In this series, we are learning how to simply and quickly get on the digital journey. Last week, we learned about defining the problem statement. This provides focus to the strategy and gives you a true north for the team. This week it is all about where you have room for improvement.
- Before the meeting gather all “process flows” that people have within your scope. Ideally, you do not want to build the actual process from scratch, but if you have to, it can be done. Take all of those process flows and try to combine them into one flow. Indicate where there was conflicting information. I have found that using Visio is the easiest way to create process flows, but there might be up and coming tools that you prefer.
- Get the same group of people together as the problem statement meeting. In fact, I recommend this being held with the problem statement meeting, especially if you are flying people in or holding a 2 day session and get it all done.
- Post the process flow you created from your examples collected up on the wall. Make it big, because we are going to draw all over it. If you do not have a process to start from, put up blank paper because you are going to need to create it in the session, my friend. This will take longer, so plan that into your schedule. I would plan for 3 additional hours. Just had to do this myself and it was not fun…sorry.
- Next, I like to reuse the same technique as in the problem statement session. Have everyone use their sticky notes again to write down what is not working for them within the process. Again, one idea per sticky note and then have them place it on the process flow on the wall. o You will notice typically large concentrations of sticky notes at the beginning of the process and certain steps along the way. Those are likely your biggest areas for improvement.
- Then, walk through each step of the process with a big red marker (or other bright color of choice). Touching on all of the below:
- Now, you have this crazy masterpiece on the wall and a ton of areas for digital and process improvements. To close the session, create a summary of the session with the people in the room, listing the top areas of opportunity that were identified. REMEMBER – you are not solving in this session. This is a listing of opportunities to tackle.
- If you want to go above and beyond, you can break out Visio (or enlist someone with that capability), to document three artifacts from the session. The process flow, the marked up process flow, and the summary of opportunities.