We often forget that when we talk about simplifying, we are talking about decreasing the amount of something. How?
Yes, see: what is the difference between a single room and a double room? The double has 2 beds!
In the Aurélio dictionary, we have this definition:
Simple: what is not multiple, double or unfolded in parts.
Therefore, when we talk about simplifying processes , the objective is to minimize their activities and tasks as much as possible, while still being efficient, effective and productive , while also delivering value to the customer. This is the dilemma!
Because it is very difficult to decide what can be suppressed without affecting the process .
In this context, there are some techniques that can help to realize some tasks and activities that can be suppressed (those that do not add value).
In fact, these techniques for simplifying organizational processes point to ways to lessen the tasks and activities that are most at risk of not being performed correctly .
Therefore, activities and tasks are not necessarily eliminated (some are, as we said: those that do not add value), but they are done in another, more assertive way.
The result is the simplification of organizational processes, not necessarily by drastically decreasing the number of activities, but by reducing risk activities for the process , by doing them in another way.
See also: 3 Techniques for mapping, analyzing and improving processes
Techniques for simplifying organizational processes to apply in your business
These five ideas for simplifying organizational processes are widely used during process modeling , with the aid of BPMN modeling tools .
But, looking coldly at a process map does not show you where there is risk or direct contact with the customer (which should always be “Wow!”). So take a look at how to identify these opportunities for improving the organizational process .
1- Interaction between systems
When two systems or software interact with each other, there must be an exchange of data. This is often done manually, subject to typos and even procrastination.
A classic way to decrease the risk of this data exchange is to create an integration interface between the two systems.
An example of the use of this simplification of organizational processes occurs very commonly with graphic design software . There are several suites of these programs on the market.
And most of them have a feature called “export file”.
Therefore, the software “talks to each other”, and if the designer needs to import a file from an image created in other software to use in his, he uses this command and can work smoothly.
2- Process automation
Automation is the replacement of a “human” activity with an automated one.
Within the same concept of systems integration, imagine if it was not even necessary for the human agent to “export” the file?
This is an excellent example of process automation that can be better understood if we analyze a financial automation process that is used daily by several companies in our country, see:
Every time you make a purchase in an e-commerce, it must issue an electronic invoice. There are already several companies on the market that automate this process, integrating the systems and preventing an employee from entering the data for issuing the electronic invoice.
3- Standardization of processes
One of the most objective ways to simplify organizational processes is to standardize recurrent and identical processes.
For example: Imagine a law firm.
It has several different processes, each with different tasks and activities and their peculiarities, depending on the instance, the type of cause etc.
But in all of them there will be a time when it will be necessary to collect and authenticate signatures. If this process is standardized, it will be able to greatly simplify the company’s activities, merely replicating it whenever necessary.
See more: Standardization of processes: everything you need to know.
4- Defining business rules
The purpose of business rules is mainly to facilitate decision making. They must be simple, diverting the flow of the process without delay or indecision.
A classic example is the definition of limits for lending to banks. The business rule is simple: up to the amount of X thousand reais, the agency manager can grant the loan alone, above that, you need to consult your director.
Outsourcing has been fashionable in the past and today it returns in another context, due to the communication and integration facilities between professionals with the use of cloud computing technologies .
Two examples of this simplification of the organizational process are the dissemination of SaaS companies (which provide a service that was previously done in the company) and the number of outsourced professionals who work from home offices , as freelancers.