Process approach, understanding its simple implementation

Know-how constrained by software, lack of collaboration, heterogeneous work between teams, multiple entries, complex information retrieval, siloed Excel spreadsheets are frequent problems in companies. Fortunately, in most cases, the consequences are marginal. But in some cases, the consequences are far more significant, and these problems need to be addressed. A relatively simple method for finding solutions is based on the process approach.

This method enables you, at your own pace, to identify a process, produce its mapping, list the problems with the teams, find and implement solutions, and make the process executable (i.e. operational and usable by the teams). We share all our advice with you in this article.

What is a process approach?

Let’s start with the definition of a process

A process is, quite simply, a sequence of steps that enables a business activity or objective to be achieved. This sequence may be linear or conditional, consecutive or simultaneous, individual or collaborative.

Each stage of a process has its own specificities: resources, stocks, lead times, tools, input or output events, data, quality levels.

So it’s safe to say that EVERYTHING in a company is a process. Dealing with requests for quotations, organizing team meetings, launching an order, carrying out pre-accounting, making a purchase request, asking for time off, recruiting a resource… all these activities are, in the final analysis, nothing more than sequences of tasks (even if the paths are conditioned or the results are not known in advance).

Of course, it is not necessarily necessary to manage all your processes. Some don’t necessarily require process management, and among the most strategic or critical processes, it’s possible to tackle them progressively, one by one, prioritizing those that have the greatest impact or generate the most dissatisfaction. A process approach can be applied to the highest-priority activities .

There are three types of process management

Process management and the process approach were often confined to the production and sharing of documentation. The latter were difficult to update and difficult for field teams to use. Today, process management reflects the digital transformation of companies. Two modern approaches aim to make processes more concrete and fluid for employees.

They create a structured, personalized and digitalized experience that ensures that the right tasks are carried out by the right people, at the right time, without unnecessary clicks.

These new categories rely on process management software, also known as BPM (Business ProcessManagement).

• On the one hand, these tools offer functionalities such as the creation of customizable workflows, dynamic forms and automated validation circuits. Teams naturally follow instructions, allowing them to concentrate on the quality of the work rather than on compliance with procedures.
• On the other hand, some of these software packages can be connected via API to a company’s existing software. This interconnection makes it possible to automate repetitive, time-consuming tasks (e.g. multiple entries, complex searches, information sharing, etc.). This frees employees from non-value-added tasks.

Process approach definition

The process approach is a method for documenting and optimizing a company’s activities.

It is based on :

• A collective study or audit to understand and map the exact operation of the business.
• Identification and prioritization of areas of dissatisfaction and sub-optimizations
• Finding and implementing solutions for teams
• Steering, management and continuous improvement of the process

No special expertise is required for its application. We’ll detail each of these steps in a dedicated section of this article.

Does the process approach require ISO 9001 standards?

In theory, the process approach should be based on ISO 9001 standards. However, the key is not so much to follow these standards strictly as to identify precisely what is strategic and necessary for your organization. So, unless you have to, you don’t have to follow ISO 9001.

As part of a more mature, structured approach, it makes sense to comply with ISO 9001 specifications. We have detailed and explained the requirements in this article.

Steps for implementing a process approach

Step 0 – Choosing a first process

If you’ve already got a process in mind, just skip to the next step. Nevertheless, it’s still a good exercise in modeling how your company works.

Step 1 – Process audit, adapted to your constraints

Once the process has been chosen, we recommend that you carry out a process audit. But an audit doesn’t mean you have to follow a complex method. We advise you to carry out an audit adapted to your context. An audit can take as little as a day or as long as a month. In any case, an audit should follow these few prerequisites:

The audit will enable you to meet the right people, collect the right data/indicators and understand precisely how the process works. We’ve written a practical article on how to carry out a process audit: Audit processus, quelle méthode appliquer?

Step 2 – Process mapping and modeling

There are different mapping methods(SIPOC, VSM, BPMN…) and different mapping software. It’s up to you to choose the software best suited to your needs. For your information, our Lapala BPM software offers free process modeling functions (see image above).

Step 3 – Finding solutions and implementing solutions

Continuous step – Process management

The previous stages of the process approach don’t have to be perfect. In fact, the final step iscontinuous process improvement, which gradually erases any malfunctions that may have slipped through the cracks.

Various continuous improvement methods exist: PDCA (Plan Do Check Act), Lean, Six Sigma… The most important thing is to set up measurement systems along the value chain, and to analyze and monitor data and indicators.

These measurements can be continuous or one-off, and can be used to identify sub-optimizations in process operation. Malfunctions can then be quickly corrected.

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Now that you know all about the process approach, there’s nothing to stop you from transforming your business!