Process analysis is defined as a breakdown of a process into step-by-step phases that are used to describe and convey the output, input, and operation that take place in each step. The concept is also used in improving the way a process operates by eliminating waste from the system.
Meaning of process analysis
Process analysis is described as a review of all the procedures and steps that have been followed systematically to perform a given activity. It is a description of the way work is done in an organization.
The process analysis is also known as an ongoing improvement process that analyses the way things are done to find effectual methods of performing that task.
Objectives of process analysis
The objectives of process analysis are as follows-
- Identify the elements that make it difficult to understand the process
- Identifying the completeness of the process
- Remove any bottlenecks from the process
- Find redundancies
- Determine the allocation of resources
- Check out the processing time
Advantages of process analysis
The advantages of process analysis are as follows-
- Documenting implicit knowledge
- Analyzing individual actions, data, and documents
- Locating problematic areas that cause delays
- Identifying opportunities for improvement
- Offers a detailed picture of an existing process
- Provides a foundation for building a successful business
- Eliminating waste and reducing unnecessary rework
- Better management
Disadvantages of process analysis
The disadvantages of process analysis are as follows-
- The process analysis takes a lot of time and is considered time-consuming
- The use of techniques need to be monitored closely so that desirable outcomes are delivered
Process analysis steps
The steps in the process analysis are as follows-
Identifying the processes
The first step in process analysis is to identify the processes that you think need improvement. In a typical situation, the first thing an organisation wants is to analyse business-critical processes that have a direct impact on the end product, expenses, revenue and other vital elements. This is the time to identify the processes that are underperforming so that the issues can be fixed.
Identify the processes that have been implemented recently to ensure that they are working as per the desired expectations. The one important thing at this point is to note down the exact starting and ending point to boost efficiency levels.
Think about the goal of the organisation and what do the processes contribute towards that goal. This will help you in finding out the essential processes. Now prioritise them as per the benefit they felicitate for the company.
Establish a team
You will need some of the best people to help you with process analysis. Establish a team and include some of the employees who are already working with the processes daily. They will know the steps, the goals, bottlenecks, flaws and information of the processes and make working quite easy. In addition to qualified employees and front-line employees also include employees who are inspired by the possibility of improvement and leaders who are related to the chosen processes. Take help of meetings, brainstorming and interviews for efficient interaction with the team.
Create a flowchart
The process analysis technique takes the help of the standard tools and symbols to provide a deep insight into the working of the processes and represent it clearly and practically. This step helps to identify the points of improvements and the various bottlenecks it is facing. Building a process diagram is one of the most critical stages of process analysis. It includes
- The process diagram will help o define those who are responsible through lanes in the diagram. These are the areas where the position and the task of the team will be represented
- The starting point matters a great deal hence include an event that will act as process initiator. This need not be some grand event instead make it simple like an email by a client about some vital part of the process
- In each lane, you have created define the tasks that need to be completed and their relationships. Link elements to the functions to know which job is to be done next and who is responsible for it
- The ending point also maters equally hence include an event that will signify the end of the process. Simple words like part delivered are enough to signal the end of the process
Define the process
You have all the information in your hand now define the process and understand how it is taking place at this time and not how it would be in the future. Follow these steps
- Determine the activities of the process, its sequence, who is responsible and if there is some new information at hand
- Find the purpose of the process, about performance metrics that are used, handoffs, customer interactions and the business rules that are applied to analyze the process model. If there are any bottlenecks then how the process should be controlled
- This stage involves appropriate documentation so that it can be followed by consultation and presentation
Mention the points of improvement
Keep in mind the strategic goals and objectives of the company and determine and specify the necessary as well as possible improvements that should take place. Keep your focus on the following –
- Interaction with the customers are essential moments and should b as perfect as possible
- The activities that have high perceived value must be prioritized to deliver them successfully to the end customer
- Whenever there is an exchange of tasks or information between systems or the employees, the chance of error increases. The more the handoffs, the more significant the margin of errors
- The business rules are objective and transparent as they define how the process should be run. Keep your focus on them to facilitate a smooth workflow and minimize the loss of time and efforts
- Find out about the bottlenecks and find ways o avoid it
Model the process
Gather all the relevant information and align it with the goals and objectives of the company. Now model the new process analysis system the way you want it to be for a new and improved process that will prove useful for the organization.