Simplification of Work Processes and Procedures

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Course Objectives

By the end of the course, participants will be able to:

• Recognize the principles of organizational design and their linkage to complexity
• Identify the impact of complex policies and procedures in organizations
• Examine the use of flow charts and work flow techniques
• Compare various tools for simplification and mapping
• Analyze and effectively distribute work allocated to employees in an organizational unit
• Appraise the importance of office layout and processes in terms of improving efficiency

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Who Should Attend?

Managers, supervisors and employees who are involved in the design or simplification of procedures as well as end users.

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Course Outline

• The management process in perspective

  • Planning the work
  • Types of plans
  • Organizing and allocating resources
  • Directing and controlling individual and organizational performance
  • The control process
  • Types of control
  • Principles of organizing
  • Designing organizational charts
  • The direct link between charts and procedures

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• Policies and procedures

  • Definitions and concepts
  • Policy manual
  • Procedures manual
  • Importance and goals of procedures
  • Signs of complicated procedures
  • Work simplification goals
  • Procedure for developing effective procedures
  • Productivity defined
  • What are the causes of poor productivity?
  • How to improve productivity
  • Improving employees’ efficiency and effectiveness

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• Work flow techniques

  • The parallel and sequential techniques
  • The stages of work simplification:
    • Selection of procedure(s)
    • Collecting data
    • Data analysis and evaluation
    • Suggestions for improvement
    • Implementation
    • Follow-up and evaluation
  • The use of flow charts in simplification of procedures
  • Simple process flow procedure charts
  • Preparing and analyzing flow charts
  • Simplifying procedures and recommending changes
  • Lean principles to simplifying processes
  • 5S program
  • Swim lane charts

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• Mapping and analysis tools for simplification of processes and procedures

  • Process mapping
  • Value stream mapping
  • Supplier Input, Process, Output, Customer (SIPOC) analysis
  • The turtle diagram
  • Shell ‘ESSA’ model for simplification
  • Procedures process flow chart
  • The multi column process chart
  • Questions to get you started
  • Simplification of procedures to improve productivity
  • Success factors for simplification of procedures

 

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• Concept and importance of work distribution chart

  • Preparing and analyzing a work distribution chart
  • Reallocation of workload and redistribution of jobs

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• Simplifying space design and layout

  • Office and department layout analysis
  • Using spaghetti diagram for analyzing distance and department layout
  • Redesigning offices by using office layout charts

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