When it comes to implementing a procedural change in a company, there can be many variables to consider. From defining the problem to implementation and monitoring, there are a series of important steps that must be followed to ensure that the implementation is effective and does not have the opposite effect of what is intended.
Introduction
Procedures are an essential part of any company, as they are the processes followed to carry out any task or activity. Procedures provide structure and a framework for the work done in the company, which helps maintain consistency and quality in the products and services offered.
Different stakeholders, such as employees, internal and external customers, and/or suppliers, also have an impact on a company’s procedures. Procedures should be designed with the needs and expectations of these stakeholders in mind, especially internal and external customers. For example, if a procedure does not meet a customer’s expectations, this can result in a negative experience for the customer and a loss of business for the company.
On the other hand, if procedures are efficient and effective, they can improve the productivity and efficiency of the company, which can lead to improved customer satisfaction and increased profits. Procedures can also improve communication and collaboration among different departments in the company, which can in turn improve the quality of work and final results.
6 simple steps to implement a change
Below are the key steps that should be followed to effectively implement a procedural change.
- Define the problem: The first step is to identify the problem that needs to be addressed. It is important to understand the problem and have a clear understanding of what is being attempted to be achieved with the procedural change. Defining the problem helps focus the change and set clear expectations about what is expected to be achieved.
- Implement changes: Once the problem has been defined, it is time to implement the necessary changes. This may include creating new processes, modifying existing procedures, or eliminating processes that are no longer effective. It is important to keep in mind that implementing changes may take time and effort, so it is necessary to establish a clear and consistent action plan.
- Document the new process: Once the process has been defined, it is important to document it. This may include a process flowchart, including critical points, specific tasks, and the person responsible for that action. Swim-lane diagrams are commonly used.
- Communicate the information: Once the changes have been implemented, it is important to communicate the information to relevant employees. This includes explaining the changes in detail and ensuring that employees fully understand the new processes. Effective communication is key to ensuring that all employees are on the same page.
- Training: Training is an important part of the change process. It is necessary to ensure that employees have the knowledge and skills necessary to implement the new processes. Training can be done online, in person, or a combination of both. It is important to ensure that training is effective and comprehensive.
- Hypercare sessions: Hypercare sessions are a useful tool for monitoring changes. These sessions allow employees to report any issues they have encountered with the new processes and for necessary changes to be made in a timely manner. It is important to establish a regular schedule for hypercare sessions to ensure that changes are being effectively monitored.
Conclusions
In summary, to effectively implement a change in an existing procedure in a company requires careful planning and consistent execution. Defining the problem, implementing the changes, documenting the changes, transmitting the information, training employees, and establishing hypercare sessions are key steps in the process. By following these steps, a successful implementation can be ensured, and the efficiency and productivity of the company can be improved.
It is important to remember that procedures are a fundamental part of any company and have a direct impact on the satisfaction of internal and external customers. By designing and executing procedures with the needs and expectations of different stakeholders in mind, effective implementation can be ensured, and the efficiency and productivity of the company can be improved.
Often, when an implemented change fails, we attribute it to people’s resistance to change, but we should ask ourselves: Have I transmitted the information correctly? Have I informed the team why this change was made and what we hope to achieve with it?
