Partner for Process Transformation
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The document outlines a strategic approach to enhancing customer experience and operational processes through transformation and the implementation of Standard Operating Procedures (SOPs). It details an eight-step process for evaluating and refining organizational policies and procedures to improve service delivery and customer satisfaction, highlighting the importance of documentation, consistency, and compliance. Additionally, it emphasizes the need for regular reviews and updates of SOPs to maintain relevance and effectiveness within an organization.
Partner for Process Transformation
- 1. Thought at Work™ Your Partner to Co-Create Future Vikas Gera
- 2. Your Challenges & Our Approach Cost Quality Speed Variation Waste Customer Employee Learning Respect Challenge Commitment Ownership Involvement Loyality Life Cycle Experience Delight Lost Opportunity Revenues
- 4. How we map Customer Experience Journey Cognitive and Emotional Resonance Maintain Relation Purchase Experience Reach Sales Point Evaluate Alternative s and Purchase Purchase Goals & Expectation Past Experience Public Relations and Social Media Advertise- ment and Word of Mouth Pre-Purchase Purchase Post-Sales Payment, Exit Outlet Ambience , Amenities , Culture Help Finalize decision to buy Trial Room Experienc e Explore options – Up-sell & cross-sell Know the customer need and preferenc e Greeting/ Welcome Parking (Valet & Self) Arrive at Outlet First Experience Buying Experience End-moment 1 3 2 12
- 5. “Process” is the way to deliver the “Experience”
- 6. Transforming Your Processes Policies Processes Procedures What we do & Why ? Who does - What & When ? How to do ?
- 7. We are Your Transformation Partners “Co-Create” “Your Processes”
- 8. Eight Steps to Transform Process Step 1 Determine who are our customers and How do we want to serve them. Understand if it make sense for Business to serve them? This may seem like a rather easy question to answer, but consider it carefully. Identifying and understanding the company's ultimate goal is crucial in setting its policies and processes. Sometimes your competitive edge can come out from this answer itself. Step 2 Examine all elements of the final product or service. This includes the quality & effectiveness of your work. Step 3 Identify Critical variables to understand which steps of the process are more crucial than others so that we can eliminate some and streamline others
- 9. Step 4 Test and determine how well the process adapts to variations. Nothing in life is perfect, and there will always be unknown factors out there waiting to throw you off track. A process that can adapt to and accommodate these unforeseen variations is more likely to be successful than one with more rigid guidelines that do not allow for change. Step 5 Survey the people involved in the process . Administer anonymous questionnaires for a first-hand perspective on how the process work Step 6 Observe individuals and how their roles affect the process. Speak with employees Step 7 Prioritize improvements in line with the sponsors needs Step 8 Celebrate success with positive results on your return on investment Eight Steps to Transform Process
- 10. “Good Process ” is all about “Good Procedure”
- 11. Overview •It is a set of written instructions that document a routine or repetitive activity followed by an organization •The development and use of SOPs are an integral part of a successful operations as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a service or end-result •The term “SOP” may not always be appropriate and terms such as protocols, instructions, worksheets may also be used •SOPs describe all kinds of operational elements of an organization that would be managed under your work plan Standard Operating Procedures(SOPs)
- 12. Standard Operating Procedures(SOPs) Purpose •SOPs detail the regularly recurring work processes that are to be conducted or followed within an organization •They document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirements and to support data quality •SOPs are intended to be specific to the organization or facility whose activities are described and assist that organization to maintain their quality control and quality assurance processes and ensure compliance with governmental regulations
- 13. Precautions : •If not written correctly, SOPs are of limited value •In addition, the best written SOPs will fail if they are not followed. •The use of SOPs needs to be reviewed and re-enforced by management, preferably the direct supervisor •Current copies of the SOPs also need to be readily accessible for reference in the work areas of those individuals actually performing the activity, either in hard copy or electronic format, otherwise SOPs serve little purpose Standard Operating Procedures(SOPs)
- 14. Benefits • The development and use of SOPs minimizes variation and promotes quality through consistent implementation of a process or procedure within the organization, even if there are temporary or permanent personnel changes •SOPs can indicate compliance with organizational and governmental requirements and can be used as a part of a personnel training program, since they should provide detailed work instructions •It minimizes opportunities for miscommunication and can address safety concerns Standard Operating Procedures(SOPs)
- 15. Benefits •When historical data are being evaluated for current use, SOPs can also be valuable for reconstructing project activities when no other references are available •In addition, SOPs are frequently used as checklists by inspectors when auditing procedures •Ultimately, the benefits of a valid SOP are reduced work effort, along with improved comparability, credibility, and legal defensibility Standard Operating Procedures(SOPs)
- 16. Writing Styles • SOPs should be written in a concise, step-by-step, easy-to-read format •The information presented should be unambiguous and not overly complicated •The active voice and present verb tense should be used •The term "you" should not be used, but implied •The document should not be wordy, redundant, or overly lengthy •Keep it simple and short •Information should be conveyed clearly and explicitly to remove any doubt as to what is required •Use a flow chart to illustrate the process being described Standard Operating Procedures(SOPs)
- 17. Standard Operating Procedures(SOPs) SOP Preparation • The organization should have a procedure in place for determining what procedures or processes need to be documented •Those SOPs should then be written by individuals knowledgeable with the activity and the organization's internal structure •These individuals are essentially subject-matter experts who actually perform the work or use the process • A team approach can be followed, especially for multi-tasked processes where the experiences of a number of individuals are critical, which also promotes “buy-in” from potential users of the SOP
- 18. Standard Operating Procedures(SOPs) SOP Preparation •SOPs should be written with sufficient detail so that someone with a basic understanding but a limited experience or knowledge of the procedure can successfully reproduce the procedure when unsupervised •The experience requirement for performing an activity should be noted in the section on personnel qualifications
- 19. Standard Operating Procedures(SOPs) SOP Review and Approval •SOPs should be reviewed (that is, validated) by one or more individuals with appropriate training and experience with the process •It is especially helpful if draft SOPs are actually tested by individuals other than the original writer before the SOPs are finalized •The finalized SOPs should be approved by the immediate supervisor, and an independent quality officer should review and approve each SOP •Signature approval indicates that an SOP has been both reviewed and approved by management
- 20. Standard Operating Procedures(SOPs) Frequency of Revisions and Reviews • SOPs need to remain current to be useful. Therefore, whenever procedures are changed, SOPs should be updated and re-approved •If desired, modify only the pertinent section of an SOP and indicate the change date/revision number for that section in the Table of Contents and the document control notation •SOPs should be also systematically reviewed on a periodic basis, e.g. every 1-2 years, to ensure that the policies and procedures remain current and appropriate, or to determine whether the SOPs are even needed
- 21. Standard Operating Procedures(SOPs) Frequency of Revisions and Reviews •The review date should be added to each SOP that has been reviewed •If an SOP describes a process that is no longer followed, it should be withdrawn from the current file and archived. •The review process should not be overly cumbersome to encourage timely review. •The frequency of review should be indicated by management •That plan should also indicate the individual(s) responsible for ensuring that SOPs are current.
- 22. Standard Operating Procedures(SOPs) Checklists • Many activities use checklists to ensure that steps are followed in order •Checklists are also used to document completed actions. Any checklists or forms included as part of an activity should be referenced at the points in the procedure where they are to be used and then attached to the SOP • In some cases, detailed checklists are prepared specifically for a given activity. In those cases, the SOP should describe, at least generally, how the checklist is to be prepared, or on what it is to be based • Copies of specific checklists should be then maintained in the file with the activity results and/or with the SOP. Remember that the checklist is not the SOP, but a part of the SOP
- 23. Standard Operating Procedures(SOPs) Document Control • Each organization should develop a numbering system to systematically identify and label their SOPs, and the document control •Each page of an SOP should have control documentation notation. A short title and identification (ID) number can serve as a reference designation •The revision number and date are very useful in identifying the SOP in use when reviewing historical data and is critical when the need for evidentiary records is involved and when the activity is being reviewed
- 24. About the Catalyst Vikas Gera vikas.gera@thoughtatwork.in www.thoughtatwork.in Mob: 91-8826216688
- 25. Associations