One of the best ways to make sure your daily operating system is in good order is to conduct a workflow brainstorming session with all—or at least most—of your employees. The session uses classic creative brainstorming techniques.
- Convene the group for a 4-5 hour session.
- Have a leader who facilitates the meeting.
- Use large, 3-M Post-it tablets and markers.
- Everyone participates.
- There are no bad ideas, so no hurt feelings, just lots of suggestions.
When the group assembles, ask them to take you through the agency’s daily operating system, step-by-step. For example:
“Step 1 – a new job comes into the agency. It is opened on the system and assigned a number.
"Step 2 – The AE or project manager provides a detailed input sheet or creative brief….” etc.
Do this for all the steps in the daily workflow system. Record each step, using the markers and Post-it tablets.
Put the Post-it sheets up on the wall in the order of your workflow steps. At the end of the session, you will have your agency’s new, agreed-upon, daily operating system. Everything will have been considered, debated and a consensus will have been achieved.
Why should your agency do this?
- It puts forth a more efficient, effective, step-by-step process than the “sort of” process you are using today.
- It ferrets out the problems in your present system.
- It ensures a more usable daily system—everyone participates, everyone agrees.
- It serves as a way to make sure people are doing the right thing each day and are being as productive as possible.
- Finally, it enables you to have a better picture of agency profitability at any given moment. By stressing that time sheets will be turned in on time, and PO’s will be issued to outside vendors, you’ll post miscellaneous charges quickly so you may bill faster and more accurately.
PLEASE CONSIDER DOING THIS AT YOUR AGENCY.
Perhaps the brainstorming session would work better if held in the evening. Provide dinner and babysitting. The meeting may be more leisurely and people more relaxed. Or, take everyone off site for a morning, when everyone is fresh and caffeinated.
Agencies seem to be busier these days. Improving workflow and simplifying processes will help you think your way to maximum efficiency.
