Process-Optimization-Handout

The document outlines a presentation on process optimization, highlighting identified challenges such as lack of transparency, ineffective reviews, and outdated systems. Proposed solutions include revamping evaluation processes, streamlining approvals, and implementing automation tools. The implementation plan consists of analyzing and redesigning workflows, automating processes, testing new systems, and continuously optimizing based on feedback and data-driven insights.

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Process-Optimization-Handout

Uploaded by

nguyenthanhtien.kr0407

We take content rights seriously. If you suspect this is your content, claim it here.

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Process Optimization

Presenter: Tien
Topic: Improving Procedure and Enhancing Workflow

Key Sections:

1. Identified Challenges
2. Why Challenges Occur
3. Solutions
4. Implementation Plan and Strategy

Identified Challenges:

1. Lack of Transparency in Evaluations

 Vague evaluation criteria

 Unclear scoring methods.

2. Ineffective annual reviews

 Delayed feedback limits improvement opportunities.

 High stress and one-dimensional assessments.

3. Overcomplicated Approval Processes

 Too many approval layers causing delays (e.g., manual routing via email).
 Slowing workflows and increasing errors.

4. Outdated Management Systems

 Lack of automation tools (e.g., no centralized tracking portal).

 No priority differentiation (e.g., urgent requests treated the same as routine ones).

Why Challenges Occur?

 Infrequent evaluation cycles and one-sided feedback.

 Lack of accountability and prioritization awareness.
 Manual processes not optimized over time.
 Absence of digital tools (e.g., no workflow automation platforms).
Have you ever felt the system doesn't work in your favor? You are not alone. Your input is
critical to making meaningful changes.

Proposed Solutions:

1. Revamp Evaluation Processes

 Implement 360-degree feedback (manager, customer, and self-assessment).

 Shift to monthly/quarterly reviews with SMART goals or specific KPIs.
 Use data-driven insights to eliminate bias (e.g., analytics to track evaluation fairness).

2. Streamline Approvals

 Reduce redundant steps (e.g., remove unnecessary layers for low-cost requests).
 Delegate authority (e.g., empower line managers for routine approvals).
 Automate workflows (e.g., deploy tools like ComboeHR or AI-based routing systems).

Implementation Plan:

Phase 1: Analyze & Redesign

 Identify bottlenecks (e.g., map approval steps causing delays).

 Simplify approval hierarchies (e.g., assign low-risk approvals to middle managers).
 Define SLAs for different request types (e.g., 48 hours for standard requests, 12 hours for
urgent).

Phase 2: Automate & Pilot

 Launch a centralized portal (e.g., digital platform for submitting and tracking requests).
 Integrate automated reporting (e.g., real-time dashboards for approval timelines).

Phase 3: Test & Refine

 Run a pilot in a small department (e.g., IT team trials the new approval system).
 Collect feedback and adjust workflows (e.g., simplify forms based on user input).

Phase 4: Continuous Optimization

 Monitor performance via analytics (e.g., track approval speed monthly).

 Update policies based on data (e.g., revise SLAs if response times lag).
Strategic Approach:

 Build a Feedback Culture: Regular 1:1s and open forums (e.g., monthly town halls).
 Empower Middle Management: Reduce dependency on executives for routine
decisions (e.g., budget approval limits for department heads).
 Adopt Predictive Tools: Use AI to forecast bottlenecks (e.g., machine learning models
to prioritize high-impact requests).

Call to Action

This is not just a discussion of problems - it’s an opportunity to drive change. Whether you're in
management or on the front lines, these improvements will directly impact your work
experience.

Conclusion