Operational Optimization

Optimization, a buzzword for some, holds a special place in my heart. It manifests in various forms and approaches. The textbook definition defines it as “the action of making the best or most effective use of a situation or resource.” While this is accurate, I believe the true essence lies in seeking new and diverse ways to achieve a desired outcome. Optimization doesn’t necessitate significant transformations or even changes at all; it’s simply about reaching the desired result in the best way possible. Below are some valuable tips to cultivate an optimization mindset.

• This is not the way we’ve always done things. Don’t get stuck in your usual ways of doing things. Instead, consider the end result: is it still meeting your objectives and goals? If so, that’s great! But if it’s not, take a look at what needs to be done to achieve your desired goals. Don’t be afraid to try something new if needed.

• Sit back and watch. Observe the real-time events and the business process. Compare what the documented policy or procedure specifies should happen with what actually transpires daily. Analyze your actions and those of others.

• Listen to and learn from staff. The individuals who perform daily tasks are the most knowledgeable about the process and its outcomes. They witness it firsthand and interact with customers or users. By creating a safe environment, we can encourage them to share their thoughts and suggestions. Ultimately, the people who perform these tasks are the most adept at delivering better, faster, and more valued results.

• New eyes. Sometimes, introducing new perspectives is crucial to gain a clearer understanding of the situation and gain insights from past experiences. When we perform a task daily, we often assume it’s the most efficient and effective way to achieve the desired results. However, could a new tool, resource, process, or technology offer superior outcomes through automation or an alternative approach? This is where fresh eyes and innovative ideas come into play. Embrace outside assistance; don’t be afraid to seek help.

• Change management. While optimization efforts may not always result in immediate changes, planning for change is crucial. From the outset, develop and implement change management practices, including effective communication strategies, educational initiatives, and monitoring mechanisms. These practices play a vital role in supporting any optimization effort and increasing the likelihood of success.

An organization should be proactive in optimizing its processes and continuously improving its services, especially when it believes it is running efficiently and effectively. It’s not enough to assume that everything is great and sit back; in today’s fast-paced and ever-changing world, organizations must be proactive in addressing challenges and ensuring their long-term success.

If you found this article interesting and would like to discuss it further, please reach out, and we’d be delighted to schedule a time for a discussion. Sage497 offers a number of operational review and assessment services to help your organization.