The prospect of getting a company to change a long established process is difficult, especially when that process touches multiple departments. That should not discourage technology solution providers and businesses from having the confidence to make well thought-out ideas happen, even if seemingly idealistic.
Despite excellent planning, some hurdles will take a long time to clear. One or two parts of the plan may need to slip into a later phase. Creating a plan that needs to deviate from the ideal solution in the short term may be disappointing, but could it be the ideal plan in the end?
Using a phased approach is common when implementing big corporate wide applications. ERP implementations come to mind where the initial phase might include rolling out the accounting module then subsequent phases add the CRM module, then the inventory module and so on. With workflow, there might be phased inclusion of departments in the digital process based on integration hurdles.
Think about a new customer onboarding workflow. The workflow may start in the Sales department with the receipt of a signed contract. Then that workflow may travel through the credit department, the accounting department, the compliance department and maybe even the IT department. Throughout the process these departments are contributing to or consuming information from the workflow. Those touch points or interactions become the hurdles.
Are all contributors of information inside the company where adoption of the solution is mandatory? Are all users able to consume information in the same format that they are currently used to? The goal will be to setup the workflow with the anticipation that integrations will be completed and the ideal solution accomplished. However, some aspects may initially need to be more practical then sleek.
Create a scenario where the end result will produce tangible, significant benefits but also have a high degree of probability that it will get implemented. Find ways to make the process achievable today while flexible to convert to the preferred process in a later phase. Make sure the ideal solution is not too idealistic and you will get measurable positive results sooner.
Millennia Group has been providing workflow and document management solutions since 1996. For more information visit www.mgdocs.com or contact us at firstname.lastname@example.org.