Process Excellence (PEX) 101

Step 1: Defining the targeted processes

Involves identifying all the targeted processes assessed for further improvements, and then preparing to get deep into it. The overall goal and objective of all business process management initiatives are to create optimized and well-orchestrated adaptations of all the standard processes that take place within the organization. However, a complete PEX initiative is usually achieved by highlighting and completing an individual process and getting it right before moving on to the next.

Step 2: Creating a process map

For optimizing all target processes, it’s recommended to microscopically observe and strategize all workflows by mapping all key steps,

• The starting point – that triggers or initiates the process or the workflow
• Outcome(s) – including results of the process.
• All Inputs – information, data, time, team effort.
• All Systems – ERPs, CRMs, or point solutions
• Handoffs – instances of process transfer.
• Integrations – involves all cross-browser systems or app barriers.

Step 3: Assessing the process

Before improving all the default processes, current business performance assessment data is usually collected. The following frameworks are further categorized to identify the changes necessary to optimize the overall process.

• Identifying if all target processes are unstructured or structured processes
• Setting up the primary performance metric or KPIs
• Setting up the metrics of all KPI measurements
• Mapping the extent of all default processes against the chosen metric.
• Identifying all elements of the default process that are contributing to the overall business performance
• Mapping the scope of all improvement opportunities.

Step 4: Creating the to-be (or new) process

• Creating a process map for the optimized or the desired version.
• Organizing the new version of all the business processes.
• Mapping in new technology or software deployment
• Identifying the need for any cross-team collaborations.

Step 5: Testing the newer version of the modified processes involves

• Running the newer version of the process initially on a limited scale or usually with a few users. Keeping a watch out for any data or collaboration silos that may appear. Most commonly occurs during information sharing and task handoffs or when cross-browser apps or databases are integrated.

Step 6: Reviewing the outcomes and results involves

• Assessing if the newly deployed version of the process is meeting its requirements.
• Revising the processes until it achieves the target quality standards.

Step 7: Implementing the new process

• Training the team on the new process methodologies.
• Introducing the team to all new apps or systems integrations if deployed.

Step 8: Monitoring and modifications

• Allowing enough process visibility to easily monitor performance and identify any issues that surface. Some process automation software options allow multiple views and notifications aiding to stay ahead of bottlenecks, SLAs, and deadlines. Low-code options with in-built customized dashboards highlighting the most important process metrics front and center.