Category: Processes

6 Ideas to Make Your Processes More Resilient

When a company becomes established, processes are a must. They guarantee consistency and quality, and with time, we rely on them, freeing up space, so we do not have to remember every necessary step of a transaction. As a result, we have more room to think strategically.

Processes capture the state of a company at one point in time, but companies and people are constantly evolving, and processes must do so as well. If processes are not designed to be resilient, they will be too rigid and become either a burden or eventually collapse, losing all the hard work of documentation and implementation.

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A Journey into the World of Processes

The importance of having programmed processes in our company became apparent when specific necessary steps weren’t executed. We realized a client statement didn’t go out on time, and we once left out an action when we were closing a sale. I knew then that we needed to manage our workflows with set procedures.

When I began setting up our processes, I tried to do it for every part of the company. This effort turned out to be very successful. We were able to avoid many preventable problems, and we have also been able to operate consistently and with the quality we envisioned. I think this is where processes shine – they help you take care of the vital work that needs to be executed to operate as you envisage.

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Great Advice for Process Implementation in Your Company

Process implementation is a necessity in any company. Set procedures standardize your operations and allow you to deliver your product consistently. Between one task and the next, they also help you and your teams ensure no one forgets the basic yet fundamental steps inherent in any procedure.

Atul Gawande’s book The Checklist Manifesto (public library) presents a compelling case for using checklists in companies. He explains why procedures are so important, when you should use them and how to implement them. Throughout his book, Gawande provides useful advice on how to best work with checklists. He stresses the importance of formatting and how to present the content properly, for instance, which will help you get the most out of the processes at your company. The guidelines that Gawande describes will help you implement or improve upon your company’s processes.  

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Bring It All Together: How to Implement Processes in a Nutshell – Part 2

If you are thinking about implementing processes at your company, the task of doing so can feel daunting. Additionally, getting the infrastructure off the ground is a lot of work, but it’s also a great investment of time and effort.

Processes are a group of tasks that are performed to obtain a desired objective within a company. Outlining the main processes and implementing them for you and your team will result in greater efficiency, adaptability, and peace of mind. In Part 1 of this post (add link), I outlined the initial steps for implementing processes at a firm.

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Bring It All Together: How to Implement Processes in a Nutshell – Part 1

Once a business grows to a certain level of success, it becomes an absolute necessity to organize daily tasks to avoid mistakes. Errors happen all the time, and inconsistencies can result in unhappy customers, tense employees, and unbudgeted costs.

The best way to organize these daily duties is to create and implement business processes. A process is a group of tasks that are performed within a business to obtain a specific objective—it is like a chain of events that guides a project from start to finish. By clearly outlining for yourself and your company what the main processes in your company are and how, ideally, they should work, you will gain greater efficiency.

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The Value of a Little Patience When Automating Processes

When implementing a new process in a company, it takes some time to find a new rhythm of work. Routines and habits must change, and the team has to adjust to the new way of doing things. It requires patience, and sometimes, in the middle of the transition, you may wonder whether it will ever work.

Once the implementation is completed successfully, though, it’s beautiful to see. The process you had been working on now operates independently without you having to do anything about it. The team, the systems, and the processes have all adapted, and the new way of doing things is the new normal.

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Configuring Processes to Gain More Efficient Results

Our company recently underwent a company-wide process revamp: we examined all our processes, revised the content, and standardized the formatting since it was not consistent across departments. This project underlined the importance of setting up processes to be as clean and organized as possible with proper categorization and structuring. This deliberate configuring helps the user focus on the language itself and not be distracted by discrepancies in the arrangement of the processes.

We have processes for every department within our company. Some departments, like Finance, have more processes than others based on the nature of the work.  For more on how we use processes at Celaque, our firm, please refer to my blog posts on processes: The Benefits of Implementing Processes in Your Business, How to Improve and Grow Your Business with Effective Processes, and 6 Useful Ideas to Make Your Processes More Streamlined.

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Your Business and New Employees: How to Adjust Your Processes

The ultimate benefit of processes is that they are adaptable. They are living organisms that can be modified as the company grows or changes. Because a structure with preexisting processes is already in place, it is easier to adjust, add, or remove responsibilities as the team grows and evolves.

When a new person joins your company, the current processes can provide the foundation from which you and the team can see what work is being done now and how it can be modified. From there, it is easy to reduce the workload for other members of the team, if necessary, and to assign new responsibilities.

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This is Our Monthly Accounting Close Process

One of the central processes in any business is the monthly accounting close stage. Each month the financial books must be reviewed to ensure everything has been accounted for properly. If a specific process is not strictly followed, the consequences can be very painful for a company. There are always differences or accounts that need to be reconciled, and if strict vigilance is not maintained, the differences may slowly mount, and reconstructing prior transactions will be a lot more difficult. Recurrent accounting processes will also help you detect errors and when an action can be taken to correct any nascent issues. Taking care of the company’s numbers will ensure that all the hard work you have put in in other areas of the company will be accurately portrayed.

Over time, my company, Celaque, has developed a set of documents that we prepare on a monthly basis to ensure our accounting is always as flawless as possible.

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The Key Processes that Will Need a Three-Level of Review

Before any critical document goes out both internally and externally at our firm, it must be reviewed by three sets of eyes. We have found that having different team members looking at the final product ensures that any errors are found. What one person doesn’t see, the next person probably will.

Three levels of review might sound like a lot, but all that it means is that the first person generates the document, the second performs a detailed review, and the third does a final overall check to ensure that everything makes sense. Having three separate points of view on critical documents guarantees that they will get different perspectives and be more accurate.

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