Team member #1 says “We need a process for that.” Practical team member #2 points out “But we need a process for making the process!” This story needs to start somewhere!
A process is a series of actions or steps taken to achieve a particular end. It’s not more complicated than that.
Often, when someone says “we need a process for that” it means the particular end has been achieved, but it has been a painful experience. The good news is that technically speaking there already is a process – the series of steps that were taken to achieve the end the last time. However, the process is most likely unwritten, unrepeatable, unmanageable, and quite FRUSTRATING!
Step 1. Define the end that the process should achieve à la Steven Covey’s famous habit “begin with the end in mind.” The end should be SMART in nature – specific, measurable, etc. “We want to be better” is not a particular end that is SMART in nature because no one will know when it’s finished. (The importance of continuous improvement is a topic for another blog.)
Step 2. Map out the possible ways of getting the desired outcome, including the way it’s already been done. In addition to the actions and steps, include the required people, information, technology, training, and other resources that are needed to achieve the particular end.
Step 3. Pick the best way. Given the circumstances, the best way may not be the fastest, least expensive, most simple, or lowest risk. The best way might not be perfect, but good enough for now.
Step 4. Communicate it. Popular in the project management world, responsibility assignment matrices are used to communicate who is responsible (R), accountable (A), consulted (C), and informed (I). Sometimes this is simplified in name to a RACI matrix.
Step 5. Follow the process. Afterall, a process that is not followed is of no utility.
Do you need a process for that?