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Process Design Template
Organizational information
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Factual and Statistical information
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Information on competitors
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What is a Process Design?

When you have a very large process, it is usually a good idea to break it down into smaller chunks. A Process Design will help you do that. In most cases, this document exists to help you define the steps in a project. It helps to serve as a brainstorming technique as well, to help you foster new ideas about your project.

For the Process Design, you’ll end up choosing between three main types of any good Process Design: analytical, experimental, and procedural. Depending on your needs, you will select between the three.

By completing a Process Design, you will be transforming your organization. A Process Design allows you to make the mission statement and vision of an organization more discernible, and it defines how the organization can accomplish what it set out to do.

When do you need a Process Design?

Anytime you are taking on a new project it is a good idea to use a Process Design. Here is how to decide which type of Process Design to use. 

An analytical Process Design will focus in on the attributes of the design. This can be used when you’re thinking in terms of a checklist. For example, if you have a list of criteria that need to be met in a process, use this analytical Process Design to develop a checklist so you will know when you have met all necessary criteria.  

An experimental Process Design is going to involving testing procedures. What works? What does not work? Take a look at specific tasks that the organization wants to perform to accomplish its goal, and then analyze, test, and measure those. Look at each possible outcome and determine which tasks are really necessary for the organization. Can anything be classified as waste and therefore be eliminated from the process?

Lastly, a procedural Process Design might help change some existing procedures in an organization. During this type of Process Design, you will be able to analyze existing procedures and make recommendations for changes.

What if you do not complete a Process Design?

Most likely, if you do not complete a Process Design your organization will remain unorganized and inefficient. The organization might find it difficult to accomplish its goals, mission, and values. Furthermore, any processes that exist that are not functioning optimally will continue to need improvement. 

A Process Design would serve to create new processes or change anything that is not working. If you do not complete a Process Design, processes will remain broken, and your organization can waste away time and money trying to function with antiquated processes.

By completing a Process Design, you will ensure your organization is set to function optimally.

How do you fill out a Process Design?

Filling out a Process design can be a bit cumbersome, so you might want to review a sample Process Design before doing it on your own. You should be able to find a variety of sample Process Designs online. Just remember, each organization is different, and you’ll want to fine tune your Process Design for the task at hand. 

After your review your samples online, you should decide on what Process Design form and layout you want to use. You can find more examples of Process Design layouts online.

After you have the paperwork in front of you, move ahead with filling it out. You’ll want to start by filling out some standard basic information about the organization. Outline the mission and vision statement of the company, and include the goals the organization is trying to accomplish by filling out a Process Design.

There are a few other things you will want to include in a Process Design: explain the value to the customer, define the standardization of the organization’s business processes, and lay out any rules and compliance laws that the company must follow.

Woman Sharing Her Presentation with her Colleagues
Filling out a Process Design is a fairly easy process that you should work on with a team to ensure you capture all facets of the organization. (Source)

What information do you need for a Process Design?

You’ll need a variety of information about the organization. You will want to obtain information about the future of the company and about its past failures and successes. Since there is a lot of information required, so you should collect all the information about the company that you can before you sit down to fill out the Process Design.

Organizational information

Some of what you’ll need to include fairly obvious: the mission statement, goals, vision of the organization, as well as the layout of the employees and structure of the company. You can use a company like the Better Business Bureau to learn more information about the organization if you cannot find anything easy online, or do not have access to company records. 

One of the best resources for you will be the organization’s website, as that should list things like company goals and the mission statement. You might have to dig into other resources to find statistical data supporting a customer’s successes and failures. You could also potentially access Consumer Reports to get a feel for how the company’s products are rated. 

Usually, you are creating a Process Design at the request of the organization, so it should not be that difficult to acquire the information you need to move forward.

Factual and Statistical information

If you are looking to improve existing processes at an organization, you will want to have ready historical data. Have information to support what has worked for the company and what requires improvement. 

Information on competitors

It is not a bad idea to have information available for the organization’s top competitors. You can analyze their data to see what has worked well for them and what has not. Once you have analyzed this, you can build into your organizations Process Design ways to capitalize on your competitor’s strengths and weaknesses. 

Clear Light Bulb on Black Surface
Executing the Process Design should be seen as a positive for the organization, as you are helping to improve it. (Source)

How do I execute the Process Design?

Simplicity is important when you develop a Process Design. Try to visualize where the organization wants to go, and focus less on where the organization has been. 

A Process Design is important when there are many factors that your company wishes to improve upon. Check what resources are available at your organization to help you complete this Process Design. If you have access to anybody that has been trained and received a Green Belt Certification he is trained to help organizations improve their processes. He would be a good person to assist you in creating and executing your Process Design. 

The Process Design is best executed when the entire organization is on board. Solicit feedback from all stakeholders before beginning to improve processes, just be sure not to point any fingers if the stakeholders were responsible for the old processes failing. Frame your discussions about the future, not the past.

The general rule

The easiest way to create a Process Design is to have as much information available as possible. You will want to have a clear understanding of where the organization wants to go and a clear understanding of the history of the organization and what it might want to improve upon.

Other things to consider

Ask around at your company to see if other departments have completed Process Designs. You might already have some of the legwork done for you. 

After considering all of this, you should have a good idea of how to create a Process Design. If you need to fill out a Process Design, many different resources online that can help you. Depending on the size of the organization, you might also have access to a team of Continuous Improvement experts who can be of assistance with process improvement.

Process Reengineering and Process Design 

Processes vary in size and complexity requiring some to be broken down into quite a few segments. This allows a company to view the workflow of a particular process. Process reengineering can occur simply to improve an already efficient process or to help a struggling company turn things around. The identification of goals from the reengineering has to be set before any changes or plans are created. 

Below are ways that process reengineering and process design can improve business significantly: 

  • The adoption of changes needs to be pushed by management and accepted by staff. Lack of enforcement of the changes will make it difficult to monitor whether the changes impacted the business positively. 
  • When reengineering a process it is important to keep a goal in mind. The goal being achieved should not come at the expense of the quality of the product or customer experience. 
  • Utilizing feedback of clients and staff can help streamline processes for better customer experience/increased production by staff. 

Process reengineering can completely revamp a struggling company. The current process design might need to be totally changed due to changes in industry or technological innovations. 

Business Process and Process Design 

Business processes are similar to any process whether it is getting dressed in the morning or ordering a burger at a restaurant. A business process is meant to be improved and this can happen through tweaks in current workflows. The design of a process being changed can produce vastly different results in either a negative or positive fashion. Below are ways that a business process can benefit greatly from process design:

  • Breaking down complicated processes can allow for targeted changes to be made instead of overarching changes. 
  • Defining a business process becomes far easier when broken down into segments. 
  • Monitoring the productivity of the change in process design is imperative. Without data, there is no true indication of real improvement. 
  • A change in a business process can happen through trial and error. At times, creating the best process possible will take multiple attempts and failures. 

Finding a business process to improve will take multiple steps along with feedback from customers and staff. Do not ignore this feedback as staff oftentimes have the best ideas to improve the process that they work within daily. 

Process Analysis and Process Design 

Process analysis is the first step in creating steps in order to improve a process. Mapping out processes allows staff to see each step clearly in order to make appropriate modifications. For processes with one or two steps, this analysis is not going to be necessary. More complex processes do require analysis as numerous moving parts could impact the overall results.

Below are how process analysis can impact process design:

  • The competition could be utilizing processes that exceed the quality of a company’s current workflow.
  • Mapping the process can allow for changes in the process design by adding or subtracting steps. 
  • Execution and creation of a new process design requires thorough analysis. Changing something that is already optimized can lead to lost time and money. 

 Process analysis is going to continue to be a staple of businesses that are continually trying to improve. 

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