Qualiexpert

In this Qualiexpert newsletter, we are going to cover the fundamentals and practices of processes in a systematic and structured way, in the form of 6 “tips”.

For a better understanding and application of these key concepts, each topic will be accompanied by a metaphor. We believe that the metaphor serves as a didactic tool to facilitate the understanding and application of the concepts in the work routine.

We are committed to providing accurate and valuable information for quality management professionals, using ISO 9001 and ISO 9000 as a reference. 

I invite you to read on and enrich your knowledge!

Tip 1 - Process Concept

Within the world of quality management, the concept of process is fundamental and is defined as a set of interrelated activities that transform inputs into outputs in order to deliver a desired result. adding value.“

Metaphor: Imagine a coffee machine: you insert water and coffee powder (inputs), the machine works internally (process), and produces a fresh cup of coffee (output) to energize your day (add value).

Tip 2 - Process Approach Quality Principle

O Process Approach Quality Principle emphasizes that in order to achieve predictable and consistent results, activities must be understood and managed as interconnected processes that operate within a coherent system.

Metaphor: Think of an orchestra: each musician and instrument has its own specific function, but to create perfect harmony (a predictable and consistent result), everyone needs to be in tune and coordinated, operating together under the direction of the conductor.

Tip 3 - PDCA cycle

The PDCA (Plan-Do-Check-Act) cycle plays a crucial role in this process approach, providing an iterative method for continuous process improvement (Cycle A).

Metaphor: Imagine training for a marathon. First, you plan your routine (Plan). Then you run according to plan (Do). After the race, you check whether you achieved the desired times or felt any discomfort (Check). Finally, you make adjustments to your training based on what you've discovered (Act). And repeat the cycle until marathon day.

Tip 4 - Tools for Process Mapping

To map and better understand these processes, organizations can use various tools, such as the SIPOC (which describes Suppliers, Inputs, Process, Outputs and Customers), the Turtle Diagram (which identifies the various elements that influence the process) and platforms like the Bizagi (a free license software dedicated to process mapping).

Metaphor: Visualize a captain sailing an unknown sea. He uses maps (SIPOC), compasses (Turtle Diagram) and modern GPS systems (such as Bizagi) to understand and plot the best route.

Tip 5 - Process Efficiency

The central objective is to guarantee the efficiency of the process, with the aim of maximizing the desired results using as few resources as possible. In this way, the organization delivers value to both the organization and its stakeholders.

Value-added analysis is a powerful tool in this context, as it helps to measure the value that each stage of the process adds to the final product or service. In addition, organizations can use methodologies such as Lean & Six Sigma to identify and eliminate waste, optimizing workflow and reducing variations.

Examples of rework and errors are clear indications of inefficiencies and reinforce the need for constant process improvement.

Metaphor: Consider a craftsman making a sculpture. If he works efficiently, he uses the right amount of material, avoiding waste, and delivers a masterpiece. Just as a craftsman uses refined techniques to shape his work, Lean & Six Sigma are the tools an organization uses to optimally sculpt its processes. On the other hand, frequent errors and rework show that he is spending more material and time than necessary, highlighting the need to perfect his technique.

Tip 6 - Change Management

Processes and systems thinking go hand in hand, emphasizing the importance of seeing the organization as an integrated set of parts that work together. Change management becomes vital, as any change in one part of the system can reverberate throughout the whole, requiring a careful and well-planned approach for successful implementation.

Metaphor: Imagine a spider's web, where each strand is connected to the others. If a single thread is altered or moved, the whole web will feel the impact and adjust its shape. This is how the organization is under systems thinking: changes in one part affect the whole, and change management is the delicate process of readjusting and harmonizing the web.

Challenges in understanding processes

One of the biggest challenges in understanding processes is resistance to change. Even when existing processes are not efficient, people tend to cling to what is familiar and resist adopting new methods or approaches.

Metaphor: Imagine an old sailing ship sailing against strong winds. Although the captain has a modern engine at his disposal, he chooses to use only the sails because that is how he has always sailed. By not adapting and incorporating the engine into his journey, he faces greater difficulties and delays, while other ships using the combination of sails and engine move forward more efficiently and quickly.

Qualiexpert Services - Processes that add value

When reflecting on the structure of processes in your company, ask yourself: are they well identified, organized and adequately mapped? If you are uncertain about how to improve your organizational processes, please contact us. We are here with open arms to help you on your journey!

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Quotes from famous people on the subject

“The amount of unnecessary work performed by employees is sometimes significant. It's a result of long-standing work policies that now no longer serve a purpose.” Jeffrey Pfeffer, Standford Professor 

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