One of the common issues that business owners encounter when implementing SOPs is the difficulty in getting business processes followed. Usually, business systems are implemented from a top-down approach, which means that the business owner initially documents most business systems. Occasionally, teams help out with creating documentation, but generally, business owners are the most gung-ho about creating and implementing systems.
Because of this, CEOs can encounter difficulties in getting the processes implemented. In a recent interview with President of XL.net, Adam Radulovic, Adi and Adam discussed this difficulty and talked about one of the most common challenges to process implementation.
That is processes going out of date and falling out of use.
How can you avoid this common challenge without constantly monitoring your staff? Read on to answer your question.
Avoid this Common Challenge In Getting Your Business Processes Followed
Processes falling out of use happens all the time. You likely have an old set of business SOPs in a binder somewhere, collecting dust. Why did these SOPs fall out of use and what replaced them?
Usually business processes and procedures fall out of use when they are no longer relevant. Perhaps a software update changed the process or an automation took most of it out of human hands. Or, maybe an employee or manager made a tweak to increase efficiency. No matter what happened, the process isn’t relevant and not only no longer used - but should no longer be used.
So, what can you do to prevent this and keep systems in place?
Well, there is no preventing progress. Processes and procedures are dynamic things and are created in an ever-changing world. In an ideal world, we want processes to change as businesses evolve.
Here are five steps you can take to ensure processes remain dynamic and get updated as your business systems are updated.
1. Assign someone to monitor processes in their area.
Assigning responsibility and ownership for this task is the only way it will get done. As a business owner, you don’t always know when a process changes, but you can see how one process going out of date can have a domino effect. So, assign a departmental process review to a manager or someone similar in the department. That way, the processes can be changed on the ground as needed.
2. Set up a regular process review meeting.
Set a regular meeting on the calendar every 3-6 months to review processes and procedures and ensure they are up to date. Most processes require top-down implementation, and this meeting creates accountability and ensures you remain committed to maintaining them in your company.
3. Include the appropriate staff in building future processes.
Your process building may have begun as a top-down activity, but now that they are being implemented, everyone who utilizes those processes is involved. That means the onus is not solely on you to build future processes. Instead, you can create collaborative teams of key employees to help you document and continue to develop processes.
4. Create processes that are easy to access.
Processes must be easy to access, or they will not be used. Remember that dusty binder? One reason it fell out of use was that no one could find it. Utilize software to ensure everyone can access the processes and procedures they need for their jobs.
5. Ensure processes are part of your company culture.
When everyone utilizes processes and procedures, it becomes part of your company culture to the point that when someone trains on a new task, they look for the existing documented process. Building this habit starts at the top and continues through management and HR.
Are you ready to start or re-start documenting and implementing business processes? Get in touch with Business Success Consulting Group today! We are here to help!
