Meaning of Process Organization 3

Tip: It is advisable for you to create a checklist for this task with the above questions and other questions that are specifically important to you.

Once the analysis has been carried out, you should set a standard for processes. What about quality? Is the timing according to your ideas? Are there steps that must be followed as standard? This standardization is important to you because it brings you many advantages.

• It serves as a guideline for all employees
• You ensure that each of these workflows can be carried out at any time without difficulty
• You are promoting self-reliant action
• The number of queries can be minimized
• Time management is improved
• Errors caused by routine processes can be ruled out

Design of work processes

In the work synthesis that now follows, you have to determine the relationships between the individual work steps. Within this work synthesis, the definition of work processes has an important practical meaning. In this context, a work step is a summary of work parts. These work parts can be carried out by a group of people or an individual. To design the work processes, you have to consider a workplace as a place where one or more work parts are processed. Here you can make the following distinction:

• There’s the input. This includes all routine jobs and new jobs
• For you, the workplace is the place where processing or temporary storage takes place.
• And there is the output. This output contains work results for you as an entrepreneur or for customers, etc.

This is best illustrated by this flow chart.

Which goals are pursued with a process organization?

With a process organization, you as an entrepreneur naturally pursue certain goals.

• Reduction of complexity through standardization and modeling
• Minimization of distribution times, throughput times and waiting and idle times
• Cost reduction in case processing
• Capacity utilization is to be optimized
• There should be an increase in quality both in terms of working conditions and in process processing
• By minimizing waiting and distribution times, adherence to deadlines can be increased
• Errors in decisions and in production are reduced
• By optimizing the workplace arrangement, it is possible to reduce distribution expenses and transport expenses

Process organization – advantages and disadvantages at a glance

There is a major dilemma in process organization. Above all, it is about conflicting goals that arise from a short lead time and maximum capacity utilization. You can only solve these dilemmas by creating a weighting for the respective goals. In concrete terms, this means that there must be a high order backlog for each workstation in order to avoid idle times and to optimally use capacities. This in turn results in the conflict between the goal of capacity utilization and reducing throughput times.

• + Avoidance of idling
• + optimal utilization of capacities
• – High order backlog necessary for every job
• – Waiting times and lead times increase

Shaping process organization

In order to design a process organization, the three steps system analysis, system design and system implementation must be carried out.

The system analysis

Before you can even develop a new system, the first step is to know the weak points of the current system and the process. This analysis results in the task of defining and stipulating the requirements for the new system in detail. To do this, it is necessary to analyze the current situation at the beginning. This analysis is documented in the form of diagrams, circuit diagrams, decision tables, etc.

Then simply create checklists with weak points and requirements for the new system.

The system design

The system analysis carried out is the basis for the system design. First of all, a general organization has to be created. You are not only allowed to stiffen up a sketch, but also create alternatives. The variant that promises the most success is then selected and a concept developed on the basis of this. The following steps are necessary when developing a concept:

• Design of the workflow design. Here it is important to record all tasks that are related in terms of time, space and subject matter.
• Then the working hours and the capacity requirements are determined. Only when this is known can jobs be created and designed.
• This is followed by an effective coordination of all work processes.

You should either record and program the identified tasks using EDP or cover them with software.

The system introduction

The concept developed as part of the system design is divided into several task levels and implemented as part of the system implementation. In order to be able to design the system implementation successfully, employees have to be trained and you have to procure the necessary organizational resources. How good the new system is will soon become apparent after its introduction. As a rule, one or the other small start-up problems will certainly arise.

It is therefore important to monitor the start well and make corrections if necessary.

Which factors can influence the creation of a process organization?

When creating a process organization, you need to consider a few factors that can influence the creation. A distinction must be made here between internal and external influencing variables.