A tool that has been in high demand as of late is one called future state process mapping. As our City grows, some of the processes in place will need to evolve. No longer can we depend on heroic measures to get the job done. Those efforts often lead to inefficiencies and an outcome riddled with errors. Creating a process is not as easy as it sounds and often incorporates other Lean tools in order to render a successful new process. To create an effective future state process map use the following tools in this order: process overview worksheet, brainstorming, and PICK chart.
The process overview worksheet (POW) is a great tool to use with just a few experts of the process. A sponsor will still be needed to approve the new process. However, the POW will outline the current high-level steps and act as a guide as you proceed. The POW also assists in understanding which individuals should be present in building a future state process map. With the POW complete, you should have a good understanding of the process and individuals selected to create a team.
Brainstorming ideas to incorporate into a new future state process map is your next step. Dealer’s choice on either to use quiet brainstorming or out loud brainstorming. The intent is to get as many ideas from the team to make the future process better. The ideas generated are “fixes”, so use phrases to prompt the team to think of ideas; “think of ideas that will reduce errors” or “how can we make the process more efficient.” Once brainstorming is complete, use the PICK chart tool to sort through ideas.
A PICK chart allows a team to judge an idea on the impact it has on the process and the level of effort (often considerations of cost and level of approval). PICK stands for Possible/Implement/Consider/Kiss it Goodbye and is the title for each of the 4 quadrants when drawn. Allow the team to voice their opinion on each of the ideas based on impact and effort. The ideas in the “implement quadrant” are the ones that will help inform the future state process map.
Now, with fresh new ideas to incorporate into your future state process map, you can begin the process. Begin with a trigger, something that tangibly starts the process. Use the high-level process information gathered in the POW to guide the facilitation. Assist the team in incorporating the new ideas along the future state process map until you reach the end of the scope. Create an action plan to implement the new ideas and then implement the new future state process map.