Lean Technology

Process improvement is critical to reducing inefficiencies and streamlining your business. To some degree this can be achieved through changing a manual process with a more efficient and less complex manual processes. We have seen many examples where such change realises great benefit and cash release is all encompassing.

The introduction of technology is the next evolution. Most organisations see the introduction of technology as complex and expensive, but does it really have to be? ValueAdding.com has for many years promoted Lean Thinking and the concepts of Lean Processes have appeared high on our agenda. So, we believe Lean Technology has a place in helping to streamline organisations.

There are many definitions and interpretations of Lean Technology, but we aim to keep it simple. Lean Technology is the use of simple, point solutions which don’t necessary replace, but instead complement existing technology. Lean Technology is all about introducing simple techniques that make the process more efficient and quicker in a low change, low impact way.

ValueAdding.com recognises the investment that organisations have already made in technology solutions. We have a pragmatic approach and understand the importance of bringing the right mix of business and technology together to provide a balanced and efficient result. We believe that technology enabled solutions need to add value, co-exist and complement business led processes and existing systems.

Do you still have paper forms flowing around the organisation, whose sole purpose is to request or capture something?

Every organisation processes paper in some way. As an organisation introduces more controls, paper forms are naturally introduced to help manage requests and/or information flowing around an organisation. Over time, more and more processes are handled in this way and many organisations find that “paper pushing” becomes the normal method of process control. Even when systems are introduced, paper forms or manual processes are still used to help interlink information.

Paper forms processing is inefficient. Because of the assumed disproportionately high cost of automating such minor bureaucracy, known inefficiencies are allowed to continue. The fact is that modern technology can provide cost justifiable solutions which not only save money but make life easier for all concerned. Forms will remain an integral part of an organisation, so moving them online, form rationalisation and building in greater intelligence will help to streamline any end to end process. Even where change is difficult and/or paper forms remain necessary, there are still methods to provide an integrated, streamlined solution.

Many organisation still want or need to keep paper forms, but would like to make the backend processes that action them more efficient. This can result in providing the ability of combining multiple, simultaneous media input, such as paper, email, web forms and mobile, into the same process. The introduction of simple electronic forms that mirror the paper equivalent is an example of an immediate benefit of Lean Technology.

The following shows how simple paper forms have been captured electronically to enable a Freedom of Information Request to be triggered. This can lead into an automated workflow to ensure the request is handled and processed in the most timely and efficient manner.

Forms Categorisation:                   

Form Completion:

Form Visibility:                        

Form Processing:

We have talked about Electronic Forms to reduce paper. Simply moving forms online is not always the answer. Whilst this replaces the need for paper, being able to intelligently route and action the information is critical. Once you have introduced simple methods of capturing information, other methods are opened up to help automate that process. Automated Process Workflow can be used to sit in between existing systems and streamline manual effort to manage the process flow more effectively.

We have seen manual processes introduced or a work around solution adopted because existing systems do not offer that functionality. The introduction of Lean Technology in the form of Automated Process Workflow begins to bridge the gap by looking at how best to manage the process. An automated, gated process can be easily defined and integrated into an existing process and systems.

ValueAdding.com recognises the investment that organisations have already made in technology solutions.

We have a pragmatic approach and understand the importance of bringing the right mix of business and technology together to provide a balanced and efficient result. We believe that technology enabled solutions need to add value, co-exist and complement business led processes and existing systems.