Organized work bees- Need ideas!

posted 11 months ago in Career
Post # 2
362 posts
Helper bee

SisterJude :  sounds like your company really needs to invest in communication & change management. 

Who is making these changes? What is your role at the company? Is there upper management or HR that you can partner with – or at least express concerns to? Are you willing to take on more responsibility to help establish better communication and develo consistent methods to document changes and roll them out, supported by a repository of current documents. 

Its okay if you don’t want to do thee things – but you should push for the company to invest in this area. Build a simple business case to highlight why it’s needed – this could include lost productivity due to confusion, inconsistent practices, etc. There are lots of great templates online to help you.

No doubt you are not alone struggling with this. When you bring these ideas forward, by highlighting both the problem and  potential solutions you are doing two things: highlighting your desire to serve the company and clients well, and that you see the ‘big picture’. 

Good luck!

Post # 4
362 posts
Helper bee

SisterJude :  how often are these changes made? There are lots of tools/apps you could use, and good old fashioned excel 🙂

An approach that stems from the Business Analysis discipline would be to map your processes to capture every step, including where decision points lie, and who is responsible. This looks like a diagram with swim lanes for the roles that interact, and linked boxes capturing activities sequentially.

By creating documents like this to map you processes, you create a document that can be used for many purposes, including training. When changes are introduced to the process, the map should be updated and all roles impacted should be informed.

I’m not suggesting you jump in and try to create a process map at this point, but what you could do is capture the sequential process steps, who is involved and duration of the task.

Depending on what tools you are familiar with (for example word, excel, Visio, PowerPoint.. or the google suite of tools) you could capture the steps and who is responsible to start. Keep it simple:

1. Draft the list of key processes – try to name them something that your colleagues would understand too

2. Choose a simple process to start, and list the steps & who is responsible. (You can use names, but best practice is to use the role name to keep in generic)

3. You may want to ask a  colleague to review and make sure you didn’t miss anything 

4. If you prefer visual documents, you can lay out the steps in PowerPoint (boxes with text) or another application. 

Do this for all your important processes; you will end up with a reference for each. Name the documents and include the date (for example process1_05042019.) When changes are implemented, update your documents and save them under the new date.

If all of this sounds great, but way too time consuming for right now, you could look at using a task management tool like asana or  even google keep.

Good for you for raining the bar!!! Your company is lucky to have you!

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