Business Processes that should NOT be impacted by projects - how to document

Good Afternoon my fellow ASQ Professionals,

I'm hoping to get some ideas from the community. I'm brainstorming how to document business processes/areas that continue to be adversely impacted when new projects launch (mostly because lack of awareness of impacts). I want it to be clear and concise and I was wondering if anyone has had to do the same - and if not - what are some suggestions on the best way so people can reference? TIA

5 Replies
Trish Borzon
1372 Posts

Hi @Leigh Parrott

Thanks for the post. I know we struggle with that internally as well - working remote hasn't helped either. Lack of communication is ultimately the reason…but determining who truly needs to know is sometimes a challenge (especially in larger companies) I would suggest completing a full communication plan at the beginning of your project. Identifying key stakeholders, as well as heads of various departments to ensure everyone in the company is aware of a new product launch.

@Grace Duffy, @Duke Okes , @Steven Prevette , @Andre Kleyner - Any suggestions? thanks

Trish

Duke Okes
234 Posts

They may not know at the beginning of a project which processes will be impacted. However, they should identify this as part of a risk assessment conducted at the beginning and revised during the project.

And you may have to use a forcing function. Rather than have them list which processes will be impacted, give them a list of processes and have them mark each as Yes or No, or perhaps the degree (High, Medium, Low) to which it will be impacted.

I can definitely say as an enduser of data, I would always get adversely surprised when the IT or owners of the database decided to “improve” it without telling all stakeholders.

So, for what the project is impacting, not only check out the physical things that the project could affect, but also the personnel, both within the organization and without (including customers. “Rapid Prototyping” also helps, which you can show the affected people a prototype to see how they feel about it before full rollout.

The Plan - Do - Study - Act cycle can help also. Consider that the “Do” portion was to roll out a small portion of the project as a trial, and then see how that should influence the full rollout.

Thank you @Duke Okes . I love this as part of the Risk Assessment. That was my original suggestion but I wanted to be open to more. I like the list of processes as well - that may help reinforce the initial risk assessment

@Steven Prevette - Yes, we have been burned in the past. I like the idea of monitoring during the pilot/trial. Thank you