How can you improve your team's workflow?

This is the time to dig out implementable improvements from previous workflows that were recorded as lessons learned. Too often, managers simply hand over standard documents to teams without recourse to improvements from previous executions. This becomes a reoccurring problem that hampers efficiency, especially for new teams/members. I was once leading a team of installers working on backend fit-out installations across several cities. After working on just three sites, the installation procedure improved a great deal but the installation manual made available by the project lead was not updated to reflect these changes. Only experienced team members were able to work with the manual without getting stuck or making a big mistake.

Leaders can assess their team's current workflows by using tools like flowcharts, diagrams, or software to map out tasks, roles, responsibilities, and dependencies. They should also solicit feedback from team members and stakeholders to gain insights into potential bottlenecks, gaps, redundancies, or delays. Involving the team in team improvement is crucial to success. It gets the team vested in the solutions and makes them realize that their opinions and feelings matter and are important to the overall success of the team!

The concept of "value stream mapping" or VSM can be a great way to assess the current team workflow. A VSM helps teams figure out where waste is, as it makes work visible and highlights improvement opportunities. VSMs started in manufacturing and have been gaining awareness in other business verticals. Consider adding VSM as a skill in your team leadership toolbox.

You can gain valuable time back by streamlining your team's operations. In the long run, it can also make all of your processes more sustainable - can you imagine sticking with a laborious, slow method for years? Additionally, making the required adjustments doesn't necessitate a total revamp of your present project management procedures.

In my experience using workflow tools and feedback helps me to see where a breakdown or slow-up occurred, is occurring, or might occur. It allows me to go in and tweak it so that things run more efficiently.

In addition to setting SMART goals, it is crucial for leaders to involve the team in evaluating and improving team performance. Including the team in this process not only fosters a sense of ownership and empowerment but also allows for diverse perspectives and insights. Team members are on the front lines of the workflow and can provide valuable feedback on what works well and what can be improved. By actively involving the team in evaluating and improving team performance, leaders can create a collaborative environment that promotes continuous learning, innovation, and overall team effectiveness.

Life becomes much easier when your goals are well defined and well documented. SMART is the best criteria for defining goals. Always do make sure that if you want the best from the team give them a well defined goal. Also make sure to take their inputs and suggestions while defining the goals.

The process of establishing, carrying out, and automating business processes in which tasks, information, and documents are transmitted from one person to another for action by a set of business process management rules is known as a workflow. It transforms materials, information, or services and requires the labor of one or more individuals. Start here, and things should go according to plan!

Defining your workflow goals will help you to see where there are unnecessary steps that may prolong the process or if the process aligns with your vision, mission, and values.

This is critical for any project. Often, we as managers are great at setting goals, but how clear are we on being clear in our expectations? Setting a goal may be to complete a project by the end of a certain month. Without setting the expectations of how to get there, we fail. I'm in favor of a member of the team actually setting those expectations, but then we as managers should be coaching, teaching and mentoring so we all hit our goals.

In addition to the mentioned actions, it is essential for leaders to involve the team and stakeholders in implementing workflow improvements. By including them in the process, leaders can gain valuable input and insights, ensure buy-in and support, and foster a sense of ownership and accountability. Involving the team and stakeholders promotes collaboration, increases the likelihood of successful implementation, and creates a culture of continuous improvement. Their perspectives and expertise can help identify potential challenges, refine proposed changes, and ensure that the implemented improvements align with the needs and expectations of all involved parties.

It will help a lot to digitize this process. Doing this will ensure valuable workflow improvements are available for implementation, sometimes across different project sites/teams.

From the customer standpoint, you want to improve Customer Relationships: The quicker you can move problems through your workflows, the easier for your team to focus on your customers.

In my experience, 'including' the team is a misnomer. The team IS the change agent for workflow adjustments. The best leaders are clueless, empty of solutions in other words (even though some may be in consideration), and facilitate the emergence of them through the team, not their presciptive notions.

The key - COMMUNICATION. If you don't have at least good communication - across the entire organization - nothing will last. A couple of decades ago when I was getting facilitation certification from ADOT (AZ Dept. of Trans.) there were four key elements: COMMUNICATION COMMITMENT INTEGRITY TRUST The more engaged and purposeful the group, the better the short-term results and long-term sustainability. Communication, complete communication in however minute details necessary, capitalizes on the commitment, integrity and trust created by doing so.

Leaders can improve team workflow by effectively communicating the purpose, benefits, and expectations of workflow improvements. Involving team members in planning, execution, and evaluation is crucial. Regular updates, feedback, and recognition foster engagement. Encouraging idea-sharing and creating a culture of collaboration, trust, and accountability is essential. Setting clear goals, respecting individual strengths, and supporting learning and development promote productivity. Utilizing communication tools and holding regular team meetings enhance collaboration and facilitate improved workflow.

Communication is the key to a great team. There has to be an atmosphere of collaboration and respect in the team. Be open with your team members, be a mentor to them, listen to them. If you want to communicate well then you have to be a good listener. Listen to the team members in the team meetings. Zero in on a source of communication with your team.

Another great point! Working collaboratively and communicating effectively will ensure we are reaching our intended goals. This also helps us troubleshoot along the way, especially when there is a roadblock or barrier. Giving our teams a forum to be open and collaborative without criticism is so important.

While communication facilitates the connection between different people with unique specialties and knowledge, collaboration is what allows two or more people to interact together on the same project!

In addition to monitoring and evaluating, it is crucial for leaders to involve the team and stakeholders throughout the process and follow up on results to ensure the expected benefits and value are delivered. Involving the team and stakeholders promotes transparency, collaboration, and accountability. Their perspectives and input are invaluable in assessing the impact and effectiveness of workflow improvements. By actively involving them, leaders can address any challenges or gaps identified during evaluation and make necessary adjustments. Following up on results ensures that the intended benefits are realized and allows for ongoing refinement of the workflow to maximize productivity and performance.

I would usually first begin with workflow analysis and agile, for example. While this and many other steps and tools are undeniably important, I have experienced that a new dimension emerges when we, as team leaders, stop and first connect with own ourselves. It is the first brick of the bridge that leads to the actual channel of genuine empathy. This inner resonance becomes the cornerstone for fostering a team environment of trust. Fear of errors cease to be stumbling communication blocks. The underlying causes of bottlenecks get clearer, and collaborative solutions emerge. Beyond procedures, we begin to embrace the essence of the individuals who drive these processes; and this shift extends beyond the trajectory of workflow enhancements.