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What do you do if your process design deadlines are unrealistic and expectations are unmanageable?

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Process design is a skill that involves creating and improving workflows, systems, and procedures to achieve specific goals and outcomes. It can be challenging and rewarding, but also stressful and demanding, especially when you have unrealistic deadlines and unmanageable expectations from your clients, managers, or stakeholders. How do you cope with this situation and deliver quality results without compromising your sanity and well-being? Here are some tips to help you navigate the process design landscape when the pressure is high and the time is low.

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Jennifer Mascioli-Tudor, MBA, CQA

Founder @ JMT Compliance Consulting ◆ MedTech Executive (Quality, RA, PMO) ◆ Fractional CQRO ◆ MedTech Advisor ◆ Mentor…

1 Assess the situation

The first step is to assess the situation and understand the scope, requirements, and constraints of the project. What are the objectives, deliverables, and milestones? What are the resources, tools, and methods available? What are the risks, assumptions, and dependencies? How flexible or rigid are the deadlines and expectations? How clear or vague are the communication and feedback channels? By answering these questions, you can gain a realistic picture of the project and identify the gaps, issues, and challenges that need to be addressed.

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Jennifer Mascioli-Tudor, MBA, CQA

Founder @ JMT Compliance Consulting ◆ MedTech Executive (Quality, RA, PMO) ◆ Fractional CQRO ◆ MedTech Advisor ◆ Mentor ◆ Instructor ◆ Connector ◆ Operational Excellence ◆ AI & Digital Health ◆ QMS Architect
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Assessing the situation and ensuring team alignment early on the scope of work, timing, milestones, etc. is critical. This information is then translated into a Design and Development plan which is a living document that is revisited and revised frequently throughout the Design and Development phase.

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Carmen Rentero Pedrosa

Dise?o y desarollo de productos cerámicos+ Análisis y control de materias primas+ Control de producción en línea: prensas, esmaltadora, hornos, rectificado, pulido y packaging+Evaluación y control de producto terminado.
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Pasos a seguir: -Establezca una comunicación abierta con las partes interesadas para que comprendan los objetivos y las restricciones del proyecto. - Identifique las tareas críticas y priorícelas. Enfóquese en lo esencial y deje de lado las tareas menos importantes. - Si los plazos son inalcanzables, negocie con los interesados. Explique las limitaciones y busque soluciones realistas. -Evalúe si los recursos son suficientes. Si no lo son, reasigne personal o busque recursos adicionales. -Divida el proyecto en fases peque?as y realice revisiones periódicas. Ajuste según sea necesario. -Identifique los riesgos y planifique respuestas. Un plan de contingencia puede ayudar a manejar situaciones imprevistas. -Aplique lecciones aprendidas.

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2 Negotiate and prioritize

The next step is to negotiate and prioritize the project elements with your clients, managers, or stakeholders. This is where you can use your process design skills to propose solutions, alternatives, and trade-offs that can balance the quality, scope, time, and cost of the project. You can also explain the rationale, benefits, and implications of your suggestions and show how they align with the goals and outcomes of the project. By doing this, you can build trust, rapport, and understanding with your project partners and establish realistic and manageable deadlines and expectations.

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Carmen Rentero Pedrosa

Dise?o y desarollo de productos cerámicos+ Análisis y control de materias primas+ Control de producción en línea: prensas, esmaltadora, hornos, rectificado, pulido y packaging+Evaluación y control de producto terminado.
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Los pasos a seguir podrían ser: -Definición del proyecto: Comprender objetivos, entregables y hitos. -Evaluación y alcance: Analizar recursos, riesgos y suposiciones. -Negociación y priorización: Comunicarse con partes interesadas. -Planificación detallada: Crear un flujo de trabajo estructurado. -Ejecución y seguimiento: Supervisar el progreso. -Comunicación continua: Mantener informadas a las partes interesadas.

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3 Plan and execute

The third step is to plan and execute the project according to the agreed deadlines and expectations. This is where you can use your process design skills to create and follow a detailed and structured workflow that outlines the tasks, roles, responsibilities, and timelines of the project. You can also use tools and methods such as process maps, diagrams, charts, checklists, templates, and software to organize, document, and monitor the project progress and performance. By doing this, you can ensure efficiency, consistency, and quality in your process design work.

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Jennifer Mascioli-Tudor, MBA, CQA

Founder @ JMT Compliance Consulting ◆ MedTech Executive (Quality, RA, PMO) ◆ Fractional CQRO ◆ MedTech Advisor ◆ Mentor ◆ Instructor ◆ Connector ◆ Operational Excellence ◆ AI & Digital Health ◆ QMS Architect
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One of the most critical phases in Design Control is the Design Planning phase where spending significant time upfront developing and aligning around the initial Product Development Plan with a cross functional team is key. This is a living document, so it is expected to undergo multiple revisions, however, if the team is formed early, roles and responsibilities are clearly defined, inputs/outputs are clearly defined and management is kept in the loop regarding assumptions/long lead items and risks, this can significantly de-risk issues throughout the lifecycle of the development process.

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4 Communicate and collaborate

The fourth step is to communicate and collaborate with your clients, managers, stakeholders, and team members throughout the project. This is where you can use your process design skills to share information, updates, feedback, and insights that can enhance the project results and relationships. You can also use channels and platforms such as emails, calls, meetings, reports, presentations, and dashboards to communicate and collaborate effectively and efficiently. By doing this, you can avoid misunderstandings, conflicts, and errors in your process design work.

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5 Learn and improve

The fifth step is to learn and improve from your process design experience. This is where you can use your process design skills to evaluate and reflect on the project outcomes, challenges, and lessons. You can also use tools and methods such as surveys, interviews, reviews, audits, and metrics to measure and analyze the project impact and satisfaction. By doing this, you can identify the strengths, weaknesses, opportunities, and threats of your process design work and apply the best practices, feedback, and recommendations for future projects.

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6 Take care of yourself

The sixth and final step is to take care of yourself and your well-being. Process design can be stressful and demanding, especially when you have unrealistic deadlines and unmanageable expectations. Therefore, it is important to practice self-care and maintain your physical, mental, and emotional health. You can do this by setting boundaries, managing your time, delegating tasks, asking for help, taking breaks, celebrating achievements, and seeking support. By doing this, you can prevent burnout, fatigue, and frustration in your process design work.

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Carmen Rentero Pedrosa

Dise?o y desarollo de productos cerámicos+ Análisis y control de materias primas+ Control de producción en línea: prensas, esmaltadora, hornos, rectificado, pulido y packaging+Evaluación y control de producto terminado.
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-Aprender a decir “no” cuando sea necesario. No te sobrecargues con más trabajo del que puedes manejar. -Evitar llevar trabajo a casa o trabajar en exceso. -Utiliza técnicas de gestión del tiempo, como el método Pomodoro. -Prioriza las tareas según su urgencia e importancia. -No tienes que hacerlo todo tú mismo. Delega tareas a colegas o colaboradores competentes. -No tengas miedo de buscar orientación o consejo. -Programa pausas durante el día para recargar energías. Levántate, estira las piernas y descansa la mente. -Reconoce tus éxitos, incluso los peque?os. Celebra tus avances y logros personales. -Mantén una alimentación equilibrada y haz ejercicio regularmente.

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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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What do you do if your process design deadlines are unrealistic and expectations are unmanageable?

1

2

3

4

5

6

7

1 Assess the situation

2 Negotiate and prioritize

3 Plan and execute

4 Communicate and collaborate

5 Learn and improve

6 Take care of yourself

7 Here’s what else to consider

Process Design

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What do you do if your process design deadlines are unrealistic and expectations are unmanageable?

1

2

3

4

5

6

7

1 Assess the situation

2 Negotiate and prioritize

3 Plan and execute

4 Communicate and collaborate

5 Learn and improve

6 Take care of yourself

7 Here’s what else to consider

Process Design

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