Member: Kat
 Name: Katia Dedovic

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August 11, 2011 - Advice and Strategy > Information Technology
How can we map an existing process that evolves each day and is constantly in continuous improvement?

Best practices will lead continuous improvement consultants or business analysts to map “as is” processes in order to clearly identify areas of improvement that will eventually define the “to be” processes. This is the right way to do it… but mapping and documenting processes is an ongoing process that most of organization – even the large ones – cannot afford on a long scale. Often, we need to jump right into the “to be” processes and this is a reality that we cannot ignore.

But what about the gap analysis between the “as is” and “to be” processes that helps define the change management plan? Of course this still need to be done. Gaps in the way the organization runs need to be identified somehow in the process mapping. How can we do it without spending all of our time in mapping existing processes that evolve constantly? My answer: just highlight it inside the target process… but make sure that your process map remains easy to read. You can add layers to it to facilitate its reading.

Many of you, I know, will continue to apply the best practices and map existing processes. It is a good method to work with… if you have the time and/or resources to do it. Otherwise, believe me, just jump inside the new process … it will shortly become the existing process. You will then be able to decide later on in a future project if you want to update the existing process or not…

Why am I so convinced to go forward in the “to be” processes rather than the current ones? Change. Change leads organization to adopt new processes but often the whole change process is not totally complete – and this is normal, it reflects the dynamics of an organization. A legacy of many successful or failed initiatives drives the heartbeat of an organization. You need to understand the target processes that were behind most of these projects and identify why it is not working as planned… and go forward with the new process as initially planned! This is call reverse engineering.


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