Why effective process management is vital in a flexible world of work

Faced with the challenge of having teams of people working remotely when the pandemic started, many businesses were forced to make rapid changes to existing processes and workflows.

Ways had to be found to ensure teams could continue to access the resources they needed to complete day-to-day tasks. Many existing processes were thrown into disarray as alternatives were quickly devised.

Now, some two years later, businesses are reviewing the changes that were made in the early days of remote working. They are keen to confirm that those changes remain effective and continue to support efficient workflows.

These reviews are also being prompted by the increased expectation from talent, seeking out employers who offer flexible working arrangements. In many cases, the idea of people spending a portion of their week in the office and the remainder working from home has become a permanent situation.

This latest shift means that some processes that may have functioned well when everyone was working remotely may now have to be changed once again. Effective process management has become a constant focus of attention.

Flexible work hinges on flexible processes

During this period of review, it’s important for all existing processes to be examined to ensure they are aiding organisational efficiency and properly supporting both staff and clients. It’s also important to confirm that they operate in the same way whether someone is working from home or the office.

The review should also consider whether processes are enabling people to respond to requests within suitable timeframes. Delays should not be occurring because people are working in different locations at different times.

It may be found that there are also changes required in the way teams communicate or how the handover of projects is achieved. Again, flexibility in processes is key to ensuring this happens in a seamless manner.

Having multiple work modes is key

Many businesses now understand that not every meeting needs to be in person and not every activity can be done as effectively remotely. This means it is important to carefully examine each process and determine whether it needs to be different if being undertaken remotely or in the office. It could transpire that more than one process will be needed to cover both working modes.

With most people now comfortable with working from home, it’s also important for businesses to consider certain factors before requiring them to return to the office. These include costs in time, travel, and potential loss of overall productivity. It may actually make more sense to allow individuals to remain in work-from-home mode on a permanent basis.

Use of video collaboration tools, such as Zoom and Teams, also needs to be reviewed. It is important to check whether necessary outcomes can actually be achieved virtually or whether it may be necessary to have people in the same room to collaborate.

All these factors will have an impact on business processes and will require ongoing consideration. The days of having a set-and-forget approach to processes are over.

Prioritise people

While focusing on business processes is important, care should be taken to ensure the wellbeing of teams is not overlooked, as working from home has proven to be a different kind of challenge for many.

While it is usually easy for people to ‘switch off’ when they leave the office, this can be much harder to do when that office is in a corner of the lounge or a spare bedroom. For this reason, steps should be taken to ensure there are strong human resources processes in place that support healthy work practices.

Consideration also needs to be given to the human aspect of working in an office environment. Some processes benefit from having people in the same location, however others may suffer due to increases in disruption and distraction.

An evolving environment

Clearly the work environment within many businesses will continue to evolve as the right level of work flexibility is discovered. As a result, process examination and refinement will remain a focus of attention.

As 2023 unfolds, those businesses that succeed in assessing and refining their core processes will be best placed to capture the opportunities that lie ahead.

Chris Ellis is a director at Nintex