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The Dangers of Business Process Optimization: An Analysis

Sandeep Kottiyattil

Sandeep Kottiyattil

Last updated 01/02/2024

The Dangers of Business Process Optimization: An Analysis

Business measure enhancement in an association is positively a two-edged blade. It is both basic to development and pertinent in an ever-changing business climate, and it is perilous if not taken care of effectively. 

As of late, I read an article from BBC News on Hampshire police's problematic management framework, and I figured it may make an incredible useful example for different associations hoping to execute their own administration frameworks. 

The news item sketched out Hampshire Police's plan to drive down unnecessary expenses and drive up proficiency. These two things are clearly critical to any business or association hoping to improve their ROI, (however, particularly to the public divisions). 

By changing their process management framework and actualizing "a concentrated methodology" called H3 (which additionally included Hampshire County Council, and Hampshire Fire and Rescue), Hampshire police incidentally went through the test of endurance of 'perilous hierarchical change' and got tangled in an extremely convoluted snare of process issues.

Creating Efficient Business Processes From the Start

Authoritative change is simple; getting that change right is hard. In case you're thinking about executing a change activity in your own association and you're stressed over the effect change may have on your current tasks at that point, please round out the Business Challenges study, record what issue you are attempting to comprehend, and I will attempt to give you the correct data to assist you with getting it directly from the beginning. 

In 2014, a coordinated business place in Winchester was entrusted to "convey back-office efficiencies using new innovation and business measures" for 80,000 workers, sparing £4 million between the associations for each year. 

Fund, acquisition and finance administrations for the three bodies were taken care of together from 2014 and there were issues directly from the beginning as the number of postponed receipt installments of over 30 days rose by 15%

As no business or organisation aims to have poor processes, the following analysis attempts to identify what went wrong, why it went wrong, and how you can avoid it in the future.

Business Process Optimization: The Intent of Hampshire Police

A report from December 2018 noticed that "since 2014, the constabulary [police] has incorporated a greater amount of its activity away from an all the more topographically oversaw model."

This unified methodology alludes to Hampshire Constabulary consolidating their administration framework with a framework that secured a few nearby government associations so as to reduce expenses. Combining a few administration frameworks into one is a strategy for business measure advancement, and it is a technique that can cause an extraordinary quantifiable profit, whenever actualized appropriately.

The Constabulary were attempting to save £1.59 million over three years. 

The intent was good, but let's take a look at what went wrong.

The Problems

  • 41,322 invoices were paid 30 days late or more—a 15% increase
  • Difficulties in resolving personal issues and ordering stock
  • A long time is taken to perform tasks that were previously performed rapidly
  • Widespread issues with payroll and expenses
  • Misunderstandings of failures in the process, as 'teething'.
  • 1,300 police officers received wrong pay in February 2016
  • In 2016, Hampshire Constabulary spent £1 million to fix a "shambolic system".
  • Systematic problems with organizing recruitment and weighing down police with back-office processes led to increased staff sickness.
  • ROI did not meet expectations; H3 only saved the Constabulary half of the predicted £1.59 million over three years.

These efficient issues with this framework didn't happen over the course of a couple of months; this process management issue is currently taking shape after three years. Hampshire's Police and Crime Commissioner (PCC) said the venture would convey upgrades in May 2017, despite the fact that the issues began in 2014. 

In 2014, Hampshire County Council pioneer Roy Perry expressed that "these [issues] have been generally little when considered in the general size of the venture, and quick goals are being made." 

How about we investigate what's important to maintain a strategic distance from the risks of business measurement improvement?

Identifying the Right Management System

A ton of organizations come up short at the principal significant obstacle and don't recognize the correct cycle of the executive framework for their association. Not all administration frameworks are equivalent, and not all frameworks will be adaptable enough to accommodate issues or changes to your hierarchical structure later on.

So how would you keep away from this issue? 

Do your exploration and discover the non-negotiables that an administration framework must accommodate your business cycle streamlining venture before you make a trap of frameworks that will be amazingly hard to unravel.

Don't Accept 'Teething' With a Management System

I'm not saying that your processes ought to be flawless the first time, without fail. I am stating that there ought to be no reasons for tolerating disappointment within your administration framework. Embracing the methodology that things will in the end work themselves out with time is to overlook a significant admonition sign that:

A: Your management system hasn't been implemented properly

B: You haven't mapped out your processes effectively

C: You haven't assembled the right team of people to map out your processes effectively

Business Process Optimization Doesn't Occur After You Buy a Management System

So you've bought the product, and your IT group has executed it inside your association? Fantastic! I get that it's an ideal opportunity to get together and return home for the afternoon—work done. 

Buying and establishment are just the start. An administration framework is just tantamount to the individuals you have associated with its execution; as John Apter, Hampshire Police Federation Chairman, acknowledged when he expressed looking back, "On paper, it glanced extraordinary, but as a general rule, it was shambolic, and... the dropout... has been absolutely a disrespect."

You need professionals who understand the process areas being mapped

On the off chance that you have extraordinary individuals engaged with your business process streamlining venture yet they aren't illustrative of the region being outlined, you won't have the option to recognize improvement openings effectively on the grounds that you won't completely have a grip on the intricate details of the cycle. 

Previous Hampshire PCC Simon Hayes likewise said that there were issues with the "IT frameworks that don't converse with one another."

The breakdown here is clearly because of correspondence. Your administration frameworks can possibly do what you program them to do, and if your IT frameworks aren't conversing with one another, that is most likely on the grounds that the associations included weren't either.

Get Process Improvement Right from the Start

I would say that with business measures streamlining ventures and working with associations that have utilized our Business Management System, the associations that truly have an advantage are the ones that pay attention to it from the earliest starting point. 

John Apter expressed that the framework utilized by Hampshire Police had been "misguided, actualized, and conveyed." He's essentially saying it fizzled toward the beginning, it fizzled at the center, and it fizzled toward the end. 

All that else gets improved or separated by the manner in which you approach your usage. 

I'm not within the H3 venture, yet the reasonable reason for disappointment (as it will, in general, be with the board framework usage) is an absence of correspondence, an absence of concurrence on a steady method of working, and an absence of purchase association-wide.

Approach Failure Like Poison: Treat it Before it Spreads

In case you're running an improvement venture or pondering it, include the ideal individuals from the beginning. Changing huge associations is amazingly risky in light of the fact that there are so many moving parts, so there ought to be no endeavor at change without setting your framework at the core of your association.

Presently, don't misunderstand me; I'm making an effort not to place the boot in Hampshire Police. The fact of the matter is that these sorts of disappointments happen each day, and that is the reason it's critical to comprehend that except if you get ready well by understanding your usage, distinguish the individuals who are capable, and have workers purchase in with an unmistakable RACI matrix, at that point you may come to pass for similar issues. 

Productivity is the key, and if the progressions you have made are causing less proficiency and a less powerful ROI, then you have to truly reevaluate the cycle (which is why cycle maps are vital)—to analyze where something is separating.

Do you think that you can optimize business processes more effectively? No, but do not worry; once you attend our Six Sigma Course, you will become an expert in that.

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About Author

He is a passionate Agile Scrum professional with 16 years of industry experience and has been noticed by corporate giants in the field of Scaled Agile consultation. He has been crowned with so many certifications including Certified Scrum Master, ITIL V3 Expert, PRINCE2 Practitioner, and Lean Six Sigma Black Belt. Besides delivering consultation to complicated Scrum related problems, he excels in writing about CSM consulting & implementation, GAP Analysis, ISO Audits, Process, and Service Improvement using Lean Six Sigma, Process Definition, Implementation & Compliance, Process hygiene (ISO 20000), Quality assurance & program governance.



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