The Balancing Act of Standardization
Many of us have learned that standardizing workflows and work processes can lead to greater efficiency. When organizations operate consistently, they can achieve significant benefits. Consider the analogy of a rowing team: when everyone rows together, the boat moves faster. However, like any approach to workflow optimization, standardization has its pros and cons.
Benefits of Standardization:
Predictability and Consistency: Standardization ensures that tasks are executed uniformly, leading to predictable outcomes. For example, onboarding new employees becomes smoother when processes are well-defined.
Efficiency: Streamlined workflows reduce redundancy and save time. When everyone follows the same procedures, productivity increases.
Reasons to Avoid Over-Standardization:
Creativity and Flexibility: Some workflows require creative inputs. For instance, copywriters need the flexibility to craft informative yet engaging content. Over-standardization can stifle creativity.
Frequency: Not all processes benefit equally from standardization. If a workflow occurs infrequently or involves minimal risk, the gains from standardizing may be insignificant.
Innovation: Early-stage initiatives, such as pilot programs for innovative technologies, may suffer if over-standardized. This may limit further changes to a technology workflow when speed is key.
While standardization is crucial for most business and technology workflows, organizations must strike a balance. Too much standardization can hinder creativity and adaptability, while too little can lead to chaos. Also, remembering all the components of various tasks can be challenging. By providing reference points to employees, organizations can save considerable time—hundreds or even thousands of hours—spent on lengthy training cycles, rework due to mistakes, and the need for experienced employees to train newcomers on lower-value tasks.
Here’s an approach to identifying the best candidates for workflow standardization:
Identify Critical Processes: Start by pinpointing the processes that are most crucial to your business.
Assess Creativity Requirements: Consider the level of creativity needed for each process. Some workflows demand flexibility and creative input.
Simplify Complex Paths: If a process has multiple paths, focus on standardizing the most common one. Streamlining complexity improves efficiency.
Define Desired Outcomes: Clearly capture the outcomes you aim to achieve through standardization.
Prioritize: Begin with one or two key processes. Prioritization ensures a manageable start.
Next steps:
Engage Stakeholders: Involve representatives from various parts of the organization. Their input provides context and enhances decision-making credibility.
Avoid Over-Documentation: Be selective. Standardization isn’t about documenting every minute task. It’s about alignment and clarity.
Communication Matters: Ensure that teams and critical stakeholders understand the standardized workflow and any exceptions. Miscommunication can lead to frustration and confusion.
In summary, while standardization is essential, thoughtful implementation is crucial to avoid pitfalls and maximize its benefits.
