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Implementing changes and sustaining improvements with Tallyfy

Making improvements last: Implementation and control

Identifying a great improvement idea is only half the battle; successfully implementing it and ensuring it delivers lasting benefits is equally critical. This is where the “Improve” and “Control” aspects of methodologies like DMAIC come into play, focusing on rolling out changes effectively and making them stick.

Implementing your process changes

Once you’ve piloted and prioritized your improvement ideas, a structured rollout is key:

  1. Develop a Simple Implementation Plan: Outline who needs to do what, and by when. For changes within Tallyfy, this might be as simple as assigning someone to update the template.
  2. Communicate Clearly: Inform all affected team members about the upcoming changes. Explain the “why” behind the improvement, what’s changing, and what benefits are expected. Use Tallyfy announcements or share the rationale when you update a template.
  3. Provide Training (If Needed): For significant changes, ensure users understand the new way of working. Often, a well-structured Tallyfy template with clear in-step instructions minimizes formal training needs.

Implementing with Tallyfy Pro: The beauty of Tallyfy is its directness. When you modify a Tallyfy template, you are effectively implementing the new standard process. The next time that process is launched, it automatically uses the improved version.

“In Tallyfy, your improved template becomes the new standard instantly. No more outdated SOP documents in a folder somewhere!”

Sustaining improvements: Making the new way the normal way

It’s common for processes to gradually revert to old habits if improvements aren’t actively sustained. The “Control” aspect of process improvement focuses on preventing this.

  • Standardization is Key: The new, improved process must become the accepted standard. This means clear documentation and consistent application.

    • Tallyfy as your Standard: Your updated Tallyfy template is the living, breathing standard operating procedure (SOP). It’s not a separate document; it’s the way work gets done.

  • Monitor Performance: Continuously track the performance of the newly improved process. Is it achieving the expected results? Are there any unintended consequences?

    • Tallyfy Analytics for Monitoring: Use Tallyfy Analytics to monitor key metrics of the improved process, such as cycle time, on-time completion, and error rates (if trackable).

  • Establish Control Measures (Simplified): While formal control plans can be complex, the essence is to define:

    • What key metrics to watch.
    • Who is responsible for monitoring them.
    • How often to check.
    • What to do if performance dips below the desired level.
    • Tallyfy for Control: Deadlines, automated alerts for overdue tasks, and the visibility provided by the Tracker view all act as control mechanisms within Tallyfy.

  • Maintain Feedback Loops: Encourage ongoing feedback on the new process. No process is ever perfectly static.

    • Tallyfy Comments for Continuous Feedback: The comment feature remains vital for gathering insights on the improved process, allowing for further minor adjustments (Kaizen).

By leveraging Tallyfy Pro’s features, implementing and sustaining process improvements becomes a more integrated and less burdensome activity. The platform itself helps enforce the new standard, monitors its performance, and provides channels for the continuous feedback necessary to make improvements truly last and evolve.

How To > Improve processes effectively

Organizations can continuously enhance their operations by gathering team feedback analyzing customer input identifying bottlenecks through data and implementing changes systematically while maintaining focus on delivering customer value through standardized yet flexible processes.
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