of the organization.
2. Agile Approach: For years Companies have following the “Waterfall” approach in which Stakeholders never had the chance to view the features of the application before it is completely built. This resulted in lots of disappointment as the stakeholders were expecting something else as to what is delivered. Agile approach has changed this scenario as in Agile Approach small usable portions of the applications are delivered in iterations to the Stakeholders to get the feel of the application. Each new iteration is built on the previous version. Thus, Stakeholders get to know what they are going to use and is it in line with their expectations.
3. Healthy Communication with Stakeholders: For successful Streamlining of a process it is important to build a healthy communication with the stakeholders as they are the one who are going to use the process or application day in and day out. Thus, it is very important to build the new process based on continuous inputs and discussions with the stakeholders.
4. Invest in a Business Analyst: Business Analyst is one who is uniquely positioned between Business and IT to solve various hurdles and challenges that are encountered by understanding the Business requirements, documenting them to avoid discrepancies and communicating them correctly to the IT to avoid any Miscommunication. Business Analyst is one who takes the complete responsibility of Streamlining a process as per the expectations of the Stakeholders.
5. Visualizing: Diagrams, Process Flows and Models are essential for understanding, exploring and communicating anything complex. Thus, acquiring appropriate tools which will help your create easy to understand process flows and diagram are essential in making a layman understand a complex process functioning with ease resulting in successful streamlining of process as per the expectations. Thus, reducing loss of efforts, time and money.
6. Feedback and Measurement: This step is most of the time neglected as it comes after the implementation of the application. This includes taking feedback from the stakeholders who are using the application. Various tools can be used to measure the efficiency of the streamlined process. These two things will prove that the investment in streamlining the process was actually beneficial for the organization.

Streamlining old Process is very important as it increases the efficiency of work. Processes are customized and configured as per the expectations of the stakeholders which help Organizations grow as it reduces rework, errors and increases efficiency. Process Streamlining provides data in accurate format for reporting in various easy to understand templates which is then used for analysis of the organizations status. This helps the top management to take appropriate steps to grow and prosper.

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About Author:
Amol Bhembre is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, he actively contributes to the areas of Technology and Information Security. He can be contacted at: amol.b@spluspl.com