Process Can Set You Free

I’ve been consulting for a long time – for businesses big and small – for people from all areas and walks of life.

The first tool I turn to in engagements is Process – and I love it!

Process can set you free!

It can provide the controls that protect you, while also providing the freedom to empower and enable you.

"But Kyle, Process is so constrictive."

“Process prevents me from completing tasks the way I want too – it’s not how I think."

“Process is too time-consuming – it’s a waste of time.”

“Process is cold and hard – what’s the point?”

"Process prevents me from being creative.”

"Process is boring."

All these things are true!

At least, all these things can be true – and that’s where a good process specialist can help you understand your current ways of working and collaborate with you and your teams to design new, better, more efficient, more effective, and more consistent ways of doing things!

Put simply, a process is an order to the things a person or groups do in completing a bigger thing.

The most important part of process definition are the levels of detail.

There are many different process types and many different types of people that understand processes relevant to them in many ways.

Effectively layering processes is critical to success.

The best way to reach a shared understanding of process levels and layers are process diagrams!

If a picture tells a thousand words, process diagrams can tell millions, because they define how all the tasks (or stories) of a person, team, business, or problem fit together.

There are generally 5 levels used by process specialists to build out a process framework.

Level One: Product and Service Lines

This level establishes the key product lines, services, or concepts of a person or business.

For example, Professional Consulting Services, Electrical, Events Management, Events Lighting, Product Design, Product Development, Product Delivery, Adventures.

Level Two: The Building Blocks

Level 2 Processes, aka “The Building Blocks”, are used to understand how key information is connected.

They are excellent for visualising the scope of people and teams including key responsibilities.

One of the best ways to document Level 2 Processes is through SIPOC’s, which means:

• Supplier (who triggers process)

• Input (what triggers the process)

• Process (what are the key high-level steps)

• Output (what is the outcome of the process)

• Customer (who receives the outcome)

SIPOC’s are an effective initial input to level 3 business processes and more detailed requirements definition.

And like all process documentation, there are levels of SIPOC’s within SIPOC’s, which can be used to target information to different stakeholder groups.

Level Three: The Classics

The most traditional form of process documentation is at Level 3.

These snapshots are best for showing the flow of information where there are multiple actors or systems involved in a process. They are also great for highlighting where decision points are required or for building out complex linkages within a process, between processes, or with procedure/ requirement definition.

This style of process documentation is strongest in medium to large businesses, and for visualising complex interactions, although they can be useful for all scenarios (noting that some people engage with this style of visualisation more than others).

Most significantly, they are an excellent bridge between teams of different styles e.g. business vs technical resources. While each team may document and understand their work differently, a Classic Level 3 Business Process diagram provides an effective reference point for teams to understand the impact of their work on each other.

Level Four and Five: The Procedures

There are a range of styles and formats for documenting more detailed process information. Essentially, these display or describe the specific steps involved in completing an activity. For example, training documentation guides almost always sit at Level Four or Five (Procedural) level of detail – i.e. they are explaining how something is done.

Linking Procedures into higher level processes provides context and ensures information isn’t repeated or missed.

So, what Kyle…

Not all levels of definition are important for all scenarios – for example, generally speaking, the more variation in a process, the less valuable lower-level definition can be e.g. an artist might not define a procedure for creating their work (however, an artist benefits from good technique, so definition can still be useful).

Overall, Process definition can at least provide clarity and confidence on the products and services a person or business is selling. At its most powerful, process enables people and businesses to operationalise products and services, clearly and consistently, at massive scales – no earthly Enterprise functions without it.

I’ve documented and reviewed thousands of processes across hundreds of projects – it’s in my bones.

Would you like support with your Business or Life Processes?

I’d love to hear from you!

Please reach out via the Contact page.