How to build operating procedures business in the digital era

The same Lac Viet Computing track details to understand the process, operating what are the 5 stages of construction and the model – effective solution for business today.

1. Business difficulties in the operation of

Many businesses today have not yet built the system operation process, quality, or has the process but not yet standardized, yet the application is technology into the process leads to many consequences, bad in operations management.

Here is the problem that virtually any business will also undergo as if applying the operation to traditional.

1.1've built a process to operate effectively

• Not yet built the workflow, unity or already have processes, but has not yet been optimized which leads to waste time or resources operating process.
• No regulation on the coordination of work between departments leads to delays, errors, blame each other when the parts work together.
• Not yet built the index and not have the tools to measure performance – the performance of the individual parts, don't judge the effectiveness of the entire process of operating the business.
• Do not have specific data about the activities led to the decisions about the use of human resource, financial, materials and irrational, wasteful.

1.2 quality Management, product – service has not tight

Process quality control, not tight, not detected is the error soon, the quality of the product/service is not stable, does not meet the requirements of customers, resulting in lost customers and affect the credibility of the business.

This is considered one of the big problems many businesses headache to find ways to overcome, the question arises is how to control the quality of products/services? How to staff to ensure compliance with the regulations and standards of the industry?

1.3 operations with many tools discrete hasn consistency

Besides the business operated tradition, it also has many business start technology application in administration activities, however, businesses that use a lot of software of many different developers. Another problem that arises is that the system can't be integrated with each other which causes difficulties in the management of data, share information, analyze data to make decisions administrator.

The big problem is mentioned is very much business experience with every different scale, the business, the larger the problem, operate the machine as limited, lumbering. Therefore, quickly building workflow efficiency – standardization activity is important, businesses need to implement in the current period.

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2. Why need to establish operating procedures number for business?

Process played a key role in ensuring the efficiency of business operations. The construction of operating procedures standardization brings many important benefits, including:

2.1 Ensure continuity of business operations

A clear process to help businesses maintain continuous operation, without interruption due to lack of instructions or changes. When there is a specific process, the parts can easily coordinate with each other, replacing personnel, if necessary, that do not affect the progress or quality of work.

Especially important in these areas requires uniformity, high accuracy, such as production, logistics or customer service.

2.2 restrictions flaws, risks at the lowest level

The steps are standardized to help reduce confusion, mistakes due to human or system, at the same time ensure that all activities comply with standards given. This also helps business easy to control, detect problems arise promptly, from which minimize risk in the long term.

2.3 increase the performance of operations

Operates effectively help optimize resources, including manpower and resources. The steps in the process are scientific institutions, limiting the maximum waiting time, excess or waste will help to enhance the productivity of each department, improve the working efficiency of the whole business. Thanks to that, the business not only save costs but also improve the ability to compete on the market.

2.4 Ease of deployment strategies for improvement – develop

Operating procedures play a role as a solid foundation for the business can deploy the strategies for improvement. When a process number is construction, periodic reviews, the business can easily recognize the point of not optimal to adjust continuous improvement. This helps the organization always develop in a positive direction, adapt quickly to the changes in the business environment.

The Lac Viet learn details about how the operation of a business such as how the relevant information about the process of how the models applicable in the section below.

3. Operating procedures business is what?

Operating procedures is the set of steps, stages and the action is designed, organized a scientific way to ensure the operation of the business to run smoothly, have the system in order to achieve the business goals. This process includes the specific work to be performed by the different parts of the business from production, distribution management, to customer care. All activities must be closely linked, coordination to limit the errors, waste removal to optimize efficiency across the enterprise.

A complete procedure will cover the steps sequentially, in which each step plays a specific role from the inception stage to completion and handover to the customer. These steps not only related to the production process, which also includes the planning, deployment of resources (human, financial, technology), performance reviews, to ensure that all activities are standards.

Specific operating procedures business is divided into main groups as follows:

• The planning process: include identifying objectives, the formulation of development strategy, allocate resources appropriately. A good plan helps orientation for all activities, ensure the steps are towards the common goal.
• Implementation process: This is the stage of implementation steps specific job, from the production of goods, supply of services, to manage the operations internally. In this process, all staff and related parts will contribute to the implementation of the tasks assigned, to ensure the progress and quality.
• Process monitoring and control: continuous Monitoring is essential to ensure that operating procedures are being implemented according to the plan, the standard was proposed. Tools management system business helps track progress, detect promptly solve the errors or incidents arising. Help business risk control to ensure that all activities take place effectively.
• Review process improvement: After completing the mission, enterprises need to re-evaluate the entire process to determine the strengths, weaknesses, from which the tuning improvements to the business not stop finishing grow, adapt to the changes in the business environment.

During the commissioning, operation process can be flexibly modified to meet the new requirements from the market or customer. Depending on the type of business, the scale to adjust to suit the characteristics of each business, but always adhere to the core principles are efficiency, coordination and transparency.

In addition to understand the concept of how processes operate business, leadership or governance improvements should also learn more about the method of application to increase efficiency, such as:

• Method of Lean Management: refers to the focus to eliminate waste to increase value for customer. Principles make clear the operation does not create value helps to optimize processes to increase efficiency.
• Six Sigma methodology is a method of quality management based on the measurement, improve the process through reducing flaws. The phases of Six Sigma (DMAIC), including problem identification, goal >>> collect measurement data, current state >>> analysis root cause of the problem >>> deploy the solution improvement >>> maintaining control, the improvements were made.
• Method of continuous improvement Kaizen is a method focused on improving every aspect of the business from production process to the hr manager. Implement Kaizen means business will make small improvements, continuous non-stop with the participation of the entire staff.
• Method BSC (Balanced Scorecard) is the way in strategic management measure operational efficiency through four aspects: financial, customer, internal process, learning – development.

4. Build process operated business with 5-stage deployment

5 stages of construction process operated business

• Phase 1: Design – design process
• Stage 2: Modelling – modeling process
• Phase 3: Execution – deployment process
• Phase 4: Monitoring – monitoring, evaluation process
• Stage 5: Optimization – tuning, optimal process

Phase 1: Design – design process

The first stage in the construction process commissioning is the process design, this is the platform to form the entire structure of business operations. In this stage, the business should clearly define the objectives, requirements and steps needed to achieve the highest efficiency.

The main steps in the design phase include:

• Identify core activities: Businesses need to analyze in detail the main activities in the process, from imported materials, production to delivery, customer service.
• Division of tasks and roles: At each step of the process, need to clearly define who is responsible, it should use, and what resources and outputs what is desire.
• Identify the inputs and outputs: inputs, including raw materials, information, data necessary to perform the procedure. The output is the final result of the process, could be products, services, or reporting.
• Ensure flexibility: process design must have flexibility to adapt to the change of the business environment or the needs of the customer.

The result of this stage is a clear description of the process, from which a business can deploy into the next stage.

Stage 2: Modelling – modeling process

After you have the design of the process, the business will conduct modeling process. This is stage show visually the steps, the relationship between the steps together, which helps businesses recognize the process in a comprehensive way without logic.

The steps in stage modeling process include:

• Model-building process under the form of diagrams: Use intuitive tools like flow diagram (flowchart), model BPMN (Business Process Model and Notation), or specialized software such as Microsoft Visio, Onebillion to performing the process.
• Determine the flow of information and resources: process Model must clearly indicate the flow of information, materials and the flow of resources from input to output.
• Consider the point of intersection between the parts: process typically involves multiple departments, so you need to clearly describe the intersections between the parts to avoid duplicate or broken in the process.

Phase modeling help stakeholders visualize more clearly about how the operation process and guarantee the feasibility before implementation.

Phase 3: Execution – deployment process

The next stage is to deploy the process. This is the stage executable process steps according to the design and modeling were completed. Operating procedures are applied in actual operations of the business, each department will begin performing his duties according to the instructions.

The main steps in the implementation phase include:

• Staff training: Ensure that all related personnel are trained on the new process, understand the steps, his role and the manner of using the support tool.
• Resource allocation: Provide essential resources, such as resources, technology, finance, infrastructure to perform the process.
• Perform testing procedure: In some cases, the process can be deployed on a trial on a small scale before applying widely to assess the feasibility or detect the potential problems.
• Monitoring of implementation: monitor the process of implementation process to ensure the steps going exactly as planned and meet the standards outlined.

Phase 4: Monitoring – monitoring, evaluation process

After the process is deployed, the monitoring and evaluation is extremely important to ensure that processes are operating effectively bring the desired result. This stage helps enterprises detect flaws or points is not reasonable in the process to make timely adjustments.

The main steps in this stage include:

• Use the index measurement (KPIs): Businesses need to set the index performance measurement indicators (KPIs) for each step in the process, including productivity, execution time, cost, quality output.
• Collects data analysis: Using the monitoring tools software business management to collect data from the actual operation, then analyzed to assess the level of efficiency of the process.
• Feedback from the department: listen to feedback from the employee direct participation in the process, from where it can more holistic view of performance and operability of the process.
• Comparison with the standard: collate results achieved with the objectives and standards to determine whether the process is satisfactory or not.

This stage helps business to quickly detect weak points to make timely adjustments to optimize operational efficiency.

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Stage 5: Optimization – tuning, optimal process

The final stage in the construction process, the process operation is adjusted and optimized processes. This is the stage business to improve the steps in the process to enhance performance and minimize waste, errors. Optimization is continuous process, which helps businesses improve the quality of activities, adaptable to the changes in the business environment.

The main steps in the stage of optimization include:

• Analyze and remove the blockage points: Identify the steps in the process, wasting time, resources or cause errors, then take out the solution to fix this issue.
• Integrated new technology: The application of modern technology, such as software production managementautomation, artificial intelligence (AI) to optimize the process, help to increase the processing speed, reduce the cost.
• Optimized work flow and resources: rearrange the steps in the process so that reasonable, from which optimized the work flow, avoid repeated or waste of resources.
• Adjust according to feedback: Based on the feedback from the stage monitor and evaluate, businesses need to constantly adjust the process to fit reality to achieve higher performance.

The process optimization not only help business save cost, improve productivity, but also create a versatile, ready for the development of scaling in the future.

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5. Important pillar in all operational processes business

5.1 business process, work

The process is the backbone of the system operated business that helps synchronize the operations work consistently from which ensure that every task is done in the right sequence and in the right way. A clear process helps to reduce errors, improve work performance. Standardized processes not only increase efficiency but also to help businesses easily detect and fix the weak points in the system.

5.2 human Resources

Human resource is the most important asset of any business. Our staff will be those who directly carry the business processes in the enterprise. Please ensure that each employee is fully trained skills, responsibility, role required to perform the task. A team of qualified staff, unity will help the enterprise operate smoothly with high efficiency. Coordination between departments to help increase labor productivity, create a work environment positive.

5.3 infrastructure, information, equipment

This is the factor as machinery, equipment, facilities, infrastructure, information, ... invest in these pillars help businesses have a solid foundation to grow, ensure the stability during operation. Please make sure that the business has enough physical condition to operate continuously, expand when needed.

5.4 System management software

System management software, such as ERP (Enterprise Resource Planning), which helps businesses manage the entire process and activities in an effective way. Technology management help Business process automationprovide master data accurate business operations to support management and monitoring continuous improvement processes, minimize errors, and enhance performance, work promptly to support the decision-making process of business leaders.

6. 2 Models operate business effectively bring highlights

6.1 Model business automation BPA

BPA is the model used technology to automate business processes, reduce the interference of human optimize operational efficiency.

Basic principles

• Use technology to automate tasks repeated time-consuming.
• Integrated system software and other databases to create a process of continuous work system....
• Use tools to analyze data to effectively monitor, detect problems in the process.

Benefits

• Automation helps to reduce time and effort for the manual work thereby improving the productivity.
• Minimize errors due to human causes, improve the accuracy and quality of work.
• Reduce operating costs by eliminating unnecessary tasks.

Examples of models BPA

The optimal solutions automation business operation LV-DX Dynamic Workflow from Vietnam. Help businesses increase operational efficiency numbers, simplify the process of converting numbers.

6.2 Model WFA (Work from anywhere)

WFA is the model of flexible working, allowing employees to work from anywhere, not restricted by fixed location, such as office. This is a step forward from the model to work remotely (remote work) traditional, extended working range to any location with an internet connection.

Basic rules:

• Employees can work from home, coffee shops, co-working space (co-working space), or anywhere they feel comfortable.
• Use technology to connect as video conference, chat applications, software project management, to ensure the interaction between the team members.
• Use security measures such as VPN, data encryption and multi-factor authentication to protect data information of business.

Benefits:

• Employees can manage working time more flexible, thereby improving the balance between work and personal life.
• Environment flexible working helps employees feel more comfortable, thereby improving productivity and satisfaction.
• Businesses can recruit talent from all over the world, not limited by geography.
• Minimize the expenses related to the office, utilities, facilities.

Hope the information about operating procedures as well as the methods, tools related support will help construction business is operational processes, standardize, optimize costs and improve performance sustainable.

CONTACT INFORMATION:

• Lac Viet Computing Corporation
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