There is no way to make a comprehensive list of where you can find savings. But our experience has shown there are a lot of common sources of waste in the modern organisation.
The key element to identifying it though, is to generate a master activity list and process maps for significant activities that cover the complete process from end-to-end. Without those you can’t see the problems and you can’t judge if they are problems at all.
Below is a general list of some of the productivity-killers we’ve found.
Oh, and there’ll be more after every project we do!
|Paper filing parallel to IT systems||Rekeying from one system to another|
|Duplication: Same data 2 places||Duplication: Different people do same thing|
|Time spent queueing||Senior staff doing low-level work|
|Shadow IT systems (Excel-ERP common)||No data validation on entry|
|System truncates necessary data||100% checking when no errors|
|Excessive number of signoffs||Historic steps “We’ve always done that”|
|Shadow records to protect v Head Office||Different benchmark times same activity|
|Excess backup systems||Unused reports|
|Processing backlogs||Supervisors not supervising|
|No work allocation & followup||Data loss and time searching|
|Parallel processing across agencies||Unused IT/electronic workflows|
|Data in databases not used/known||Backlog that isn’t (actually done elsewhere)|
|Data loss leading to rework||Single person bottlenecks|
|Uneven workflows/workloads||Manual workarounds|
|Excessive phone queries/emails||No IT Benefit Realisation in processes|
|Failure to batch||Benefits of centralising common tasks|
|Absence of call answers/email replies||Unclear accountabilities (RACI matrix)|
|Same data into different forms||No access to system information|
|Failure to use database/interfaces||Diffuse responsibility-need single point of contact|
|Role design – inappropriate mix of tasks||Poor system screen design|
|No SOPs or performance standards||No clear contract/SLA with outsource providers|
|Insufficient use of specialist outsourcing||Staff not trained for roles|