Some clients realize the need to document their processes and figure out their customer strategy, but they simply do not have the human resources to do it at this time. In such cases, they hire our consultants to work with their employees to document their business processes for them. Documenting your business processes takes time and the more you put into it, the more you get out. We start the process by asking your employees how they do something today. The first phase of process documentation is concerned with the actual state of how something is done presently. It is necessary to resist the urge to start to improve the process at this stage – you want to record how things are currently done, before you try to start optimizing the processes. After everything is documented, you can look at getting efficiencies out of a process. Our consultants play the devil’s advocate by asking tough questions; for example, why something is done a certain way, or why are you meeting so many times to make a decision. The responses we get are varied, from, “we have always done it this way”, to “we don’t know” or “you are right, we should look into that”. In our experience, almost every process can be improved and we have always seen efficiencies as a result of process documentation. We refer to this phase as the process improvement phase. After this, comes the process management phase, where you ensure that your overall processes are running smoothly, that you have the latest documents, forms, or work instructions attached to the process steps and that employees are using the WebModel most effectively.
Our standard training package consists of two days spent with your team at your location. On day one, we cover viflow basics and go over modeling best-practices. On day two, we look at processes specific to your company and start modeling those. We often play the devil’s advocate role and ask your team tough questions about why something is done in a particular way. We often take the stance of a lay person who has no idea how your organization does something. We feel that this is a good baseline for starting the process documentation initiative, as this type of attitude will help with experts not leaving anything out and with the onboaring of your new hires.
Our training is very hands on and based on the group, we may start documenting your organization’s processes on day one. We have trained groups as small as three people and as large as twenty. If your team has Microsoft Visio experience, they will pick up viflow very quickly. If they don’t, they will be happily documenting after the second day (we trained secretaries who never heard of Visio and on the second day they were documenting processes). Our consultants are happy to sign a non-disclosure agreement so that your team can speak freely about your organization’s processes.
ISO 9001:2015 Transition
ISO released the revision to the standard in 2015 and companies who are certified to the 2008 version will need to re-certify by 2018. There are notable differences in the 2015 version, with more focus on customer satisfaction, risk management, leadership direction, evidence-based decision making and relationship management. We can help companies with the transition to the new 2015 version and viflow is the perfect tool for this.