Organically evolved processes in a dynamic company are often inefficient, processes upheld solely due to tradition present opportunities for process improvement and cost saving through process efficiency and digital transformation.
Tacit knowledge is developed over time. Key employees are the backbone to a successful organisation. Brain drain when key employees leave takes a heavy toll on process efficiency and the remaining team members.
Building a clear process manual is a skill. It takes time and it requires other tasks to be paused or slowed down...then when it is ready it can be obsolete quickly as technology or the business needs change.
In a small company everybody rolls up their sleeves and does a bit of everything. As that company scales the ownership is less clear and suddenly things slow down, process efficiency is reduced, red tape appears and decisions are no longer swift.
Training a new team member without clear documentation and an onboarding plan can lead to key controls being dropped.
It slows down the experienced team members when training is delivered 1 to 1. Efforts at digital transformation are often paused.
These teams are often a cost allocated to business units. They want to illustrate their value. Additionally, efficient teams have more time to do what matters...allow the business to grow.
Periodic user knowledge collection + system data + users handwritten notes = Comprehensive role profile
No big project needed.
Data backed dashboard to visualise a role or team. Identify risk, deadlines, control gaps, bandwidth constraints and identify process efficiency opportunities and next steps in digital transformation.
Provides a Role Playbook (Handbook) to the user to do their job, implement process improvement, onboard replacements and show their impact in the organisational ecosystem.
Visualise role stakeholders, key company lynchpins and individual contributors. Identify where resources should be added or scaled back.
There is always scope for process efficiency but automation is not necessarily the first step. Don't automate complexity- eliminate it...its cheaper! Set the organisation up for a successful digital transformation.
Data led triage of tasks during team absence or resulting from leavers.
The organisation is an eco system. Building process efficiency across functions educates and builds collaboration.
If you cannot find an answer to your question please contact us.
No, over time it is less of a heavy lift than the traditional way of process documentation which requires the team member to record what they do via screen shots while they are performing the process. This approach is slow and time consuming and also the output is rarely standardised and not often usable as a company asset.
The White Map will use, data already available regardless of format, engage with the team over time in short survey like touch points and develop clear standardised outputs in consultation with leadership so the output is valuable and actionable for the company, the team and the user.
The preparation of one monthly report which might be eliminated has the potential to save resource worth €2K-€3k per annum. Just one, weekly call which no longer adds value can result in savings of anywhere from €2k- €5k per annum.
Processes that have evolved over time usually have inefficient steps. By assessing and removing these The White Map will highlight where you can can claim back some bandwidth in the team. The objective is to help your team do more with what they have so your team can scale operations but not cost base.
It is estimated that it takes 3 months on average for a finance person to get up to speed in a new role. With poor documentation their time to productivity is increased. Add to this that often the team in situ will pick up the slack during this time and provide 1:1 guidance. This slows down the opportunity for the business to be agile in a changing market while they focus purely on the day to day.
The White Map is mainly aimed at back and middle office teams. Finance, customer services, sales operations...roles that have a high proportion of known outputs.
It may be useful to map a single role or a small team to get started for example accounts payable or sales operations. Another good place to start is to map a role where the team member has recently given notice. The White Map will set up the successor and the rest of the team for future success.
If you aren't sure just drop us a line and we can discuss your needs.
No. The White Map is at MVP stage so the engagement is with the management and the user.
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