When carrying out business process improvement, it’s essential to start by documenting and analyzing the As-Is business process. This helps you gain the insight you need on the inner workings of a process, allowing you to come up with potential improvement ideas.
How to Document an As-Is Business Process
By definition, an “as-is business process” is the current state of the business process. Documenting it is essential for understanding how the process works and what the inefficiencies are so that you can later make improvements or even redesign the process entirely.
It’s usually used for 3 reasons…
- Process Improvement – Understanding what’s wrong with the as-is process and figuring out how to improve it
- Process Documentation – Your new employees won’t know how any of the processes work. Rather than having to explain it over and over again, you can just show them the documented process.
- Process Standardization – Everyone in the organization is carrying out the process in a different way. You’d want to document the best way to do it make everyone aware of it
Before you can actually analyze the as-is process, though, you should create a process map.
The first step there is to actually understand the process. The most common mistake managers make here is assuming they’re the expert on any process.
In reality, though, process improvement ideas rarely come from the C-suite. It’s from the people who really understand the ins and outs of the process: your employees. So let’s say there’s a problem with employee onboarding. To get a good idea on how to improve the process, you’d need to talk to everyone involved in the process: the HR, office manager, and the department supervisor.
Then, once you’ve established who’s involved, you need to get the right information. This is usually done by either observing the process or interviewing the key employees.
When you’ve gathered all the information, you can actually start with the process map.
The simplest way to do this is with a flowchart – simply putting down the steps of a process as they are. So for example…
In other cases, if you’re trying to do a specific type of analysis, there’s the value stream map, SIPOC diagram, etc.
There are different ways to map a process…
- Pen & Paper – The most straightforward approach. Grab a pen and a piece of paper and draw the process as a flowchart.
- Flowchart Software – Tools dedicated to creating process flowcharts. These are more useful if you’re planning on sharing the documented process with your employees digitally.
- Workflow Software – Works pretty much the same as a flowchart software. The main difference is that it also allows you to digitize and track the process. This tends to help with process standardization (no one can deviate from the best practice), as well as automation(the software reminds you whenever it’s your turn to do something in a process, as well as enforcing deadlines)
If standardization or documentation is your main goal, you’ve already done your job once you have the process map. If, on the other hand, you’re going for process improvement, then you need to analyze the as-is process.
How to Analyse the As-Is Business Process
Since every process is completely different, there’s no one-size fits all formula for analyzing it. You can try asking yourself the following questions, however, for gaining insights.
- Are there missed deadlines for the process? Why?
- Which steps have the highest impact on process output? Think, product quality, price, etc. Is there any way to automate them? Make them more efficient?
- Are some of the steps taking longer than it’s reasonable? Are they costing you more than what would be reasonable? Why?
Other than that, you can also use several process analysis techniques such as the 5 Whys to gain more insight into potential improvements. The gist of it is, whatever issues you have with a process, you keep asking “why” until you find the root cause of the problem.
From As-Is to To-Be
Once you have a good idea on how to improve the process, you need to create a to-be process map. That’s the future step of the to-be process – how the process will be after you make changes and improvements to it.
The to-be business process will help you put the changes you want to make down on a map and finally implement them.
Related Questions
What is the difference between as-is and to-be process?
The as-is process represents how things are currently done in a business, while the to-be process shows the improved, future state. Think of as-is as a snapshot of today’s workflow, warts and all. The to-be process is like a makeover, picturing how things could work better. This comparison helps teams spot areas for improvement and plan changes that make work smoother and more efficient.
What is process mapping as-is?
Process mapping as-is is like drawing a map of how work flows through your business right now. Imagine following a paper trail through your office, noting every step, delay, and decision point along the way. This visual representation helps everyone see the current process clearly, making it easier to spot bottlenecks, unnecessary steps, or areas where things often go wrong. It’s a crucial first step in improving any workflow, as you can’t fix what you can’t see.
What involves in as-is analysis?
As-is analysis is like being a detective in your own business. You gather clues by watching how work is done, talking to the people who do it, and looking at any data or documents involved. This investigation helps you understand the current process inside and out. You’ll uncover the good, the bad, and the ugly – from clever shortcuts staff have created to frustrating roadblocks that slow everything down. The goal is to get a clear, honest picture of how things really work, not just how they’re supposed to work on paper.
Why would a manager need to review an AS/IS and to-be a process model?
A manager reviewing AS/IS and to-be process models is like a coach studying game tapes. The AS/IS model shows how the team is playing now, while the to-be model is the new strategy for winning. By comparing these, the manager can see exactly what needs to change and why. This review helps in planning resources, preparing the team for changes, and setting realistic goals. It’s also a powerful way to show higher-ups why changes are needed and how they’ll pay off, making it easier to get support for improvement projects.
What are steps of as-is process analysis?
As-is process analysis is like solving a puzzle. First, you gather all the pieces by collecting information about the current process. Then, you start putting them together by mapping out each step. Next, you take a good look at your completed puzzle, measuring things like how long each step takes or where mistakes often happen. After that, you brainstorm with your team to figure out what’s working well and what’s causing headaches. Finally, you summarize your findings, highlighting the biggest issues and opportunities for improvement. This step-by-step approach ensures you don’t miss any important details and sets you up for success in designing a better process.
How the As Is – To Be Model Works
The As Is – To Be model works like before and after photos in a home renovation show. The “As Is” snapshot captures your current business process in all its messy glory. Then, just like designers dreaming up a beautiful new kitchen, you and your team imagine a sleeker, more efficient “To Be” process. The magic happens in between, where you plan and execute the changes needed to transform your workflow. This model keeps everyone focused on the end goal while providing a clear starting point. It’s a powerful tool for driving change, helping teams visualize improvements and stay motivated throughout the renovation of their business processes.
Related Questions
What is a business process designer?
A business process designer is like a master architect for company operations. They map out the steps a business takes to achieve its goals, making sure everything flows smoothly. These creative problem-solvers look at how work gets done, spot bottlenecks, and come up with clever ways to make things run better. They’re the ones who turn messy, confusing workflows into clear, efficient paths that everyone can follow.
What is business process design with example?
Business process design is like creating a recipe for success in a company. Imagine a coffee shop that wants to serve customers faster. The process designer might map out every step from the moment a customer walks in to when they leave with their drink. They might suggest having one person take orders while another makes drinks, or introduce a mobile app for pre-ordering. The goal is to make the whole experience smoother and quicker for both customers and staff.
What are the three types of business process designs?
The three main flavors of business process design are like different approaches to solving a puzzle. First, there’s the “as-is” process, which looks at how things are currently done. Then comes the “to-be” process, which dreams up an ideal future state. Finally, there’s the “gap analysis,” which figures out how to bridge the gap between the current and ideal states. Each type plays a crucial role in transforming a business from where it is to where it wants to be.
What are the three 3 key aspects behind business process design principles?
The three key aspects of business process design principles are like the secret ingredients in a winning recipe. First, there’s simplicity – keeping things straightforward and easy to understand. Second is flexibility – designing processes that can adapt to change. Third is efficiency – making sure every step adds value and nothing goes to waste. When these three aspects come together, they create processes that are not just effective, but also agile and future-proof.
Why is Business Process Design Important?
Business process design is important for the same reason a good map is crucial for a road trip. It helps companies navigate the complex world of business more effectively. By clearly outlining how work should be done, it reduces confusion, cuts down on wasted time and resources, and helps everyone understand their role. Plus, well-designed processes can give a company a real edge over competitors, making it more agile, efficient, and responsive to customer needs.
How Do You Decide Between BPM and WMS?
Choosing between Business Process Management (BPM) and Workflow Management Systems (WMS) is like picking the right tool for a job. BPM is like a Swiss Army knife, great for managing complex, company-wide processes that involve multiple departments. WMS, on the other hand, is more like a specialized tool, perfect for streamlining specific, repetitive tasks. Your choice depends on what you need – if you’re looking to overhaul your entire business operations, BPM might be the way to go. But if you just want to improve how certain tasks are done, WMS could be the better fit.
What are the benefits of business process design?
The benefits of business process design are like hitting the jackpot in the business world. It can dramatically boost efficiency, saving time and money. It improves consistency, ensuring that work is done the same way every time, which leads to better quality. It also increases transparency, making it easier to spot and fix problems. Perhaps most importantly, it can significantly enhance customer satisfaction by making services smoother and more reliable. In essence, good process design can transform a struggling business into a well-oiled machine.
