What is Process Optimization and Why You Should Do It?

What is Process Optimization and Why You Should Do It?

Business operations have come a long way since the industrial revolution began. Today, the competition is so intense that organizations have to focus on minimizing even the slightest leaks in their systems and plug loop holes that would otherwise mean losing out in a race that is down to the wire. This is where the concept of process optimization comes into play. It is a technique that allows businesses to streamline their operations and workflows in order to be more efficient than the competition, allowing a considerable surge ahead of the competition.

What is Process Optimization?

Process optimization, as the name indicates, refers to the introduction of various tools, techniques and equipment to improve the ratios of productivity and efficiency in the already prevailing operations of an organization. Process optimization doesn’t necessarily mean going digital by buying and using softwares for everyday tasks.

This is only a small part of the entire concept. It is about cutting resource wastage, saving time by eliminating bottlenecks and hindrances in system executions and achieving the required objectives at the end. Process optimization requires knowing where the problem exists and then finding the best possible ways to deal with it.

What are the steps in the process?

As we’ve brushed upon earlier, process optimization is a comprehensive concept that involves pinpointing the elements that consume more resources than they ideally should and then tweaking them to make them more efficient.

The chain of events doesn’t just stop there because after implementing the solutions, there is the task of evaluating their outcomes and determining whether or not they were successful. A more detailed outlook of the concept is as follows:

a.       Identify

First and foremost is the task of actually ascertaining the problematic process that is costing the company more than it should. This could be in terms of revenue as well as goodwill among customers and other stakeholders.

This issue could range from a minor one that concerns a small team that has been assigned a particular task, or one that impacts an entire department or even the overall operations of the company. These problems can be identified using a series of questions:

  • What is the ideal outcome and how much resource should be used to obtain it against how many are actually being used?
  • What are the different elements like people, departments and processes that are involved in the execution of the process?
  • What is the source of the problem?

b.      Reevaluate

Next is the issue of going over the practices already in place to perform the operation in question. This can be really helpful in highlighting exactly where the problem is, and then the organization can move on to determine ways to sort it out. Reevaluation means bringing all the relevant stakeholders on board, laying the situation before them and then coming up a unanimous conclusion as to how the issue must be tackled.

c.       Apply

Once you piece together a proper strategy, and a plan has been drafted to solve the problem at hand, the next step of implementation starts. It is important here, to point that every part of the process requires elaborate deliberations and immaculate attention to detail so that the process optimization is able to achieve the results intended from it.

It is a similar case with application of the solution because there are a number of considerations that have to be kept in mind before embarking on the activity itself. For example, if the solution is to introduce a software to speed things up, there has to be certain infrastructure to support it and, most importantly, the resistance of the staff to adopt change has to be taken into account.

d.      Automate

A process that has been proven to provide results should be adopted as company policy and implemented in such a way across all departments that it is able to sustain itself without the costs of higher external evaluators and consultants every now and then to make sure things go according to plan. This is the point where the real success of process optimization can be judged.

e.       Analyze

The importance of each part of the process cannot be undermined but certain aspects hold more importance than others. Analysis and monitoring is one such case. Because of this, the entire system will be judged on its effectiveness and whether or not it is achieving the results that it was intended to. If loopholes are still detected then it obviously means going back to the drawing board altogether.

What benefits can firms derive from process optimization?

Process optimization has a number of substantial benefits for the organization and in times where each industry and field has numerous others providing the same services at almost the same prices, it is also essential in order to stay ahead of the competition. A number of other benefits are as follows:

 i.            Improved performances

Process optimization, when implemented carefully, can boost the performances of the staff as well as the overall operations of the organization. This is because once these processes are in place, it becomes much easier and simpler to perform everyday tasks, meaning that employees feel more motivated to do it since it becomes less hectic.

ii.            Increased revenue generation

They say that small things lead to huge changes. Saving even the slightest costs at multiple points in an operation can mean that eventually the final bill for that respective function can drop drastically. Reduced costs, therefore, translate to increased revenues.

iii.            Enhanced efficiency

The fundamental reason why the concept of process optimization was introduced was to bolster the productivity and efficiency of the workforce in an organization and its departmental operations. By cutting losses and plugging leaks from where other resources might be going to waste, the organization can achieve considerable improvements that can do wonders for them in the long run.

Process optimization, therefore, is imperative in todays past paced and every changing business industry because it allows firms to maintain a position that keeps them relevant with consumers. We at Astound Media are here to help you achieve your goals quickly and easily. Take a look through the services we offer and choose the one that best fits the needs of your company. If you haven’t already, it is high time that you start looking for avenues where this might work in your organization. Let us help you redefine the status quo & CAPTIVATE your audience.

Jorge @ ASTOUND on Linkedin
I have a diverse background and experience that qualifies me as an expert. This includes consulting for enterprises, small businesses, entrepreneurs, and nonprofit organizations.

My areas of focus include marketing strategy development, marketing operations design and optimization, marketing automation, sales operations, content development, content marketing, content monetization, web development, design, and information architecture.

I pride myself on being technical, strategic, and tactical. I work well as the liaison between the technical and non-technical project stakeholders, and I work diligently to achieve results.