Step 13: Analyze and Optimize Processes

During the last step of the methodology, teams execute their cross-functional process optimization plans. The tools in this section describe how to create the deliverables to eliminate the remaining waste and delays in the white space between combined functions.

Our approach is based on the Rummler-Brache book, Improving Performance: Managing the White Space on the Organization Chart. PRITCHETT purchased the consulting firm, the Rummler-Brache Group, for its specialized expertise in after-the-integration process improvement.

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Tool

Cross functional process map
Cross-Functional Process Map
A Cross-Functional Process Map is a picture of the sequenced steps across functions that depict how inputs are converted to outputs. It shows the flow of inputs/outputs across a process and the functions in an organization. The three-page document describes when and how to build a cross-functional process map.

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Presentation

Tools

tools disconnect
Disconnects
A disconnect is defined as anything that negatively impacts the effectiveness or efficiency of a process. The two-page document describes when and how to identify disconnects and provides an example of a disconnect list.
SHOULD design specifications
"SHOULD" Design Specifications
This tool assists the Design Team in developing a set of “SHOULD” Design Specifications that will meet Project Goals and have a positive effect on the organziation’s Critical Business Issue. The four-page document describes when and how to create specifications and provides an example.
"COULD BE" Design
"COULD BE" Design
The three-page document offers direction on how and when to create new “COULD BE” designs.
"COULD BE" Prioritization Worksheet
"COULD BE" Prioritization Worksheet
The two-page document describes when and how to use the "COULD BE” Prioritization Worksheet. The Worksheet guides the Steering Team in prioritizing the “COULD BE” Designs against Project Goals and other criteria.
"SHOULD" Process Design Approach
"SHOULD" Process Design Approach
The two-page document describes the eight steps involved in designing a new, improved cross-functional process.
Tool: Measures Chain
Tool: Measures Chain
The Measures Chain Worksheet is a tool for linking process and sub-process outputs and creating a measurement system that will meet an organization’s troubleshooting criteria. The two-page document explains how to create a measures chain and provides an example.
Human Performance System Checklist
Human Performance System Checklist
This checklist, along with the Human Performance System Model, should be used by the Design Team to help determine the Human Performance System (HPS) factors contributing to suboptimal performance for a given job category or group of performers. The two-page document describes when and how to use the checklist and provides an example.
Cross-Functional Role / Responsibility Matrix
Cross-Functional Role / Responsibility Matrix
The Cross-Functional Role/Responsibility Matrix helps determine which functions will perform which steps in the new process. The three-page document describes how to create a Cross-Functional Role/Responsibility Matrix and provides an example.
Human Performance System Model
Human Performance System Model
This tool, along with the Human Performance System Checklist Tool, helps the Design Team identify Job-Level Disconnects and document changes to jobs once the new process is designed. The one-page document provides a graphic of the Human Performance System Model.
Recommendations
Recommendations
Recommendations specify what must change to implement the new process successfully. The four-page document describes when and how to develop Recommendations, what’s required, and provides examples.
General Implementation Strategy
General Implementation Strategy
The two-page document describes how to capture suggestions received from the Steering Team about the General Implementation Strategy during their preview of the “SHOULD” Process Design.
Implementation Strategy
Implementation Strategy
This tool helps teams develop and analyze alternative Implementation Strategies for each Recommendation regarding the new design. The three-page document describes when and how to develop an Implementation Strategy Matrix and provides an example.