The definition of mapping and managing your company's key processes is one of the most important and complex moments she can go through. It is from them that you will plan with excellence each step of projects and vital internal actions, aiming to minimize errors and rework, and increase the quality and efficiency of any action implemented within your business strategy.
However, even by mapping their processes, from experience we know that many of them end up getting on paper because they are not put into practice. One of the great reasons for this is the great difficulty of controlling, monitoring and optimizing processes.
Process Optimization with Excel
Fortunately, there are already tools in the market that allow to follow these processes and consolidate their results with ease. In addition to enabling these processes to become effective, it is possible to check which points are not working and to remedy any problem in the process. And better than that: you can optimize them and improve them more and more with the Process Performance Sheet. Learn how to optimize processes in Excel using this powerful tool.
How to use the Process Performance Worksheet
- 1 Step - Choose the most important processes
Any company has hundreds of processes that are done on a daily basis. If you were to focus on optimizing all at once, you would lose a lot of time and could not do it right. So when you resolve to optimize your processes, try splitting them by area and by importance before you start optimizing
That's why we recommend that process optimization be done only in the key processes, that is, the most important processes that really have an impact on the company's results. Our Spreadsheet, used as an example, has space for you to add up to 10 processes. More than that you will already have problems in managing the results.
It is important to remember that all of these processes must have their basic information previously known. As you may already know, it is important for each of these processes to be defined as a responsible (can be a team or group), the indicator and area with which it relates. If possible it is also good to have recorded the steps of this process.
Let's make a simplified example for a business proposal development process that involves two areas, sales and financial.
- Step 1 - Receive demand for a service or product - Sales Area
- Step 2 - Conduct meeting with customer - Sales Area
- Step 3 - Raising Customer Needs - Sales Area
- Stage 4 - Create commercial proposal with scope, value and term - Sales Area
- Stage 5 - Analyze commercial proposal - Financial Area
- Step 6 - Approve commercial proposal and communicate Sales - Financial Area
- Step 7 - If approved: Deliver proposal to client / If rejected: redo step 4 - Sales Area
As I said, I tried to make a simplified process, depending on the characteristics of your company you can go into bigger or smaller details according to the need and importance of the process.
- Step 2 - Follow-up of related results
To follow the performance of each process, it is important to define the indicators that we will measure. In the previous step we talked about the importance of having the process information recorded and previously known. The indicators can be of three types. Let's take a few examples, using a handmade pasta factory as a model:
The indicator of a Material Purchase process in the case of our factory must be of the Financial type, since it will be possible to measure the evolution from month to month.
Another indicator, such as the Mass Manufacturing, can be accounted for using a simple numerical value (500 units, 1000 units and etc.).
The last type of indicator we can have is the percentage. In our example of the mass plant, the month-to-month increase in sales can be accounted for in this way.
Once you have set the indicator and how to account for each indicator, you must now enter the specific goals of the process and report the data of what has been done monthly. This step is important for you to take effective control of the process.
This is an example of the "Mass Manufacturing" process, counted from month to month.
- 5 Step - Graphical Analysis
To further enhance your results and the quality of your analysis, you should see the graphical representation of your process results in a Chart. You will be able to visually visualize the result of your processes, what is working correctly and what needs to be improved.
The above graphic is the representation of the "Mass Manufacturing" process numbers shown above.
If you are using our Worksheet, you can also view the graphs of the processes all on the same screen.
- 6 Step - Process Optimization
Lastly, if you have followed all the steps so far it is even easy to understand where to optimize your process, since you simply revisit your goal, the result achieved and what you did to get at it.
For example, in the "Mass Manufacturing" process, you could revisit all the steps of the flow and understand which stage is the production bottleneck. In the end, you just have to optimize your process by implementing the necessary changes after analyzing what actually happened so that the goal can not be achieved.
The right tool to optimize processes with Excel
See how easy it is to plan, track and optimize the processes used in your company, using an appropriate tool. Did you like the spreadsheet? So get her now.!