Overlap processing work, how? What to do to prevent?

This article Lac Viet Computing will help the business understand overlapping work what iscause deep from where, and most importantly processing solutions prevent. If you are facing the lack of transparency in the work or want to build a platform operated clear, more efficient, then the following content will be practical for the process of reform of internal management.

1. Overlapping what is work?

1.1 Understand how?

Overlapping work is the condition in which two or more hr department together perform a task the same or have the scope of responsibility is duplicate, is not clear. This is a consequence of the assignment of the task is not clear, operating procedures, lack of standardization or lack of tool support coordinator job.

Practical example: In a manufacturing enterprise, the production planning department and Purchasing department are at the same time make the contact with raw material suppliers. Do not have the assignment of specific roles, the same contract is sent out twice cause embarrassment for partners affect the professional image of the business.

This condition not only causes waste of time and cost, but also reduces the effective coordination, create internal conflicts directly affect work performance in general.

Distinguished from the related concept:

• Duplicate tasks: the more people do the same job, but in this cause is mainly due to lack of information, rather than the process wrong.
• Assignment is not clear: related to the job description or just not detailed enough, prompting the assigned't know what to do or where to go.

Meanwhile, the overlapping work status is prolonged, systemic, usually derived from the organizational structure, management models or process coordination between departments.

1.2 identification Signs condition overlapping work

Here are some common signs that business can easily notice when you meet this problem:

• Many of the same handling a task that did not know each other are doing: For example, The Marketing department running a campaign to survey the customer, the CCU also send form similar survey results as the customer is disturbing, fragmented data.
• Role conflicts or disputes responsibility: departments often “push” each other when an incident occurs, no one is clear who is responsible. This is a manifestation of not having defined roles clearly with the process.
• Operation process, no transparency, lack of recognition tasks: Communication communicate mainly by email, chat, internal private notes. When an incident occurs, can't trace who is the person in charge, which leads to slow processing or omissions.
• The rate of duplicate task or errors due to lack of collaboration: According to the survey of Asana in the year 2023, up to 13% of the working time of office workers being wasted for the work is repeated or unnecessary, largely derived from the overlapping roles and lack of system management tasks clearly.
• Lack of tools to coordinate, track work: Business still work management using Excel, email, or tools, discrete, there is no hierarchy of rights, report or warning duplicate tasks.

In summary, overlapping work is not merely the accidentally “overlap” each other, which is indicative of a flaw in business management. The identification of early and have solutions will help enterprises save time, optimize hr contributes to increased efficiency and coordinate internal.

2. Cause work is overlap in the business

The identification of the correct cause to help managers not only “fire” when the incident happened, but also build a management platform for sustainable and active. Here are four common causes.

2.1 organizational structure confusing, teen decentralized clear

One of the root causes leading to overlapping work is to design the organizational structure is not science. When the role between the individual departments are not clearly delimited, very easily happen to the status of “gray zone” – where no one knows who is responsible.

For example, in the business according to the traditional model, the Marketing department and business often have points of intersection in working with clients. If there is not a clear delineation who do, very easy to conflicts in information processing approach customers, even given the message inconsistency.

2.2 workflow not standardized

Even when the organizational structure was built, it processes the lack of standardization is also the “fertile ground” for the overlap.

Many businesses operate in a “who knows, do” not have the job description in detail, no diagram clear process, or just written description, but not be digitized and updated regularly. As a consequence, each department performs work under own way, non-uniform, causing duplicate in the handle or omission of responsibility.

Besides, the lack of system administration work, focus on making managers can't keep track of who is doing what, to where, there is a duplicate or not. When all the work is managed through email, chat group or the Excel sheet manually, the coordination becomes emotional to loss of information.

2.3 Lack of foundation technology support coordinator

In the context of the business activities of increasing complexity – diversity, lack of technological tools to support task management coordinator hr is a weakness of many businesses.

A number of clear expression:

• Communicate via email or direct speech, not systematically recorded.
• No software, track progress, leading to the situation that many people do a job that don't know each other are made.
• There is no warning when there are two people perform the same task, or when the responsibility is duplicate.

This does not only affect performance but also cause psychological lack of trust, decreased motivation work.

2.4 work culture, lack of cooperation, do not share information

A cause is often overlooked, but you may want to consider the “core” is organizational culture does not encourage sharing and collaboration.

In many organizations, hr has the habit of keeping the information for your own or to perform work in the “safe zone”, which led to the others to do the same job without being informed. Culture, “who also do” but “no one is ultimately responsible” makes the organization operating the lack of orientation to meet internal contradictions.

In addition, the lack of connection between the parts makes the process tends to develop discrete, there is no point to communicate general. This not only increases operating costs but also reduce the ability to adapt as organizations expand or re-structure.

In summary, overlapping work is the result of the combination of:

• Design institutions less effective,
• Teen standardized processes,
• No tools, technology support,
• And corporate culture't agree.

A clear identification of these causes is the first step to business progress to a system optimum operation – where each personnel are aware of the roles, responsibilities and ways of effective coordination in the work.

3. Solution treated condition overlapping work in the enterprise

Resolve overlapping work not merely fix a bug in the operation of that business need to re-structure system, optimize processes, enhance the comprehensive performance. Here are four real solutions, can be deployed even with the small and medium enterprises.

3.1 Standardized workflow clear in every position

One of the first important step is to establish clear who does what, where, when. To do that, businesses need to build workflow has transparent structure.

The tool supports recommendations:

• RACI: A model clearly define the role of each individual for each task: Responsible (who performed), Accountable (who is ultimately responsible), Consulted (who consultant), Informed (the informed).
• SIPOC: A process chart to help identify the input – output of each step in the process, help to avoid the many people handle the same stitch.

Examples illustrate the fact: In a marketing campaign, if not applicable model RACI, are easy to staff and content designed to automatically send the product to the customer without the control from the project. With RACI, each person know they need to do, what not to do, making the process seamless and more responsible.

3.2 Use of digital technology and software executive jobs

In the work environment increasingly digitized, the lack of a platform technology center to work, track progress and control role is the leading cause overlapping work.

Solution recommendation:

• Software task management, collaboration, internal (Workplace, Asana, Trello): Helps communicate the mission is clear, there are specific schedule, support, show who is doing what in real time.
• Operating software business process (such as LV DX Dynamic Workflow): System streamlines the entire process, attaching liability under each step, warning if there are overlaps or wrong role.
• BPM (Business Process Management): platform-depth help business modeling, tracking continuous improvement process.

3.3 Re-design the organizational structure in a flexible way

A model organization fit will help the business avoid is the function of the department is overlapping. If the business is using the traditional model by departments static (functional structure), can, consider switching to model more flexible as organized according to the project (project-based) or matrix (matrix structure).

Practical benefits:

• Ensure each project has clear clue.
• Flexible allocation of resources, avoid duplication of functions.
• Enhance the ability to coordinate related departments.

Illustrative example: A technology company to deploy parallel 3 products, software, instead of to the technical – marketing – business activity separate company, organization team according to each product. Thanks to that, all team members are aware of who does what in the project, limiting the maximum status of “trampling each other.”

3.4 Training, team building, collaborative culture transparent

Despite modern technology or process closely, if people don't agree, then overlap still occurs. Therefore, businesses need to invest in training, awareness and skills to coordinate the work for the team.

Solution deployment:

• Organization of the training of internal division and coordination of work.
• Create a space to share information, periodic meetings related departments in order to avoid misunderstanding the task.
• Apply the principle of information transparency clear responsibility in all levels management.

In summary, to handle overlapping work, businesses need to combine between:

• Standardizing processes
• Application technology executive
• Redesign the organizational structure,
• Team building thinking transparent cooperation.

When the solution this business not only solve the current but also building the platform to operate, flexible, effective, and sustainable in the long term.

4. Office solution number LV-DX Collaboration – working platform, focused, remove overlapping work

In the context of the work environment increasingly flexible, multi-channel dispersion, many businesses have difficulty in coordinating information, assign tasks and control the progress of the work. One of the main causes leading to overlapping main work is the lack of a working platform where people can communicate, collaborate, handle the task in a transparent way, have the system.

LV-DX Collaboration is the solution the office of the representative of the company shares Information, Lac Viet is designed to radically solve that problem. This is not merely a system of internal communication, which is the working platform of centralized, fully integrated management functions work, share documents, manage information and support for team collaboration in real time.

Outstanding value of LV-DX Collaboration in handling overlapping work:

• Focus the entire flow of work on a single platform to help all members understand who is doing what, progress to where, limit status do overlap, delivered through multiple channels of discrete, such as email, chat, notes the paper.
• Support communication, coordination in teams, projects or departments to help increase contact information avoid misunderstandings role or omission of responsibility.
• Feature integration task management, calendars, documents, notices and interactive internal help the team work more efficiently without the need to switch through multiple tools.

LV-DX Collaboration is not just a technology solution but also is the foundation supports business transformation ways of operating in the direction of culture – transparency – effective.

Sign up consultant demo free office solution number LV-DX Collaboration from Vietnam to radically solve the overlap in operating business

5. Business need to do to prevent overlapping of work right from the start?

Resolving overlapping work will be more effective if it is prevention from the root instead of just the handle when the incident occurred. This requires business need to change your approach in management from reactive to proactive. Here are three direction practical help construction business, operational platform clear transparent, non-overlapping.

5.1 re-evaluate the whole process, the current structure

Before improvement, business need “screening” the system is there. Let's start from the fundamental questions:

• There are positions which are being assigned the same?
• Have any steps in the process are handled many times not needed?
• The level of coordination between the departments current output stars?

Reviewing this should not make feeling. Businesses can use pattern SIPOC diagram value chain or process analysis roles (RACI) to systematize clear responsibility, the processing flow and the point of communication between the parts.

5.2 deployment strategy “management by role” instead of “admin under the titles”

A common mistake that businesses often assigned jobs based on title, for example: marketing manager do all the work related to media. This approach lead to the overlap between the chief/deputy, or between the employees when there is no regulation definitive about the range.

Instead, it should apply the “administration according to the role” (role-based management), i.e. clearly define the specific role of each process regardless of the what is. An employee can take on the main role in project A, but only play a supporting role in project B.

This approach helps to:

• People know what they must do in each context.
• Avoid “excess commander teen who work”.
• Easy progress control, responsibility to each of the points.

5.3 combination of process – technology – people in management

Prevent overlapping work can't just rely on one factor alone. Businesses need to combine the three pillars follows:

• Clear process: Standardized work flow, mapping step, avoid the grey role.
  Tech support: deploy the operating software as LV DX Dynamic Workflow, LV-DX Collaboration to manage decentralization, coordination of work, progress reports transparency.
  People are thinking partnership: skills Training coordination, generating a culture of shared responsibility and building mechanisms to encourage transparency in internal communication.

When these three elements are synchronized, the business will have an “immune system” sustainable ago overlapping, from which operated more efficiently, reducing hidden costs, increase team productivity.

Overlapping work is not just a flaw in the process that there is a “the drain silent” of enterprise productivity. If recognition fails, timely treatment, this condition can cause the waste of resources, creating internal conflict and undermine the coordination between the parts.

However, this is not a problem there is no solution. With the combination of re-evaluate the current system, define clear roles instead of just based on the titles, especially the application platform technologies such as LV-DX Collaboration, businesses can proactively build an operating system transparent, responsible for effective coordination.