UitbreidenOS When to activate
- Documenting current-state business processes
- Identifying bottlenecks, redundancies, and handoff delays
- Designing future-state optimized processes
- Creating process flowcharts and swimlane diagrams
- Conducting process audits for continuous improvement
When NOT to use
- For software architecture design
- For project management plans
- For organizational restructuring
Instructions
- Scope the process. Define start/end points, stakeholders, and key inputs/outputs.
- Map current state. List every step sequentially: who does what, what tools, what triggers, what's the output.
- Identify bottlenecks. Flag steps with: long wait times, manual handoffs, approval gates, rework loops.
- Quantify impact. Time per step, error rate, cost per cycle, and throughput.
- Design future state. Eliminate, automate, or consolidate bottleneck steps. Target 20-40% cycle time reduction.
- Create swimlane diagram. Visual map showing roles, steps, decision points, and handoffs.
- Build implementation plan. Prioritized changes with effort/impact matrix and 30/60/90-day milestones.
Example
Current State: Invoice Processing (5 days avg)
Step 1: Receive invoice via email → AP clerk (0.5 days)
Step 2: Manual data entry into ERP → AP clerk (0.5 days) ← BOTTLENECK
Step 3: Match to PO → AP clerk (1 day)
Step 4: Manager approval → Manager (2 days) ← WAIT
Step 5: Payment processing → Finance (1 day)
Future State: Invoice Processing (1.5 days target)
- Auto-capture via OCR (eliminates Step 2)
- Auto-match POs under $5K (eliminates Step 3 for 70% of invoices)
- Auto-approve under $1K (eliminates Step 4 for 40% of invoices)