Adequate planning and effective communication are two significant elements needed during new work process implementation.
A McKinsey & Company study reveals that 70% of companies face difficulty implementing new work processes. That is largely because of employee resistance and management support. It is a business challenge capable of affecting any establishment, including a course business.
However, certain interventions can help ensure a smooth process with zero resistance. Here is how to do it.
Set clear goals and objectives
What do you hope to achieve with a new work process? Secondly, how do you want it to impact operations and keep your business ahead of the game?
These questions draw your attention to your goals and objectives regarding the new work processes. When you know the aim, developing a plan and working toward it becomes easier.
Even better, your staff are less likely to resist the changes about to happen at the workplace. The scenario in the next paragraph may help explain this point better.
Suppose you and other business executives have found implementing a new customer service process necessary. Your company aims to improve customer satisfaction and resolve the barrage of public complaints against the business establishment.
In that case, you must define the ultimate aim(s) for this change when setting goals and objectives. That may include reducing the average customer wait time, especially during phone calls. Many businesses will, however, focus on resolving customer issues on the first call without further delay.
These are clear goals and objectives that make implementation easier.
2. Use a document management system
This point draws your attention to streamlining processes and improving business efficiency. Many businesses fail at implementing new work processes because of the inability to uphold the tenets of a document management system or DMS.
This system acts as an organized storage, record-keeping, and reference point. A document management system will significantly influence your work process implementation.
The first thing that comes to mind is its role in tracking document status, especially when there are concerns with the process implementation. The benefits of document management system like Ontra.Ai range from task automation to improvement in work compliance.
If you also intend to reduce business costs, give a document management system a chance to prove its inclusion in your new work process implementation. Other businesses may resort to the traditional and conservative way of storing information. In your case, however, it is better to stick with the advantages digitization offers.
3. Get employees onboard from scratch
The people who work for you are your first customers, and they need to buy into these new processes. They must believe in the change’s prospects and the possible impact on the company, particularly how these new work processes will improve productivity.
A recommended way to get your employees on board is by engaging them from the planning stage. They will likely own it and feel committed to the change when they feel part of the process from the onset.
Furthermore, getting feedback from your staff when the implementation kicks off will be easy. Your employees would have been familiar with the pros and cons of the new work process and ready to provide genuine feedback on post-implementation.
The more involved your employees are, the better the implementation will be. Some describe this as helping your staff to personalize the experience.
Personalization offers a unique opportunity to understand new concepts and comprehend the need to implement change. Remember that your staff will use these work processes more, so they deserve to have intimate knowledge of everything you plan to introduce into your business’s daily operations.
4. Allocate the needed resources
Implementing new work processes and not providing the needed resources is like setting yourself up for failure. Every company initiating new work processes must provide the requisite resources to make the transition easier. Failure to do this opens your business up to more problems than you can imagine. New processes take time, making time management a much-needed resource. Don’t expect your staff to complete their schedules while using old timelines. Employers must show sensitivity to their workers, which can be displayed by seeing time as a crucial resource.
Your line of business and the type of new work processes will determine the resources needed. For example, a transport company may need more vehicles as part of its resources, while a manufacturing company will require other machinery or increased workers.
Knowing your company’s needs at every implementation stage can increase acceptance, growth, and business sustenance.