Lean Management – the art of optimising processes

6 August 2020

Digitisation of processes is quite a challenge for companies. When you decide to digitise a process, you can expect some form of resistance from people involved in the process to be digitised. This is a very natural reaction to change as people are generally reluctant to forgo their learned ways of handling daily tasks and like to stick to the beaten track.

Thus, it is worth reflecting not only on the technological aspect of the implemented changes but also on how to implement them effectively so that they bring value to all stakeholders – clients, employees, and the company.

Being involved in creating change

Methodologies used for optimising processes, such as Lean Management, are becoming more and more popular. It is important that people who use a given process on a daily basis are also involved in creating change and are given space for feedback and emotions connected with the implemented change. Because solutions are implemented in the long run, changes are introduced step by step, sustainably and in a user-friendly way. Continuous improvement of processes within the company often translates into improvement of processes within the client's organisation.

Process mapping

Before starting process digitisation, it is advisable to look into the processes, analyse them in detail and prepare their description first.  Lean Management tools allow you to easily look into the processes and plan the course of their improvement using the knowledge and experience of people handling the respective processes. During process mapping workshops, participants learn about the mapping methodology.

In the next step, participants use their knowledge and experience to identify process steps, determine their order, duration and efficiency. As a result, a current status map is produced, and later during the workshops participants brainstorm how to improve the process. Participants eliminate, reduce, merge actions and plan other changes to improve a process and introduce changes to a future status map. They also create an action plan featuring set tasks and deadlines that will enable introducing changes. The improvement documentation drawn up during the workshops aims to set new standards of performing the tasks.

Process optimisation serves to improve effectiveness and supports effective management. Therefore, it is worth investing in it in the long term.