The Redesign phase of the business process reengineering cycle comes after the Diagnosis phase when process pathologies and faults have been identified and corrective action plans have been developed and thereby your team can proceed with developing a new design for existing processes. The Redesign phase is intended to identify opportunities for delivering existing processes more efficiently and effectively through developing alternative process scenarios, creating a new process model, and adjusting human resources to new conditions.
The phase can be presented as a series of the following activities:
- Create alternative process scenarios
- Design HR architecture
- Develop a new process design
These activities can be further divided into simple and manageable tasks. With help of VIP Task Manager your team can do tasks and perform the activities. Let’s find out how your team can carry out the Redesign phase and how VIP Task Manager can be helpful.
Create Alternative Process Scenarios
Process redesign starts with having a firm foundation and understanding of all possible ways of developing an existing process environment. When you understand what makes your organization work, then you can review all facets of the process environment to determine alternative project scenarios. Creating alternative scenarios helps you capture improvement opportunities. Here’re several tasks to create a process scenario:
- Identify measurable processes. If a process is measurable, then it can be redesigned and improved. Processes can be measured in terms of working hours, inventory, costs, sales, demand, lead-time etc.
- Look to where waste occurs in the process flow. A wasteful process never adds value to your organization. You must look for areas of potential process waste, such as redundancy, inventory overage, excessive labor, excess quality testing etc.
- Conduct root cause analysis. Such an analysis helps you search for the root of problem areas. You can use such tools as "The 5 Whys", "Fish Bone Diagrams", and "Value Stream Mapping" to analyze wasteful processes and identify where a process breaks down.
- Create a process scenario. Finally, you can use results of root cause analysis to understand why a process fails and then develop an action plan or scenario for eliminating waste and improving the process.
Design HR Architecture
When you have alterative process scenarios, you can proceed with developing plans for aligning human resources (HR) . Once you understand how human capital can best be aligned, you can try to design state-of-the-art HR architecture that allows utilizing alterative scenarios. Address the following issues to design HR architecture:
- HR alignment. First of all, you must be sure that your human resources are up-to-date and aligned with business goals of your organization. HR should be integrated with the most critical business initiatives of strategic and tactical action plans. Identity, roles and accountabilities of every worker should be aligned with business expectations as well.
- System design. An integrated online system for talent management, performance appraisal, and succession planning will be required to provide your employees with online portal, web-based tools and remote databases for managing new processes. A central database to manage the company’s talent portfolio and performance in real time is also required.
- Job design. You need to define job responsibilities and cross-functional roles for your workers. The primary goal is to redesign job roles and relationships to comply with emerging business processes.
- Assessment programmes. Valid and systematic programmes to assess results and competencies of HR are required for your company. The primary goal is to develop assessment programmes for employee recruitment, placement, succession, performance appraisal, and development.
- Workforce Redeployment. Finally, you must develop plans to consistently adapt your employees to emerging conditions. The key goals are to proactive redeploy HR and adjust workforce size, deployment and capabilities.
Develop a New Process Design
Process redesign means transformation of existing processes into a new design that captures improvement opportunities and allows deploying HR architecture. Such transformation is based on radical reassessment of core business processes and predominant competencies. It determines how your new process environment will work.
New process design development requires your company to manage changes of the key systems of your existing process environment. These systems are:
- Information System. You must determine how much information is given to your workers, the speed at which they receive it, and their ability to use that information to improve their working results.
- Training System. There’s a need to carry out skill training programmes for employees to enable them to understand how to interpret information and how to act more effectively under new working conditions.
- Organizational System. You may need to restructure departments of your company in order to ensure integration of roles and responsibilities between the departments.
- Decision-Making System. You may need to change the way decisions are made and the authority level at which they are made. Perhaps, in your new process environment some decisions can be made better at lower levels.
- Task Management System. Such a system identifies how jobs and tasks are performed and supervised. You may need to reform this system in order to ensure higher task performance and employee productivity.
By radically reassessing and improving these systems along with utilizing HR infrastructure, you can try to transform existing processes into a new environment. Your new process design will combine all improvement opportunities that ensure radical rebuilding and reengineering of the existing process environment. Meanwhile, you can’t just go with your new design without being sure that your organization is ready for that. Process monitoring will be your next step to ensure smooth transition to the new design. Monitoring is the next phase of the business process reengineering cycle. We’ll describe this phase in our next article.
Using VIP Task Manager
Your team can use VIP Task Manager to plan the key activities of the redesign phase by using simple tasks. VIP Task Manager features Task List view for task planning and management. You can develop checklists, to-do lists and templates. Please look at the screenshot below to see an example of task checklist for performing the phase.
- Redesign Phase
- Create Alternative Process Scenarios
- Identify measurable processes in the core business operations
- Create a diagram flow of the processes
- Look to where waste occurs in the process flow.
- Conduct root cause analysis
- Determine key reasons of process waste
- Develop alternative process scenarios
- Design HR Architecture
- Make sure HR documentation is up-to-date
- Check if HR goals are aligned with the corporate goals
- Identify the need to install an online system for employee management
- Deploy a centralized database for data about talent portfolio and performance
- Redesign existing descriptions of jobs and roles
- Develop programmes for assessing employee performance
- Plan for adapting HR to the new process environment
- Develop a New Process Design
- Develop an implementation plan of new processes.
- Justify new processes in terms of implementation and running costs.
- Review IT systems to ensure they are sufficient for support necessary information flows
- Develop employee training programmes
- Create a system of metrics for measuring training results
- Redesign existing department structure
- Delegate decision making rights to lower levels
- Consider restructuring the system of employee supervising.