How do you evaluate and select the best workflow change options from multiple alternatives?

First thing I do is nail down the problem and the goal. You’ve got to know what you’re fixing and where you want to end up. For example, we had a bottleneck in our production line—slowed everything down. Our goal? Speed things up without losing quality. Once you know this, you can start looking at different workflow changes. It’s like having a clear map and destination before you start the journey. This clarity helps you compare options and pick the one that really hits the mark. It’s the foundation for making smart, effective decisions.

Before changing your workflow, identify the problem and your goal. What are the pain points? What do you want to achieve? How will you measure success? A clear problem statement and SMART goal will help you focus on the right solutions.

Yes, you need to identify where the gap is and why it requires a change. The goal must also be realistic. It's best to gather as much data as possible about the issue and the goal of a change before you start. Some problems tend to have non-standard solutions.

Define the Problem: Identify current pain points, gaps, or inefficiencies in your workflow. Set Clear Goals: Establish the desired outcomes, benefits, or metrics of the change. Measure Success: Determine how you will measure the success of the change to track progress and effectiveness. Create a SMART Goal: Ensure your goal is Specific, Measurable, Achievable, Relevant, and Time-bound to align with your vision and strategy.

After pinpointing the problem and goal, the next step is to generate and research alternatives. I dive into brainstorming mode, considering all possible options. For instance, when we needed a more efficient software solution, I gathered suggestions from the team, researched the latest tools, and even reached out to industry peers for their insights. It’s all about exploring every avenue. Once you’ve got a list, dig deep—read reviews, check case studies, and see what’s worked for others. The more options you explore, the better equipped you are to find the best fit. It’s all about casting a wide net and doing your homework.

Brainstorm Ideas: Use methods like SWOT analysis, mind mapping, and surveys to generate diverse ideas and perspectives. Research Options: Benchmark against industry standards and similar organizations to identify best practices and innovative solutions. Evaluate Feasibility: Assess each option for practicality, including resource requirements and alignment with current processes. Analyze Costs and Risks: Consider the financial implications and potential risks associated with each option. Assess Impact: Evaluate how each change will affect resources, processes, customers, and stakeholders.

Once I’ve got a solid list of alternatives, it's time to evaluate and compare them. I look at each option's pros and cons, costs, and potential impact. For example, when choosing a new CRM system, I compared user-friendliness, integration capabilities, and pricing. I even set up demos to see them in action. It’s like test-driving a car—you want to make sure it feels right and meets your needs. I also get feedback from the team to see which option they prefer. By carefully weighing each alternative, you can make a more informed and confident decision.

Develop Evaluation Criteria: Establish objective and consistent criteria for assessing each option, such as cost, feasibility, impact, and alignment with goals. Use Evaluation Tools: Decision Matrix: Rank options based on criteria to identify the best fit. Scoring System: Assign scores to options to quantify their effectiveness. Cost-Benefit Analysis: Compare the costs and benefits to determine the most advantageous option. Involve Stakeholders: Engage your team, customers, and stakeholders in the evaluation process to gather diverse feedback and perspectives. Solicit Feedback: Gather input from all relevant parties to ensure buy-in and address potential resistance or conflicts.

Yes, you need to test every change before you apply it to the process on a full scale. I prefer to test a change on a small group of people or individual contributors to see how it affects their workflow and our business goals.

Communication is key. You need to communicate and break down every possible aspect of a change. It's best to create documentation for every new system and process and ensure it is current.

Of course, the work will not be finished once the change is implemented. Everything can go wrong, and I mean every single thing. So, you need to keep an eye at least on the key metrics and have a backup plan.

I would like to add that there is always room for improvement, and as a leader, it's my job to see this and constantly improve processes. It's best to think strategically when your previous plan is implemented and works close to perfection. There are no unsolvable tasks in business, especially if it's an established, profitable company with an extensive budget. So, no matter the complexity of the initial situation, a good leader will find a way to turn things around.