Building a good management system doesn’t have to be hard or confusing. The easier it is, the more likely your team will actually use it. If a system is too complicated, people may just ignore it and do things their own way, which could cause problems down the line.
I’ve seen this happen a lot, both in my job and in the classes I teach. We even have this issue at Auditor Training Online. We use a tool called Asana to keep track of our projects and daily tasks. When we first start a new project in Asana, it’s easy to go overboard. We sometimes add too many little tasks, which makes things confusing for everyone.
Over time, we’ve learned three main steps to make our system better:
- Build it: Whether it’s a project in Asana or some other system, the first step is to just build it and get it done.
- Use it: The only way to find out if it works is to actually use it.
- Streamline it: Once you know what’s needed and what’s not, you can start making it simpler and more efficient.
The important thing is not to worry too much about making it perfect from the start. Build the best system you can with input from your team, and then start using it. Get feedback from everyone involved and make improvements over time.
Just this week, our Training & Assessment Coordinator, Kelly was super excited to share her ideas on how to make our video project board better. This goes to show that over time, as you learn more and as tools like Asana get updated, you can keep making your system better and simpler.
So, as you navigate the complexities of building and refining your management systems, remember that simplicity isn’t just about cutting corners or doing less. It’s about focusing on what really matters and clearing away the clutter. It may take some hard work upfront to distil your processes down to their most essential elements, but the rewards are worth it. A streamlined, easy-to-use system not only fosters conformance but empowers your team to achieve greater things together.
Simplifying business systems can be compared to decluttering a messy room. Just as decluttering involves removing unnecessary items and reorganizing the remaining ones to create a cleaner and more efficient space, simplifying business systems involves eliminating unnecessary processes and streamlining the remaining ones to create a more productive and effective organization. In both cases, the result is a more streamlined and functional system that allows for greater focus and clarity.
According to Boston Consulting Group partners Yves Morieux and Peter Tollman’s Complexity Index, business complexity has increased sixfold during the past 60 years. And, all the while, organizational complicatedness that is, the number of structures, processes, committees, decision-making forums, and systems has increased by a whopping factor of thirty-five.
In their book Six Simple Rules: How to Manage Complexity without Getting Complicated, the authors Yves Morieus and Peter Tollman break it down into 6 Simple Rules:
- Understand what your employees actually do
- Find your Fighters/Integrators
- Give more people more power
- Foster cooperation by having fewer resources
- Make sure your employees use their own systems and manage any consequences
- Don’t punish failure – punish the failure to cooperate
The 5-Step Cycle for Effective System Management
1. Collect Feedback
The cycle starts with the “Collect Feedback” component. This is a crucial first step, as feedback from team members, customers, and other stakeholders can provide invaluable insights into what’s working and what needs improvement. It sets the stage for the next component by identifying areas that need attention in your management system.
2. Initial Setup of the System
Based on the feedback collected, the “Initial Setup of the System” phase involves building the management system. Here, you aim to incorporate all essential elements needed for effective operation. However, it’s important not to over-complicate things; the simpler the system, the more likely it is to be used. The outcome of this phase is a working prototype of your management system, ready for practical application.
3. Practical Application
The next component is “Practical Application,” where the system is put to the test in real-world scenarios. This is where you can see if the initial setup meets the needs and expectations set during the feedback and setup phases. The system should be fully operational at this stage, with all team members actively using it.
4. Real-World Insights
After the system has been put into practical application, you move to the “Real-World Insights” component. Here, you collect data and observations from the actual use of the system. This could involve tracking metrics, noting any bottlenecks or inefficiencies, and gathering further feedback from users. These insights are critical for the next phase, where refinement takes place.
5. Refinement and Improvement
The final component of the cycle is “Refinement and Improvement.” Based on the real-world insights gathered, the system is tweaked and optimized for better performance. Unnecessary elements may be removed, and beneficial features may be enhanced. The goal is to create a streamlined, efficient management system that meets the needs of all stakeholders.
The cycle then loops back to the “Collect Feedback” stage, making the process iterative and focused on continual improvement.
This article first appeared on ATOL‘s Lead The Standard newsletter and is published here with permission.