On our page How to Transform Your Business with HR Workflow we’ve already given you lots of information and tips on what to consider when introducing or changing people management workflow in your organisation, in this article we’ve condensed that into a step-by-step guide of how to get started.
Planning for Workflow Automation
Here’s a detailed step-by-step checklist on how to get started before you implement or change any workflow in your organisation.
- Discuss this project with management and gain early approval and buy-in
- Create a working document to record thoughts, notes, and minutes of meetings – even though you may not share all of those minutes of meetings. Writing notes ensures you don’t ask the same questions twice (or if you do you already have the answer from the first time).
- Create a “before and after” (or current and future) state to measure your current productivity across the business. This will be very useful to justify future investment in automation tools. Checkout our free Productivity Tool.
- List as many workflow processes as you can think in your organisation that involve people management
- Prioritise them in terms of simplicity and number of people involved
- Isolate very complex or seldom used parts of the process (e.g. abandonment of employment, employee re-hire) to focus on the most common workflow first
Then for each workflow process you wish to transform, follow these steps
- Use a swim-lane diagram to document each step of the workflow process
- Understand the reason for each step and question the need for it
- Use colours to identify current systems in place
- Identify bottlenecks and areas for improvement to effectiveness
- Consider security of information
- Who has access to which information
- Supplying only the minimum information to get the task done
- Methods of communicating information (e.g. email)
- Storage, file and document management and ongoing access to those documents
- Consider reporting requirements
- Involve others
- Set a meeting to discuss current and improved processes and next steps
- Gain agreement to introduce or change the current process
- Set or adjust the workflow process as required
- Create/update documentation to provide to staff and managers
- Schedule education sessions for all involved
- Update induction and orientation programs as required
- Reinforce change management stating the “why we are doing this”
- Kick back and enjoy your well-earned vacay!
To view what we can help you with, check out our page on Human Capital Software Solutions