Skip to main content

Three steps to a streamlined office

The other week I was quizzed about ‘what are your top three tips to streamline an office process?’

It’s a good question.

First, I said, was to create a top level map of the process. Knowing the major steps in the process and the interfaces between the steps is vital to improve the flow of the process.

Secondly, establish meaningful performance measures throughout the process. Are key steps starting on time? What is the lead time of the bottleneck operation? Some measures can be yes and no measures, some may be more quantifiable. Know how you process is performing so that the results don’t come as a shock.

Thirdly, design a routine that supports points one and two. Discipline and routine can make the designed benefits of a process come to life. Each and every day certain activities need to take place. Make sure they do!

I’m sure that you can think of additional activities that you could undertake, but these are my top three. I could think of more complete answers with five or seven steps / approaches. But this can be the problem, too much choice. When we have too many routes to choose procrastination can kick in. Pick something that feels right and looks right and make that a success.

Make progress, learn and then go again.


Giles Johnston
Author, Consultant and Chartered Engineer

Popular posts from this blog

The Kaizen Checklist is here!

Do you want to get better results from your Kaizen programme? Improve your business results quickly with my downloadable kit (including guidebook, workbook and templates) for only $39. Are you looking for a sustainable way to identify and implement improvements across your business? Practical improvement strategies The Kaizen Checklist is a downloadable kit that you can use with your management team to develop a system that suits your business and allow you to quickly implement Kaizen effectively at your place of work. This works great if you use it as the centre piece of your own internal workshop. The kit includes a 40 page guidebook, a workbook, four appendices and three templates. All parts of this kit are designed to get you up and running as fast as possible. If you are unfamiliar with Kaizen, let me stress that this is a simple improvement philosophy that is so much more than just  ‘a Japanese word for continuous improvement’. I’ll cover what it rea

Kamishibai Boards

Available to purchase here. Some tools are incredibly simple to use, and also deliver some amazing results. Kamishibai boards are a great example and are superb when you want some visual control over routine tasks. By the way Kamishibai is pronounced "come-e-she-bye" in case you were wondering! As simple as you could want it, a Kamishibai board is a T-card system that has red cards glued to green cards (so that each T-card has a red side and a green side). The red cards are for the incomplete tasks, where as the green cards symbolise that the work has been done. See the photo below of a board in use. On the red side of the card you write the name of the task that needs to be completed, and if appropriate you can include details of how the task is to be completed. This is not expected to replace standard operating procedures, but can be a good opportunity for an aide memoire. The boards can be organised for daily, weekly and even monthly cycles. They are g

Have you got the right improvement behaviours in your business?

I have heard many business owners over the year complain that change is pitiful within their business. Is this how you feel? I have seen this many times before; that the wrong behaviours get reinforced within these businesses. Their culture simply isn't helping. So, how do you change a culture like this? There are many books written on the topic of culture and changing cultures, but let me offer some of my observations. Getting better is OK Standing still isn't great. Reaching perfection is unlikely. Gaining confidence is great. So why not take some pressure off yourselves and realise that moving in the right direction is good enough at the start of a culture change? Great solutions can be developed by learning There can be so much pressure on people to come up with good improvement ideas. If they aren't used to generating them, this can be a difficult exercise and a lack of confidence doesn't help. Talking with others (especially the boss), without expectation, and gai