As we prepare for the imminent rollout of new technologies, it is imperative that we develop a thorough understanding of the existing workflows and processes within the organisation. To achieve this, we need to comprehensively identify the specific activities and tasks undertaken by members of each team. This insight will facilitate precise mapping and ensure that we make informed decisions regarding tool access and configuration.
By understanding who needs access to which tools and how these tools should be configured, we can tailor the technology solutions to better meet the needs of various teams and enhance overall efficiency. This approach not only optimises resources but also supports a smoother transition and integration of new technologies into daily operations.
The Typeform questionnaire
The Typeform questionnaire below is crafted to solicit detailed insights about the most common tasks and activities within the organisation, scrutinising the processes involved and pinpointing potential redundancies. This data will help us delineate the workflows across various teams, allowing us to chart current work practices and establish a groundwork for future enhancements. The information gathered will inform department heads about potential process refinements and identify ways in which technology could augment or streamline existing operations.
Once the Typeform data is collected, you can commence the workflow mapping process. There are multiple approaches to undertake this task, so it's crucial to select a method that best suits your needs, given the extensive nature of the mapping required. This tailored approach will ensure that the mapping is both thorough and effective.
Below are two suggested methods for documenting processes; however, you are welcome to use any approach that suits your needs, provided it captures all essential information.
Example method 1
The following provides an example template for documenting HR processes, offering an outline along with essential steps for various procedures. This results in a workflow table that logs the necessary tools, software, and approvals required for each process.
This approach provides a clear visual representation of a sample recruitment process, delineating each step along with the necessary approvals and tools involved. This method effectively highlights the critical elements and resources required for the process.
It is essential that all workflows are thoroughly mapped for the designated teams. Only after completing all of the initial mapping, proceed to the subsequent step.
Verifying the mapping
Once you have completed the mapping process using the Typeform data, it's imperative to ensure accuracy and completeness. We recommend having each individual review and verify the processes that pertain to them. This involves confirming that the documented workflow accurately represents the steps they undertake to complete each task.
When you note amendments, please update the workflows accordingly and then revert to the individual for confirmation that the amended workflow accurately reflects the required changes.
After individuals have validated the workflows, you should then ask team heads to confirm that no processes are missing. This can be done by providing them with a list of all the mapped processes relevant to their teams for their verification.
Next steps
Once you are confident that all team workflows are comprehensively documented and have received our approval, we can proceed to the next phase. When you believe you are ready to advance to this stage, please inform us.