{"id":7852,"date":"2016-08-15T04:18:03","date_gmt":"2016-08-15T04:18:03","guid":{"rendered":"https:\/\/www.process.st\/templates\/the-process-for-optimizing-a-process\/"},"modified":"2024-02-28T18:01:59","modified_gmt":"2024-02-28T18:01:59","slug":"the-process-for-optimizing-a-process","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/the-process-for-optimizing-a-process\/","title":{"rendered":"The Process for Optimizing a Process"},"content":{"rendered":"<section id=\"introduction-to-the-process-for-optimizing-a-process\">\n<h2>Introduction to The Process for Optimizing a Process:<\/h2>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/lf2I48pVtjLaTU6vR11APw.png\" alt=\"The Process for Optimizing a Process\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/lf2I48pVtjLaTU6vR11APw.png\"> <\/a><figcaption>\n     The Process for Optimizing a Process<br \/>\n<\/figcaption><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p><a href=\"https:\/\/www.bptrends.com\/bpt\/wp-content\/uploads\/Business_Process_Maturity_in_Polish_Organisations_2016.pdf\" rel=\"nofollow noopener\" target=\"_blank\">69%<\/a> of businesses have documented processes. However, only 4% manage and measure them properly.<\/p>\n<p>This means there's an uncountable number of <strong>businesses lagging behind<\/strong> because their processes are depreciated and outdated.&nbsp;<\/p>\n<p>Don't let your business suffer, too.<\/p>\n<p>With this <a href=\"https:\/\/www.process.st\/templates\/the-process-for-optimizing-a-process\/\" rel=\"nofollow noopener\" target=\"_blank\">Process for Optimizing a Process<\/a>, you can <strong>take control of your processes<\/strong>&nbsp;<strong>via optimization<\/strong>.<\/p>\n<p>Here's how it works.<\/p>\n<p>First, you'll <strong>confirm<\/strong> your <strong>basic details<\/strong> and the details of the person reviewing your process improvement suggestions.&nbsp;<\/p>\n<p>Afterward, you'll get to the nitty-gritty and begin to <strong>define<\/strong> the process you want to optimize, <strong>measure<\/strong> how it currently performs,&nbsp;<strong>analyze<\/strong> how it can be optimized, decide how to <strong>improve<\/strong> it,&nbsp;and then implement the new process with <strong>controls<\/strong>; creating a plan to measure it and review it again in future.&nbsp;<\/p>\n<p>This process follows the <strong>DMAIC<\/strong> structure for process improvement. If you want to read more about how you can use the DMAIC process at an advanced level, you can read this article:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/dmaic\/\" rel=\"nofollow noopener\" target=\"_blank\">DMAIC: The Complete Guide to Lean Six Sigma in 5 Key Steps<\/a><\/li>\n<\/ul>\n<p>The process should be <strong>run whenever a process needs to be optimized<\/strong>. <a href=\"https:\/\/www.process.st\" rel=\"nofollow noopener\" target=\"_blank\">Process Street<\/a> - which is state-of-the-art <a href=\"https:\/\/www.process.st\/bpm-software\/\" rel=\"nofollow noopener\" target=\"_blank\">BPM software<\/a> - suggests using this checklist on at least a quarterly basis. But you <em>can<\/em> run it as often as you like!<\/p>\n<\/div>\n<\/section>\n<section id=\"confirm-basic-details\">\n<h2>Confirm basic details<\/h2>\n<div class=\"text-content\">\n<p><strong>Confirm the details of who's involved with optimizing the process.<\/strong><\/p>\n<p>First thing's first: <strong>Write down your basic details<\/strong> (name, job role, email) <strong>and the details of the person who'll <a href=\"https:\/\/www.process.st\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approve<\/a><\/strong> the optimization changes you suggest.<\/p>\n<p class=\"style-warning\">Add <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">role assignments<\/a> to this checklist template, so it's easy for people to know which tasks they work should be working on. (The approver should complete task 17 only, while the optimizer completes the rest.)<\/p>\n<p class=\"style-info\">Who, exactly, will be the approver is situational. It could be a relevant departmental manager, the creator of the process in question and, in some instances, it could even be you yourself!<\/p>\n<p>Use the following form fields to supply the details.<\/p>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Optimizer's full name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Optimizer's job title <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-content\">\n<hr>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Approver's full name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Approver's job title <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/lOdBYfCL3xmeyXDonSFOgw.jpeg\" alt=\"Confirm basic details\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/lOdBYfCL3xmeyXDonSFOgw.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/npxXWgQ33ZQ\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"identifying-the-process\">\n<h2>Identifying the process:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">With those basics out of the way, let's get to the nitty-gritty!<\/p>\n<\/div>\n<\/section>\n<section id=\"identify-the-processs-components\">\n<h2>Identify the process's components<\/h2>\n<div class=\"text-content\">\n<p><strong>Identify the process's components.&nbsp;<\/strong><\/p>\n<p>To understand <em>how<\/em> to improve a process, you have to first understand <em>what<\/em> it is. <strong>Reading and then answering the questions<\/strong>&nbsp;below will help you identify the components of the process you'd like to optimize.&nbsp;<\/p>\n<p class=\"style-info\"><span style=\"text-decoration: underline;\">Here's an example:<\/span><\/p>\n<p><strong>Q:<\/strong> <em>What's the process's title?<\/em> <strong>A:&nbsp;<\/strong>Sending a newsletter process.<br \/>\n<strong>Q:<\/strong> <em>What's the process's goal?<\/em> <strong>A:<\/strong>&nbsp;To send an error-free newsletter to a list of subscribers.<strong><br \/>\nQ:<\/strong> <em>When does it start &amp; end?<\/em> <strong>A: <\/strong>It starts when the newsletter is created, and ends when it's sent out.<strong><br \/>\nQ:<\/strong> <em>What activities drive the process?<\/em> <strong>A: <\/strong>Creating, proofing, testing, and sending of the newsletter.<strong><br \/>\nQ:<\/strong> <em>Who does the process involve?<\/em> <strong>A:<\/strong>&nbsp;The marketing department (Mike and Astrid, specifically).<strong><br \/>\n<\/strong><\/p>\n<p>Read the questions below then write your answers in the <strong>appropriate text fields<\/strong>.<\/p>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> What's the process's title? <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> What's the process's goal? <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> When does it start &amp; end? <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> What activities drive the process? <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Who does the process involve? <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/rK22_vrqYq6oQNwK09tJzw.jpeg\" alt=\"Identify the process's components\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/rK22_vrqYq6oQNwK09tJzw.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/-fGqsewtsJY\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"assess-how-the-process-is-performing\">\n<h2>Assess how the process is performing<\/h2>\n<div class=\"text-content\">\n<p><strong>Assess how the process is currently performing.<\/strong><\/p>\n<p>It's hard to know if a process needs optimizing or not without understanding how it's currently performing.<\/p>\n<p><strong>Carry out qualitative and quantitative assessments<\/strong> by taking actions such as:&nbsp;<\/p>\n<ul>\n<li><strong>Measuring<\/strong> the process against its KPI or expected outputs.<\/li>\n<li><strong>Talking<\/strong> to the customer for this process (i.e. whoever receives the value the process creates), the process owner, and the process user.<\/li>\n<li><strong>Understanding<\/strong> the value this process creates.<\/li>\n<\/ul>\n<p><strong>Write down your notes<\/strong> from the research in the corresponding text boxes.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on quantitative performance <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on qualitative performance <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on process's created value <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/gwPNv9_CGntxOT0euY9Oig.jpeg\" alt=\"Assess how the process is performing\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/gwPNv9_CGntxOT0euY9Oig.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/AT77Q0Njnt0\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"confirm-if-the-process-requires-optimization\">\n<h2>Confirm if the process requires optimization<\/h2>\n<div class=\"text-content\">\n<p><strong>Confirm whether the process requires optimization.<\/strong><\/p>\n<p>After completing the last step, you should now know how the process is performing.<\/p>\n<p>You may have been pleasantly surprised that the process and is far more optimized than you thought. However, the research could've also confirmed that the process is in need of optimization.<\/p>\n<p>Use the first dropdown to <strong>confirm if the process requires optimization<\/strong> (\"Yes\"), or if it doesn't (\"No\").<\/p>\n<p>Then, use the second dropdown to <strong>confirm if you'll test run new changes<\/strong> before officially implementing them.<\/p>\n<p class=\"style-warning\">The rest of this checklist will then adapt accordingly thanks to <a href=\"https:\/\/www.process.st\/help\/docs\/conditional-logic\/\" rel=\"nofollow noopener\" target=\"_blank\">conditional logic<\/a>.<\/p>\n<\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> Does the process require optimization? <\/label> <select disabled=\"\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select><\/div>\n<\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> Should you test run new changes? <\/label> <select disabled=\"\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select><\/div>\n<\/div>\n<div class=\"text-content\">\n<p>It's particularly important to be lean (maximizing value and minimizing waste) when it comes to process optimization. Here are resources that will help you be&nbsp;<em>super&nbsp;<\/em>lean:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/prioritization-matrix\/\" rel=\"nofollow noopener\" target=\"_blank\">Lean Prioritization Matrix:<\/a>&nbsp;This blog post will help you uncover what a prioritization matrix is, how it helps, and how to do it. The template below will also easily guide you through the process.\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/prioritization-matrix-checklist-template\/\" rel=\"nofollow noopener\" target=\"_blank\">Prioritization Matrix Checklist Template<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"https:\/\/www.process.st\/company-learning\/\" rel=\"nofollow noopener\" target=\"_blank\">Starting a Lean Process for Continuous Company Learning<\/a>: For using lean principles in all aspects of business, this blog post has you covered.<\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"rethinking-the-process\">\n<h2>Rethinking the process:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">Reworking a process can be done in many ways. In the rest of this process, we will follow the DMAIC methodology of business process optimization.<\/p>\n<p>Process optimization, however, can be done in various ways.&nbsp;<\/p>\n<p>Read the following resources to learn more about DMAIC and other, different optimization methods:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/fmea\/\" rel=\"nofollow noopener\" target=\"_blank\">What is FMEA? A Practical Guide to Failure Analysis (Free Checklist)<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/dmaic\/\" rel=\"nofollow noopener\" target=\"_blank\">DMAIC: The Complete Guide to Lean Six Sigma in 5 Key Steps<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/process-optimization\/\" rel=\"nofollow noopener\" target=\"_blank\">Business Process Optimization: What, How, Why? (Free Templates)<\/a><\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"define-how-long-it-takes-to-complete-the-process\">\n<h2>Define how long it takes to complete the process<\/h2>\n<div class=\"text-content\">\n<p><strong>Define how long it takes users to complete the process.<\/strong><\/p>\n<p>No matter if it's a short or comprehensive process, all processes can take too long if there are inefficiencies.<\/p>\n<p>Use the text box below to <strong>write down notes on how long it takes<\/strong> users <strong>to complete<\/strong> the process.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on process completion time <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"consider-where-bottlenecks-occur\">\n<h2>Consider where bottlenecks occur<\/h2>\n<div class=\"text-content\">\n<p><strong>Consider where bottlenecks occur in the process.<\/strong><\/p>\n<p>Finding there are certain steps where the process stops in its tracks? Bottlenecks are signs that a process requires optimization and needs to be rethought.<\/p>\n<p>Use the text box below to <strong>write down notes concerning bottlenecks<\/strong>.<\/p>\n<p class=\"style-info\">If there aren't any bottlenecks, simply type \"This process has no bottlenecks.\"<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on bottlenecks <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-content\">\n<p>Bottlenecks in the business world are, unfortunately, rather common.<\/p>\n<p>To learn how to quash those bottlenecks - in your processes and wider business efforts - once and for all, check out the following posts:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/business-bottlenecks\/\" rel=\"nofollow noopener\" target=\"_blank\">How to Smash Your Business Bottlenecks (Plus 3 Key Tools to Help!)<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/approval-optimization\/\" rel=\"nofollow noopener\" target=\"_blank\">How to Optimize Your Approval Process and Smash the Bottleneck<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/smash-the-bottleneck-getting-started-with-documenting-systems\/\" rel=\"nofollow noopener\" target=\"_blank\">Smash the bottleneck \u2013 Getting started with documenting systems<\/a><\/li>\n<\/ul>\n<p>Seeing as a countless number of bottlenecks occur due to items not getting approved (or rejected) within an appropriate timeframe, you might want to research Process Street's <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">Approvals<\/a> feature (which is used within this very process) in more detail:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">Approvals: How to Streamline Decision-Making in Process Street<\/a><\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"examine-potentially-wasteful-steps\">\n<h2>Examine potentially wasteful steps<\/h2>\n<div class=\"text-content\">\n<p><strong>Examine potentially wasteful steps in the process.<\/strong><\/p>\n<p><strong><\/strong>Sometimes, processes contain steps that repeat previously-stated information, steps that aren't helpful, or steps that simply don't add anything.<\/p>\n<p>Examine if your process has any wasteful steps in it via the subchecklist below, then <strong>write about those wasteful steps<\/strong> in the text box below.<\/p>\n<p class=\"style-info\">Write \"The process has no wasteful steps.\" if there aren't any.<\/p>\n<\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of overproduction (largest waste)<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of time on hand (waiting)<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of transportation<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of processing itself<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of stock at hand<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       6<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of movement<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       7<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Waste of making defective products<\/div>\n<\/li>\n<\/ul>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on wasteful steps <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-content\">\n<p>The idea of waste - and getting rid of any wasteful steps, activities, and processes - plays a large part in process optimization methodology.<\/p>\n<p>To learn more about 'Muda' (what the Japanese call waste in a business context) and how you can get rid of waste too, read this post:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/muda\/\" rel=\"nofollow noopener\" target=\"_blank\">What is Muda? The 7 Wastes Every Lean Business Needs to Combat<\/a><\/li>\n<\/ul>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/kKFn1V_YMdydLXuk9U5D1A.jpeg\" alt=\"Examine potentially wasteful steps\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/kKFn1V_YMdydLXuk9U5D1A.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/b0p818k8Ok8\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"assess-if-any-steps-are-confusing\">\n<h2>Assess if any steps are confusing<\/h2>\n<div class=\"text-content\">\n<p><strong>Assess if any steps are confusing.<\/strong><\/p>\n<p><strong><\/strong>Confusing steps in a process can have numerous negative impacts. For instance, it could be the cause of a bottleneck or be so confusing that it's deemed a wasteful step.<\/p>\n<p><strong>Assess your process<\/strong> to see if any steps are confusing, then <strong>write down relevant notes<\/strong> in the text box.<\/p>\n<p class=\"style-info\">Write \"There aren't any confusing steps.\" if your process is devoid of them.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on confusing steps <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"look-to-see-if-the-process-can-be-simplified\">\n<h2>Look to see if the process can be simplified<\/h2>\n<div class=\"text-content\">\n<p><strong>Look to see if the process can be simplified in any way.<\/strong><\/p>\n<p>A process that's unnecessarily complicated or complex isn't an optimized process.<\/p>\n<p><strong>Look at your process<\/strong> and the steps involved to see if there are areas where it can be made simpler to understand and use.<\/p>\n<p><strong>Write down your notes on how the process could be simplified<\/strong> below.<\/p>\n<p class=\"style-info\">If there are no ways you can simplify the process further, write \"The process can't be simplified more than it is right now.\"<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Notes on process simplification <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"note-which-steps-can-be-automated\">\n<h2>Note which steps can be automated<\/h2>\n<div class=\"text-content\">\n<p><strong>Note which steps can be automated.<\/strong><\/p>\n<p>The final step of rethinking the process concerns&nbsp;<strong>thinking about the ways the process can be bettered further with automation<\/strong>.<\/p>\n<p>Write down which steps can be automated in the box below.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> What can you automate? <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-content\">\n<p>For instance, if the process requires the transfer of data between apps (let's say adding Dropbox files to Google Drive), that's easy to do with <a href=\"https:\/\/zapier.com\/\" rel=\"nofollow noopener\" target=\"_blank\">Zapier<\/a>. Zapier allows you&nbsp;to set up a rule for all future actions that meet specific criteria. For example, 'whenever a new file is added to Dropbox, transfer it to Drive'.<\/p>\n<p class=\"style-info\">What you can automate is almost limitless. For guidance, read through&nbsp;Process Street's<em>&nbsp;<\/em><a href=\"https:\/\/www.process.st\/business-process-automation-guide\" rel=\"nofollow noopener\" target=\"_blank\"><em>Ultimate Guide to Business Process Automation eBook<\/em>.<\/a><\/p>\n<p>You might also want to consider adding Process Street's <a href=\"https:\/\/www.process.st\/workflow-automation\/\" rel=\"nofollow noopener\" target=\"_blank\">workflow automation<\/a> tools to your process templates, such as:<\/p>\n<p>- <a href=\"https:\/\/www.process.st\/help\/docs\/stop-tasks\/\" rel=\"nofollow noopener\" target=\"_blank\">Stop tasks<\/a> \u270b<br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/conditional-logic\/\" rel=\"nofollow noopener\" target=\"_blank\">Conditional logic<\/a><br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/dynamic-due-dates\/\" rel=\"nofollow noopener\" target=\"_blank\">Dynamic due dates<\/a> \u23f1<br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/task-permissions\/\" rel=\"nofollow noopener\" target=\"_blank\">Task permissions<\/a><br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">Task assignments<\/a><br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">Role assignments<\/a><br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/embed-widget\/\" rel=\"nofollow noopener\" target=\"_blank\">Embed widget<\/a><br \/>\n-&nbsp;<a href=\"https:\/\/www.process.st\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">Approvals<\/a>! \u2705<\/p>\n<p>Keep in mind that you can use Process Street's <a href=\"https:\/\/www.process.st\/help\/docs\/webhooks\/\" rel=\"nofollow noopener\" target=\"_blank\">webhooks<\/a> for in-app automation. If your organization subscribes to the appropriate plan, you can also take advantage of <a href=\"https:\/\/www.process.st\/pricing\/\" rel=\"nofollow noopener\" target=\"_blank\">API access<\/a>.<\/p>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/rhwq8QYe-xKkiNurOvVL4Q.jpeg\" alt=\"Note which steps can be automated\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/rhwq8QYe-xKkiNurOvVL4Q.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/U3sOwViXhkY\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"suggesting-improvements\">\n<h2>Suggesting improvements:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">Seeing as you've considered how you can go about optimizing a process, it's time to suggest improvements.<\/p>\n<\/div>\n<\/section>\n<section id=\"write-the-potential-process-improvements\">\n<h2>Write the potential process improvements<\/h2>\n<div class=\"text-content\">\n<p><strong>Write down the potential process improvements that could be made.<\/strong><strong><\/strong><strong><\/strong><\/p>\n<p>With an idea of how the process at hand could be optimized and improved, <strong>write down each suggestion<\/strong> you have below.<\/p>\n<p>There are form fields for you to write up to 5 improvement suggestions below. If you have more than 5 suggestions - or you'd like to clarify anything - use the 'Extra notes' box.<\/p>\n<p>To remind you of what you've previously written about the process, the text can be seen again below thanks to&nbsp;<a href=\"https:\/\/www.process.st\/help\/docs\/variables\/\" rel=\"nofollow noopener\" target=\"_blank\">variables<\/a>.<\/p>\n<hr>\n<h5>How the process stands<\/h5>\n<p><strong>Notes on how it's performing (quantitatively):<br \/>\n<\/strong>{{form.Notes_on_quantitative_performance}}<\/p>\n<p><strong><\/strong><strong>Notes on how it's performing (qualitatively):<br \/>\n<\/strong>{{form.Notes_on_qualitative_performance}}<strong><\/strong><\/p>\n<p><strong><br \/>\n<\/strong><strong>Notes on the value the process creates:<br \/>\n<\/strong>{{form.Notes_on_process's_created_value}}<strong><br \/>\n<\/strong><\/p>\n<h5>Rethinking the process<\/h5>\n<p><strong>Notes on how long it takes to complete the process:<\/strong><br \/>\n{{form.Notes_on_process_completion_time}}<\/p>\n<p><strong>Notes on where bottlenecks occur:<\/strong><br \/>\n{{form.Notes_on_bottlenecks}}<\/p>\n<p><strong>Notes on wasteful (redundant) steps:<br \/>\n<\/strong>{{form.Notes_on_wasteful_steps}}<\/p>\n<p><strong>Notes on confusing steps:<\/strong><br \/>\n{{form.Notes_on_confusing_steps}}<\/p>\n<p><strong>Notes on how the process could be simplified:<\/strong><br \/>\n{{form.Notes_on_process_simplification}}<\/p>\n<p><strong>Notes on what can be automated:<\/strong><br \/>\n{{form.What_can_you_automate?_2}}<\/p>\n<hr>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Potential process improvement #1 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Potential process improvement #2 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Potential process improvement #3 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Potential process improvement #4 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Potential process improvement #5 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Extra notes <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/hnBlft6Fqf0rHLalUmxLsQ.jpeg\" alt=\"Write the potential process improvements\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/hnBlft6Fqf0rHLalUmxLsQ.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/7esRPTt38nI\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"getting-approval\">\n<h2>Getting approval:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">This part's easy; you don't have to do anything!<\/p>\n<p>That's because the next step is an <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_self\">approval task<\/a>. This means the person you named as the approver will now look over your process improvement suggestions. (They've been automatically assigned to the task thanks to <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_self\">role assignments<\/a>.)<\/p>\n<p>If they approve your suggestions, you can then move onto the next steps where you'll either implement the changes straight away or test them first. However, if they reject your suggestions, you'll have to go back to the drawing board and come up with other suggestions for optimization with any feedback in mind.<\/p>\n<\/div>\n<\/section>\n<section id=\"approval-process-improvements\">\n<h2>Approval: Process improvements<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:<\/div>\n<\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\"> <span class=\"title\">Identify the process's components<\/span><\/p>\n<div class=\"body\">\n         Will be submitted<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/li>\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\"> <span class=\"title\">Write the potential process improvements<\/span><\/p>\n<div class=\"body\">\n         Will be submitted<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/section>\n<section id=\"testing-the-process-improvements\">\n<h2>Testing the process improvements:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">This section will guide you through testing the proposed process improvements properly.<\/p>\n<\/div>\n<\/section>\n<section id=\"update-a-process-document-copy\">\n<h2>Update a process document copy<\/h2>\n<div class=\"text-content\">\n<p><strong>Make a copy of the process and update it with process improvement changes.<\/strong><\/p>\n<p>You've got the go-ahead to make the proposed process improvements.<\/p>\n<p class=\"style-danger\">But first, <strong>create a copy of the process<\/strong> in question. This is so you're not updating the master document with changes until you've figured out if they're beneficial changes or not.<\/p>\n<p>Then, <strong>update the copied process<\/strong> <strong>with<\/strong> the new process i<strong>mprovements<\/strong>.<\/p>\n<p><strong>Provide a link<\/strong> to (or upload) the updated, copied process below.<\/p>\n<\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\"> <label> Updated, copied process file <\/label><\/p>\n<div class=\"file-container\"> <button type=\"button\" disabled=\"\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button><\/div>\n<\/div>\n<\/div>\n<\/section>\n<section id=\"choose-who-will-test-the-updated-process\">\n<h2>Choose who will test the updated process<\/h2>\n<div class=\"text-content\">\n<p><strong>Choose who will test the updated process.<\/strong><\/p>\n<p>After updating the copied process with the changes, <strong>choose who will test the<\/strong> updated process.<\/p>\n<p>This could be a selection of people, one person, or maybe even you yourself.<\/p>\n<p><strong>Write down the names<\/strong> of the people or the name of the person testing the updated process.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Who's testing the process? <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"define-what-would-make-the-improvements-successful\">\n<h2>Define what would make the improvements successful<\/h2>\n<div class=\"text-content\">\n<p><strong>Define what would make the improvements successful.<\/strong><\/p>\n<p>Before the updated process is tested, you'll want to <strong>consider<\/strong> what would make the improvements be deemed as successful.&nbsp;<\/p>\n<p>If the improvements managed to make the process, as a whole, faster, would that be your measurement of success? Or would it be something else?<\/p>\n<p><strong>Define what would make the improvements<\/strong> be seen as <strong>a success in the text box<\/strong> below.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Successful improvements definition <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"use-the-updated-process\">\n<h2>Use the updated process<\/h2>\n<div class=\"text-content\">\n<p><strong>Use the updated process.<\/strong><\/p>\n<p>This part is easy, too; it's time for the tester(s) to <strong>follow and use the updated process<\/strong>!<\/p>\n<p>Get them to do this as soon as possible.<\/p>\n<p>If you'd like a checklist template to guide you through the testing process itself, Process Street has you covered:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/usability-testing-template\/\" rel=\"nofollow noopener\" target=\"_blank\">Usability Testing Template<\/a><\/li>\n<\/ul>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/savWe0xjyyOUksncxtFCRA.jpeg\" alt=\"Use the updated process\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/savWe0xjyyOUksncxtFCRA.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/iQ15DTx-63k\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"add-feedback-on-the-updated-process\">\n<h2>Add feedback on the updated process<\/h2>\n<div class=\"text-content\">\n<p><strong>Add feedback on how the new process works.&nbsp;<\/strong><\/p>\n<p>The updated process has been followed and tested. Now you can <strong>get feedback from those who tested it<\/strong>.<\/p>\n<p>Ask questions such as:<\/p>\n<ul>\n<li>Were the changes positive or negative overall?<\/li>\n<li>Specifically, what felt positive about the changes?<\/li>\n<li>Did any of the changes have negative impacts?<\/li>\n<li>Are there any other changes that could be made to optimize the process?<\/li>\n<\/ul>\n<p>After you've asked these questions (or similar ones), <strong>add the feedback<\/strong> from the tester(s) in the text box.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Updated process feedback <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-content\">\n<p>For process improvement - and many other areas of business - getting feedback is incredibly important to make processes, products, and experiences the best they can be.<\/p>\n<p>This post (and accompanying template) will help you with getting solid feedback:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/customer-feedback-system\/\" rel=\"nofollow noopener\" target=\"_blank\">How to Develop a Customer Feedback System for Success<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/customer-feedback-system\/\" rel=\"nofollow noopener\" target=\"_blank\"><\/a><a href=\"https:\/\/www.process.st\/templates\/customer-feedback-survey-process\/\" rel=\"nofollow noopener\" target=\"_blank\">Customer Feedback Survey Process<\/a><\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"determine-what-improvements-should-go-forward\">\n<h2>Determine what improvements should go forward<\/h2>\n<div class=\"text-content\">\n<p><strong>Determine what process improvements should go forward.<\/strong><\/p>\n<p>Read the feedback from the tester(s) below, take everything into account, and <strong>determine which process improvements should go forward<\/strong> and be made to the master document.<\/p>\n<p><strong>Note down<\/strong> the process improvements going forward.<\/p>\n<hr>\n<h5>Feedback from the updated process tester<\/h5>\n<p>{{form.Updated_process_feedback}}<\/p>\n<h5>The successful improvements definition<\/h5>\n<p>{{form.Successful_improvements_definition}}<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Process improvement #1 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Process improvement #2 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Process improvement #3 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Process improvement #4 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Process improvement #5 <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Additional notes <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"optimizing-the-process\">\n<h2>Optimizing the process:<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">By this point, the approver's given you the go-ahead to make process changes and you may have even tested them out.<\/p>\n<p>Next up: Making those optimizing changes to the master process document.<\/p>\n<\/div>\n<\/section>\n<section id=\"implement-the-process-changes\">\n<h2>Implement the process changes<\/h2>\n<div class=\"text-content\">\n<p><strong>Implement the process changes.<\/strong><\/p>\n<p>It's time to <strong>make those changes<\/strong>!<\/p>\n<p class=\"style-warning\">Remember, make sure the changes are made to the&nbsp;master process document, not the copied process document you made if you trialed the changes.<\/p>\n<p>Once you've made the process changes, <strong>write down what you did in the text box<\/strong> below.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Implemented changes <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-content\">\n<p class=\"style-success\">Success!<\/p>\n<p>After writing down the changes you made, the process in question should now be more optimized.<\/p>\n<\/div>\n<\/section>\n<section id=\"communicate-the-process-changes\">\n<h2>Communicate the process changes<\/h2>\n<div class=\"text-content\">\n<p><strong>Communicate the process changes to others it may concern.<\/strong><\/p>\n<p>To <strong>ensure everybody's on the same page<\/strong> and aware of how the process has changed, let the people who use the process know about its improvements.<\/p>\n<p>You can <strong>use the email widget<\/strong> below <strong>to send off this communicative email<\/strong> straight away. All you have to do is add the emails of whom it concerns in the \"To\" field, and edit the rest of the email appropriately.<\/p>\n<\/div>\n<div class=\"text-content\">\n<p>As writer&nbsp;<a href=\"https:\/\/twitter.com\/ben__mulholland\" rel=\"nofollow noopener\" target=\"_blank\">Ben Mulholland<\/a> says in his post on <a href=\"https:\/\/www.process.st\/change-management-models\/\" rel=\"nofollow noopener\" target=\"_blank\">change management models<\/a>, \"<em>[When it comes to changes]&nbsp;Communication, support, and education are vital, as you want to limit any difficulties in the transition and address problems as soon as they arise<\/em>\".<\/p>\n<p>Communication and transparency is a best practice when it comes to business process optimization. Without it, teammates will be left in the dark regarding the process changes.<\/p>\n<p>To learn more about how to communicate effectively, read these materials on change management and internal business communication. There's also a template you can use to go about change effectively:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/change-management-models\/\" rel=\"nofollow noopener\" target=\"_blank\">8 Critical Change Management Models to Evolve and Survive<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/change-management-strategy\/\" rel=\"nofollow noopener\" target=\"_blank\">How to Make a Change Management Strategy (and Defuse the Growth Time Bomb)<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/lewins-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Lewin's Change Management Model Process Checklist<\/a><\/li>\n<\/ul>\n<\/div>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/kri5Bn7erE4_NtWCA6ZPzQ.jpeg\" alt=\"Communicate the process changes\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/kri5Bn7erE4_NtWCA6ZPzQ.jpeg\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p style=\"text-align: center;\"><a href=\"https:\/\/unsplash.com\/photos\/tiNCpHudGrw\" rel=\"nofollow noopener\" target=\"_blank\">(Source)<\/a><\/p>\n<\/div>\n<\/section>\n<section id=\"determine-how-the-process-will-be-monitored\">\n<h2>Determine how the process will be monitored<\/h2>\n<div class=\"text-content\">\n<p><strong>Determine how the process will be monitored.<\/strong><\/p>\n<p>After optimizing a process, monitoring a process to ensure it's working effectively or not in the long-run is important. It allows you to immediately step in and take action if a process needs to be changed urgently.<\/p>\n<p><strong>Think<\/strong> - and\/or discuss with your team - how the process in question will be monitored. <strong>Then, write down how below<\/strong>.<\/p>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> How is the process monitored? <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"schedule-the-next-process-review-and-optimization\">\n<h2>Schedule the next process review and optimization<\/h2>\n<div class=\"text-content\">\n<p><strong>Schedule the next process optimization review.<\/strong><\/p>\n<p>It only takes a short amount of time for a process to become outdated. And an outdated process helps no one.<\/p>\n<p><strong>Schedule this checklist to run in three months' time<\/strong>, so you can review whether the process needs to be optimized again.<\/p>\n<p class=\"style-info\">Scheduling checklists in Process Street to launch at a future date is incredibly easy. Take a look at <a href=\"https:\/\/www.process.st\/help\/docs\/scheduled-checklists\" rel=\"nofollow noopener\" target=\"_blank\">this help guide<\/a> to schedule checklists yourself.<\/p>\n<p>Then, <strong>use the date widget<\/strong> below to <strong>confirm when you've scheduled the checklist<\/strong> to run again.<\/p>\n<\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> Next optimization review date <\/label><\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled=\"\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button><\/div>\n<\/div>\n<\/div>\n<div class=\"text-content\">\n<p class=\"style-success\">Success! You've scheduled the next process optimization review.<\/p>\n<p>Congratulations on completing the checklist. See you soon!<\/p>\n<\/div>\n<\/section>\n<section id=\"sources\">\n<h2>Sources:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/twitter.com\/harmon_bptrends\" rel=\"nofollow noopener\" target=\"_blank\">Paul Harmon<\/a> - <a href=\"https:\/\/www.bptrends.com\/bpt\/wp-content\/uploads\/2015-BPT-Survey-Report.pdf\" rel=\"nofollow noopener\" target=\"_blank\"><em>The State of Business Process Management 2016<\/em><\/a><\/li>\n<li><a href=\"https:\/\/www.linkedin.com\/in\/tartanus\/\" rel=\"nofollow noopener\" target=\"_blank\">\u0141ukasz Tartanus<\/a> - <a href=\"https:\/\/www.bptrends.com\/bpt\/wp-content\/uploads\/Business_Process_Maturity_in_Polish_Organisations_2016.pdf\" rel=\"nofollow noopener\" target=\"_blank\"><em>Business Process Maturity in Polish Organizations<\/em><\/a><\/li>\n<li><a href=\"https:\/\/twitter.com\/laserfiche\" rel=\"nofollow noopener\" target=\"_blank\">Laserfiche<\/a> -&nbsp;<a href=\"https:\/\/www.laserfiche.com\/ecmblog\/3-steps-optimize-business-processes-bp\/\" rel=\"nofollow noopener\" target=\"_blank\"><em>3 Steps for Optimizing Business Processes<\/em><\/a><em><\/em><\/li>\n<li><a href=\"https:\/\/www.process.st\/author\/oliver\/\" rel=\"nofollow noopener\" target=\"_blank\">Oliver Peterson<\/a> -&nbsp;<em><a href=\"https:\/\/www.process.st\/bpm-software\/\" rel=\"nofollow noopener\" target=\"_blank\">What is BPM Software? The Best Business Process Management Software (BPMS)<\/a><\/em><\/li>\n<li><a href=\"https:\/\/twitter.com\/thomjamescarter\" rel=\"nofollow noopener\" target=\"_blank\">Thom James Carter<\/a> -&nbsp;<em><a href=\"https:\/\/www.process.st\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">Approvals: How to Streamline Decision-Making in Process Street<\/a><\/em><\/li>\n<li><a href=\"https:\/\/twitter.com\/processstreet\" rel=\"nofollow noopener\" target=\"_blank\">Process Street<\/a> - <a href=\"https:\/\/www.process.st\/business-process-automation-guide\/\" rel=\"nofollow noopener\" target=\"_blank\"><em>The Ultimate Guide to Business Process Automation<\/em><\/a><\/li>\n<li><a href=\"https:\/\/twitter.com\/benjbrandall\/\" rel=\"nofollow noopener\" target=\"_blank\">Ben Brandall<\/a> -&nbsp;<em><a href=\"https:\/\/www.process.st\/workflow-automation\/\" rel=\"nofollow noopener\" target=\"_blank\">50 Ways To Save Time &amp; Money with Workflow Automation<\/a><\/em><\/li>\n<li><a href=\"https:\/\/twitter.com\/adam_h_h\" rel=\"nofollow noopener\" target=\"_blank\">Adam Henshall<\/a> -&nbsp;<em><a href=\"https:\/\/www.process.st\/process-optimization\/\" rel=\"nofollow noopener\" target=\"_blank\">Business Process Optimization: What, How, Why? (Free Templates)<\/a><\/em><\/li>\n<li><a href=\"https:\/\/twitter.com\/thomjamescarter\" rel=\"nofollow noopener\" target=\"_blank\">Thom James Carter<\/a>&nbsp;- <a href=\"https:\/\/www.process.st\/business-process-optimization\/\" rel=\"nofollow noopener\" target=\"_blank\"><em>Business Process Optimization: How to Improve Workflows Like a Pro (Free Templates!)<\/em><\/a><\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"related-checklists\">\n<h2>Related checklists:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/business-requirements-template\/\" rel=\"nofollow noopener\" target=\"_blank\">Business Requirements Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/sipoc-template\/\" rel=\"nofollow noopener\" target=\"_blank\">SIPOC Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/standard-operating-procedure-sop-template-structure\/\" rel=\"nofollow noopener\" target=\"_blank\">Standard Operating Procedures (SOP) Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/process-improvements\/#standard-operating-procedures-template\" rel=\"nofollow noopener\" target=\"_blank\"><\/a><a href=\"https:\/\/www.process.st\/templates\/soap-note-template\/\" rel=\"nofollow noopener\" target=\"_blank\">SOAP Note Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/haccp-process\/\" rel=\"nofollow noopener\" target=\"_blank\">HACCP Process checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/hazop-process\/\" rel=\"nofollow noopener\" target=\"_blank\">HAZOP Process checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/lewins-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Lewin\u2019s Change Management Model<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/bridges-transition-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Bridges Transition Model Process Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/adkar-model-change-management-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">ADKAR Model Change Management Process Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/mckinsey-7-s-model-checklist-process\/\" rel=\"nofollow noopener\" target=\"_blank\">McKinsey 7-S Model Process Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/kotters-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Kotter\u2019s Change Management Model Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/kubler-ross-change-curve-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Kubler Ross Change Curve Change Management Model<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/nudge-theory-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Nudge Theory Change Management Model Process<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/pdca-cycle-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">PDCA Change Management Model Process Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/satir-change-management-model-process-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Satir Change Management Model Process Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/5-whys-template\/\" rel=\"nofollow noopener\" target=\"_blank\">5 Whys Checklist Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/vrio-analysis\/\" rel=\"nofollow noopener\" target=\"_blank\">VRIO Analysis Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/risk-management-process\" rel=\"nofollow noopener\" target=\"_blank\">Risk Management Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/swot-analysis-template\/\" rel=\"nofollow noopener\" target=\"_blank\">SWOT Analysis Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/fmea-template-failure-mode-and-effects-analysis\/\" rel=\"nofollow noopener\" target=\"_blank\">FMEA Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/standard-operating-procedure-sop-template-structure\/\" rel=\"nofollow noopener\" target=\"_blank\">Standard Operating Procedure (SOP) Template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/records-disposal-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Records Disposal Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-safety-inspection-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Safety Inspection Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-risk-assessment-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Risk Assessment Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-conflict-resolution-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Office Conflict Resolution Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-discipline-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Employee Discipline Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employment-termination-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Employment Termination Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/performance-review-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Performance Review Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/budget-preparation-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Budget Preparation Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/customer-profiling\/\" rel=\"nofollow noopener\" target=\"_blank\">Customer Profiling Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/investor-pitch\/\" rel=\"nofollow noopener\" target=\"_blank\">Investor Pitch Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/customer-feedback\/\" rel=\"nofollow noopener\" target=\"_blank\">Customer Feedback Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/standup-meeting-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Standup Meeting Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/how-to-streamline-the-hiring-process\/\" rel=\"nofollow noopener\" target=\"_blank\">Ari Meisel\u2019s How to Streamline the Hiring Process Guide<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/how-to-develop-a-content-distribution-machine\/\" rel=\"nofollow noopener\" target=\"_blank\">Ari Meisel\u2019s How to Develop a Content Distribution Machine Guide<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/how-to-automate-podcast-production\/\" rel=\"nofollow noopener\" target=\"_blank\">Ari Meisel\u2019s How to Automate Podcast Production Process<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/how-to-develop-better-lead-generation\/\" rel=\"nofollow noopener\" target=\"_blank\">Ari Meisel\u2019s How to Develop a Better Lead Generation Checklist<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/how-to-automate-a-process-in-the-absence-of-a-trigger\/\" rel=\"nofollow noopener\" target=\"_blank\">Ari Meisel\u2019s How to Automate a Process in the Absence of a Trigger Guide<\/a><\/li>\n<\/ul>\n<\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction to The Process for Optimizing a Process: The Process for Optimizing a Process 69% of businesses have documented processes. However, only 4% manage and measure them properly. This means there's an uncountable number of businesses lagging behind because their processes are depreciated and outdated.&nbsp; Don't let your business suffer, too. With this Process for [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":7853,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"31","template_description":"Run this process whenever you need to optimize a process, ensuring it's efficient and effective.","template_id":"jeoDWxL9XcPD65UE1C1D3w","task_0":"Introduction to The Process for Optimizing a Process:","task_slug_0":"introduction-to-the-process-for-optimizing-a-process","task_1":"Confirm basic details","task_slug_1":"confirm-basic-details","task_2":"Identifying the process:","task_slug_2":"identifying-the-process","task_3":"Identify the process's components","task_slug_3":"identify-the-processs-components","task_4":"Assess how the process is performing","task_slug_4":"assess-how-the-process-is-performing","task_5":"Confirm if the process requires optimization","task_slug_5":"confirm-if-the-process-requires-optimization","task_6":"Rethinking the process:","task_slug_6":"rethinking-the-process","task_7":"Define how long it takes to complete the process","task_slug_7":"define-how-long-it-takes-to-complete-the-process","task_8":"Consider where bottlenecks occur","task_slug_8":"consider-where-bottlenecks-occur","task_9":"Examine potentially wasteful steps","task_slug_9":"examine-potentially-wasteful-steps","task_10":"Assess if any steps are confusing","task_slug_10":"assess-if-any-steps-are-confusing","task_11":"Look to see if the process can be simplified","task_slug_11":"look-to-see-if-the-process-can-be-simplified","task_12":"Note which steps can be automated","task_slug_12":"note-which-steps-can-be-automated","task_13":"Suggesting improvements:","task_slug_13":"suggesting-improvements","task_14":"Write the potential process improvements","task_slug_14":"write-the-potential-process-improvements","task_15":"Getting approval:","task_slug_15":"getting-approval","task_16":"Approval: Process improvements","task_slug_16":"approval-process-improvements","task_17":"Testing the process improvements:","task_slug_17":"testing-the-process-improvements","task_18":"Update a process document copy","task_slug_18":"update-a-process-document-copy","task_19":"Choose who will test the updated process","task_slug_19":"choose-who-will-test-the-updated-process","task_20":"Define what would make the improvements successful","task_slug_20":"define-what-would-make-the-improvements-successful","task_21":"Use the updated process","task_slug_21":"use-the-updated-process","task_22":"Add feedback on the updated process","task_slug_22":"add-feedback-on-the-updated-process","task_23":"Determine what improvements should go forward","task_slug_23":"determine-what-improvements-should-go-forward","task_24":"Optimizing the process:","task_slug_24":"optimizing-the-process","task_25":"Implement the process 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