How to Streamline Your Workflows for Efficiency

Today, we are kicking off a three-part series on the “Three Ps” of affordable housing: Processes, Policies, and People.??

These three elements are the backbone of any organization, each playing a crucial role in its success. Together, they form the foundation of an organization, shaping its identity, performance, and ultimately, its success. If your agency is out of sync in any of these areas, it will have a significant and negative impact on the health and flow of your PHA.??

Today is part one where we are going to dig deep into the wonderful world of processes which is all about streamlining workflows for efficiency and success.??

If you've ever felt like you're drowning in a sea of tasks or spending more time juggling processes than getting things done, this blog is for you. We're going to explore how to whip those workflows into shape and help you work smarter not harder.?

Process Analysis: Finding the Lay of the Land?

You need to start by mapping out your workflows as they stand.??

Gather key staff involved in your various processes from different departments and use flowcharts or process mapping tools to visually represent each workflow. Break down processes into individual steps, starting from the initial request or action and ending with the desired outcome. You also need to identify who is responsible for each step in the process and then document the tools, systems, and resources used at each step of the process.?

Once your processes are clearly defined, take time to analyze each workflow to identify areas where processes slow down or become inefficient.??

Key areas to look at:?

• Manual Data Entry: Are your staff spending a significant amount of their time on manual data entry? This can be a slow process and increase the risk of errors which then results in the need for corrections, further impacting efficiency.??

• Approval Processes: Lengthy approval processes, especially if they require multiple levels of review, can cause delays. Multiple touchpoints and several rounds of edits slow down approval and completion.??

• Communication Breakdowns: Inefficient communication channels or lack of clarity in communication can lead to misunderstandings and errors. Make it a policy to overcommunicate. Don’t leave anything to assumption, on either end. Always be concise and clear and ask for confirmation of anything you are unsure of.??

• Handoffs: How often do your processes require to be handed off to another team member or department? When one team hands off work to another, there is inevitably extra time that is needed to absorb the task into their workload, complete it, and then get the needed approval. Pairing this with the broken-down communication mentioned above can add even more confusion and delay if expectations or the task is not clearly defined or if there are gaps in communication.?

• Lack of Automation: Processes that rely heavily on manual tasks can be slow and error prone. Automating repetitive tasks can significantly improve efficiency.?

• Limited Resources: Limited resources, such as staffing, outdated equipment and software can create bottlenecks if not properly managed.??

Prioritizing Areas for Improvement

Once you've identified the bottlenecks and inefficiencies your PHA is struggling with, we suggest you prioritize them based on their impact on your operations. Focus on high-impact areas that can be addressed with relatively low effort first.??

Whatever changes you make or solutions you find, you’ll want to test them on a smaller scale before rolling them out organization-wide to identify and address any unforeseen issues that might arise. Once a solution is implemented, make sure to monitor the impact and adjust as needed.?

Process Improvement Strategies: Making Workflows Lean and Mean?

Now that we know where the potholes are, it's time to smooth out the road. This part of the strategy is all about removing what is not necessary and maximizing value.?

?Think of this as decluttering your workflows.??

Automation, digitization, and technology integration are going to be your trusty sidekicks in this quest for efficiency.? From project management systems to fancy CRM software, technology is your best friend when it comes to streamlining workflows.?

Automation

Identify tasks that are repetitive and time-consuming, such as data entry, generating reports, or sending routine notifications and then find automation tools or software solutions to streamline these tasks. For example, using workflow automation software can save your teams tons of valuable time and effort while also reducing errors.??

Digitization?

It’s time to move away from paper-based systems by digitizing documents and records. This includes everything from tenant applications and verification documents to inspection reports, and financial records.?

Utilizing document management systems or electronic filing systems to store and manage digital documents securely also comes with the added benefit of convenience. Digital records are easily searchable, reducing the time spent searching for information and minimizing the risk of lost or misplaced documents.?

Integration of Systems and Platforms:?

Integrate your PHA’s different software systems and platforms to ensure seamless data flow and reduce the risk of duplicate documents and effort.?

For example, automation tools can be used to schedule reminders for annual reexaminations, track analytics, and even automate immediate email responses. This not only saves time but also ensures consistency across communication channels.?

Technology really is a beautiful thing!?

Monitoring and Continuous Improvement: Keeping the Wheels Turning?

But wait, we're not done yet! Once you've implemented those shiny new workflows, it's time to keep an eye on things. Establishing Key Performance Indicators (KPIs) is like setting up checkpoints along the way. You want to know if you're heading in the right direction, right? KPIs give you that roadmap to success.?

Common KPIs for workflow efficiency include the time it takes to complete a task, the number of tasks completed in each period, and error rates. By tracking these metrics, teams can identify areas for improvement and measure the impact of changes made to the workflow.?

And don't forget to regularly review and adapt your processes. Workflows aren't set in stone, they're more like living, breathing things that need care and attention. So, take the time to check in, see what's working, and adjust as needed. It's all about staying agile and adaptable.?