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How can you set expectations during the process design phase?

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Process design is the art and science of creating effective and efficient workflows for achieving specific goals. Whether you are designing a new product, service, or system, or improving an existing one, you need to communicate clearly and consistently with your stakeholders, team members, and customers. Setting expectations during the process design phase is crucial for ensuring alignment, collaboration, and satisfaction. In this article, you will learn some tips and best practices for setting expectations during the process design phase.

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Allan Lathrop

Executive Management Consultant- Writer and editor
Marty B.
Helena Sefcovicova

Refresh processes & tools → quality boost ?? ?? | 360° Project Management & Global Implementation | Saved €300k+ in…

1 Define the scope and objectives

The first step in setting expectations is to define the scope and objectives of the process design project. What are you trying to achieve? What are the boundaries and constraints? What are the success criteria and measures? You should document these elements in a project charter or a similar document that outlines the purpose, scope, objectives, deliverables, roles, and responsibilities of the project. You should also share this document with your stakeholders, team members, and customers, and get their feedback and approval. This will help you establish a common understanding and vision for the project.

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Helena Sefcovicova

Refresh processes & tools → quality boost ?? ?? | 360° Project Management & Global Implementation | Saved €300k+ in operating expenses ?? | Tested 400+ enterprise solutions ???
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Talk with the stakeholders to understand their ideal case scenario and work on getting as close as realistically possible. If you have advice or a tested approach on how to approach their ideal scenario more effectively, share it right from the start. Agree what is the "minimum viable product" from their perspective and build on that. Every definition and objective should be set up with the stakeholders' purpose, metric and vision of success in mind. Every stakeholder needs to be heard, but it is the service provider / project manager's job to keep it structured and not deviate from the core needs to endless nice-to-haves.

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2 Communicate the process and timeline

The next step in setting expectations is to communicate the process and timeline of the project. How will you design the process? What methods and tools will you use? What are the key milestones and deadlines? How often and how will you communicate the progress and status? You should create a project plan or a roadmap that shows the steps, activities, tasks, and dependencies of the project. You should also create a communication plan that specifies the frequency, format, channel, and audience of the project communication. You should share these plans with your stakeholders, team members, and customers, and update them regularly. This will help you keep everyone informed and engaged in the project.

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Allan Lathrop

Executive Management Consultant- Writer and editor
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Your three steps are: 1) Have a stakeholder owner (top of management pyramid)2) Stakeholder team ( heads of departement involve in the project); 3) Project Charter created and signed by Owner and team ( Top level financing and timelines defined). No 3 steps equals catastrophic Process Design.

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3 Involve and empower the participants

The third step in setting expectations is to involve and empower the participants of the project. Who are the people who will be affected by or involved in the process design? What are their needs, preferences, and expectations? How can you solicit their input, feedback, and ideas? How can you enable them to contribute and collaborate effectively? You should identify and map the stakeholders, team members, and customers of the project, and understand their roles, interests, and perspectives. You should also create opportunities and mechanisms for them to participate in the process design, such as surveys, interviews, workshops, prototypes, or tests. You should share the results and outcomes of these activities with them, and incorporate their suggestions and recommendations. This will help you build trust and rapport with them, and create a process that meets their needs and expectations.

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Helena Sefcovicova

Refresh processes & tools → quality boost ?? ?? | 360° Project Management & Global Implementation | Saved €300k+ in operating expenses ?? | Tested 400+ enterprise solutions ???
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Involvement = investment Involved participants take pride and ownership in a common achievement. Involved participants become champions of change and help create a positive, open environment for new solutions. Involved participants are also more satisfied and take responsibility in making the change a success. Collaboration and team spirit can make or break a new approach.

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Marty B.
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Listen to all personal and reward them for their participation. This will add value to the business and the employees. Everyone will feel empowered together!

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4 Manage and address the risks and issues

The fourth step in setting expectations is to manage and address the risks and issues that may arise during the project. What are the potential challenges, uncertainties, or problems that may affect the project? How likely and how severe are they? How can you prevent, mitigate, or resolve them? You should conduct a risk analysis or a SWOT analysis to identify and assess the risks and issues of the project. You should also create a risk management plan or a contingency plan that defines the actions, responsibilities, and resources for dealing with them. You should share these plans with your stakeholders, team members, and customers, and report any changes or deviations from the original plans. This will help you anticipate and respond to the risks and issues effectively, and maintain the quality and credibility of the project.

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Marty B.
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Need an open mind mindset to accomplish the understanding and change of any issues or bottlenecks. Fine the root cause and understand the gaps. This will help bulletproof your company on finding issues and resolving them.

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5 Solicit and provide feedback

The fifth step in setting expectations is to solicit and provide feedback throughout the project. How will you measure and evaluate the performance and results of the project? How will you collect and analyze the feedback from the stakeholders, team members, and customers? How will you communicate and implement the feedback? You should define and use the metrics and indicators that reflect the objectives and success criteria of the project. You should also create and use the methods and tools that enable you to gather and process the feedback from the project participants, such as surveys, interviews, reviews, or tests. You should share and discuss the feedback with them, and make the necessary adjustments and improvements based on the feedback. This will help you ensure the relevance and effectiveness of the project, and enhance the satisfaction and loyalty of the project participants.

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6 Celebrate and appreciate the achievements

The sixth and final step in setting expectations is to celebrate and appreciate the achievements of the project. What are the outcomes and benefits of the project? How did you and your project participants perform and contribute? How can you acknowledge and reward the efforts and accomplishments of the project participants? You should document and communicate the results and impacts of the project, and highlight the successes and learnings. You should also express your gratitude and recognition to the stakeholders, team members, and customers who participated in the project, and provide them with incentives or rewards that match their expectations and preferences. You should also celebrate and enjoy the completion of the project, and reflect on the lessons and opportunities for future improvement. This will help you close the project on a positive note, and foster a culture of appreciation and continuous improvement.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Yorbell Mitjans Gutiérrez

Consultor de Procesos| Estratega de Mejora Continua??Mejoro los índices de tu negocio a través de la transformación de procesos con enfoque ágil| + 45 proyectos exitosos?? Optimización| Eficiencia| Eficacia| Calidad| SIG
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Para obtener las expectativas de las partes interesadas se deben tener las siguientes consideraciones: - Realizar un análisis para identificar a las partes interesadas. - Realizar entrevistas y encuestas para recopilar las expectativas de cada parte interesada: necesidades, requisitos, intereses y preocupaciones. - Realizar talleres participativos con representantes de las partes interesadas. Resolver posibles conflictos al inicio del proyecto. - Revisar los contratos, acuerdos, requisitos y regulaciones aplicables; así como los activos de los procesos y los registros de lecciones aprendidas. - Elaborar una Matriz para documentar y clasificar las expectativas de las partes interesadas (clasificando por nivel de importancia). Yorbell

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How can you set expectations during the process design phase?

1

2

3

4

5

6

7

1 Define the scope and objectives

2 Communicate the process and timeline

3 Involve and empower the participants

4 Manage and address the risks and issues

5 Solicit and provide feedback

6 Celebrate and appreciate the achievements

7 Here’s what else to consider

Process Design

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How can you set expectations during the process design phase?

1

2

3

4

5

6

7

1 Define the scope and objectives

2 Communicate the process and timeline

3 Involve and empower the participants

4 Manage and address the risks and issues

5 Solicit and provide feedback

6 Celebrate and appreciate the achievements

7 Here’s what else to consider

Process Design

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感谢您的反馈

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