Editor’s note: This article is the second installment in a three-part series on simplifying complexity, which encompasses 1) process improvement, 2) process implementation and integration, and 3) change management.
What’s the best method for assessing and distilling a complex problem down to a transparent process? In this case, we are looking for the best method to approach the implementation and integration of a new system, which encompasses these five steps.
Create a definitive project playbook for implementation and integration that clearly defines roles and responsibilities. This helps leverage the skills of the group so they can meet their objectives.
For the project playbook, the project owner must:
Superior performance is the result of what people do — their behaviors. And behaviors drive outcomes, according to Charles J. Pellerin, team-building expert and former director of NASA’s astrophysics division. "It is what you pay attention to, combined with your mindset, that influences your behaviors and produces results you realize," Pellerin wrote.
Success lies in balancing the dichotomy between hard and soft skills. A system that plays to team members’ strengths and provides safe spaces to air concerns lends to an environment that cultivates continuous improvement.
Successful organizations use this formal approach to manage cross-functional teams:
Your process map is a formal framework that helps your company move toward implementation. To create an effective process map, it must be a collaborative effort that involves the entire team.
During process implementation and integration, it’s important to ask questions that help to clarify:
You can use this information to take the shortest path for building a bridge to end users.
To prevent complexity from creeping back into a project, companies must redesign their business processes to systematically eliminate waste and inefficiency. Project planning software can help with this step because it ensures the project’s integration activities are well aligned. A key aspect of this phase is determining when milestones have been reached and knowing when it is time to move on to the next step.
As you plan your integration, be sure to include:
Implement the system with the appropriate functions and departments, and integrate the system with existing systems internal to the organization. Ensure collaboration goes smoothly by following the 4D decision-making model:
Many projects fail due to a lack of buy-in and access to decision-makers at every level. Establishing an approved decision-making structure at the outset of creating a process map is the best way to mitigate such failures.
Develop training content to ensure alignment with applicable procedures, regulations/standards, guidance documents, manuals, and other relevant sources.
You will also need a process to ensure future employees receive the necessary training.
The third installment in this series offers tips on successful adoption. It will be published in late September.
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