We’ve all read a three-star Google review that goes something like: “Great product, once it finally arrived. And the website is a mess. Took me forever to place the order.”

For any type of business, building a great product is a significant milestone. It can take years. Yet even when the product or service has achieved perfection (or something like it), most businesses continue to struggle with something. Maybe payments chronically arrive late, creating cash flow issues, clients rarely return for repeat business, or bottlenecks always form in the production line.

At some point in the evolution of a business, leveling up means playing an entirely different game. It means looking away from the product for a time, and honing in on the process.

If you’re discouraged by patterns of mediocre customer reviews, or you’re tuckered out at the end of every week, yet still not able to make ends meet, the solution may entail slowing down, pressing pause and taking a step back.

Managing a workflow audit gives you the perspective to fine-tune a business and get it purring like a newly rebuilt engine. Let’s clarify just what one is, then outline how you do a workflow audit.

Breaking Down a Workflow Audit

Sometimes an owner purchases a business and the systems and processes are already well-established. At other times, he or she builds the process organically. In either instance, the owner is in the unique position not only to run the business, but adjust and fine-tune it as well.

An audit, broadly defined, is a methodical examination. A workflow audit simply entails scrutinizing each and every work stage within a business, in order to identify places where the foundation is shaky or to find floorboards that need to be replaced. Repairing these weak areas allows a business to level up and grow.

All businesses are complex and each is a little different. However, most can be broken down into similar distinct stages. Using the example of a coffee shop, let’s look at some significant areas to cover in a workflow audit.

1. Current Data & Metrics

Performing a successful workflow audit entails gathering metrics on the current state of the business. In a coffee shop, for example, it’s necessary to know things like the average time it currently takes for a customer to place an order, and the percentage of customers who provide feedback on their experience.

Having these benchmarks allows you to evaluate the effectiveness of the audit. For example, if the order time decreases by 20% after a workflow audit, then it’s clear the tweaks were really an improvement.

2. Intake

Intake is the preliminary interaction with a customer. In a coffee shop, it’s when a customer stands at the counter and places his or her order.

If you’ve ever been in a coffee shop line that’s moving at glacial speed, you have an idea of how to spot a red flag at this stage. Improving intake entails examining the current order method, then tweaking it with something like creating a simpler menu.

3. Production

This is the stage in a business process where the employee fulfills the customer’s order. In a coffee shop, it entails making a latte or heating up a scone and serving it to the customer.

Significant delays in fulfilling orders may indicate inefficiencies in the production process. Looking closely at the current process, then making tweaks (such as purchasing additional equipment or rearranging the space) may well improve metrics at this stage.

4. Payment

Payment is central to any business, no doubt about it. In a coffee shop, the payment comes at the very beginning of the order. However, in many businesses, payments are received at various stages throughout the relationship with the client, or else the client is billed entirely upon the completion of the service.

In a scenario such as a coffee shop, a common problem is the payment process taking too long and creating a bottleneck. This can be improved by upgrading payment technology. In other businesses, a common problem is that payments consistently arrive well after their due date. Remedying this problem may entail properly onboarding and training clients with the company’s payment method.

5. Customer Satisfaction

Evaluating customer satisfaction is critical. If the customer isn’t happy, then the business isn’t happening! It entails looking closely at the number of clients who return for repeat service and what clients say in feedback, both formally and informally.

A low rate of repeat clients means it’s time to employ some client retention strategies. In a coffee shop, for example, this might mean offering perks or discounts to customers who make a certain number of purchases.

These five bullet points cover some key areas to include in a workflow audit, but it’s by no means an exhaustive list. Identifying the various work stages for your business entails looking closely at every step in the process, from marketing and drumming up new clients, all the way to following up with clients and soliciting repeat service.

The key to performing a workflow audit is digging down to identify root causes to problems, and not providing band-aid solutions. For example, if washing dishes in a cafe takes too long, the solution isn’t necessarily to hire a second employee. Rather, it may be to rearrange the equipment or purchase better equipment to make the process faster.

A workflow audit isn’t a one-time event. It’s necessary to fine tune and tweak processes, then examine the new metrics on a quarterly or biannual basis to understand how the changes are working. It’s a healthy practice for any business to perform a workflow audit twice a year, such as one time after tax season, then a second time in the fourth quarter.

If you want to be at the top of your game, you need to continuously improve. This is true for life as well as businesses. Kaizen is built on the idea that small changes lead to big improvements over time.

The beauty of Kaizen is that it can be tailored to fit any type of situation. Whether you’re trying to increase productivity in the workplace or streamline a project, Kaizen can help you achieve your goals.

In this post, we’ll look at the Kaizen approach in greater detail and show you how to optimize your project teams by using its process.

What is Kaizen?

Defined

When broken down etymologically, Kaizen translates “change” (kai) and “good” (zen). Together, these words form the basis of the Kaizen philosophy: “change for the better.” In business, this means striving for continuous improvement in all areas of the company. This could be anything from improving customer service to increasing productivity.

The key principle is that small incremental improvements lead to big transformations over time. Or another way to say it is, that it’s all about making incremental changes that add up to create significant results.

In essence, Kaizen is part philosophy and technique. The philosophy emphasizes the mindset of always looking for ways to improve and never being satisfied with the status quo. The technique provides a framework for solving specific problems or improving specific areas.

Origins

It was first introduced into Japanese businesses after World War II as a way to improve productivity and quality. It was specifically used in the automotive industry, which was struggling to compete with Western companies. The Kaizen approach has since been adopted by companies all over the world, including some of the largest and most successful organizations.

Kaizen approach: Project Management

If Japan’s competitive success after WWII was any indication, it seemed that the Kaizen approach could work for other businesses outside of Japan. And it has. Kaizen principles have been adopted by project management teams from all over to help create actively engaged and high-performing teams.

There are several reasons for this.

For one, the Kaizen approach helps to identify and reduce waste in all forms. This is important because it can help teams to focus on the most important tasks and avoid distractions that can lead to project delays.

In addition, Kaizen philosophy encourages everyone to be actively involved in continuous improvement processes. This sense of ownership and responsibility can help to engage team members and get them more invested in the success of the project.

Finally, the Kaizen approach can help to create a culture of continuous learning. By encouraging team members to share their knowledge and experience, you can create an environment where everyone is constantly learning and growing. This type of culture is essential for long-term success.

What’s the time commitment?

Kaizen activity for project management usually takes place in short, daily, or weekly intervals called “Kaizen events.” These events are designed to focus on a specific process or area that needs improvement.

During a Kaizen event, the team will brainstorm ways to improve the process and then implement those changes. The hope is to make continuous improvements to your business processes that will lead to better overall results.

Different uses…

You can use Kaizen in several different ways:

• To improve productivity in the workplace
• To reduce waste and unnecessary costs in a business
• To streamline processes
• To improve quality control
• To enhance customer service

How Kaizen program management works

If you want to try out the Kaizen approach for your next project, there are a few things you need to keep in mind…

First, aim for small but consistent execution

The key to success for project managers is to aim at continual improvement. This should help your project team enhance their quality management by implementing improvements.

If you were a management consultant, you would focus on helping the team to identify areas for improvement and then developing a plan to tackle those areas. This could involve anything from process changes to new methods of communication.

Second, use structured frameworks

Structured frameworks are an important part of Kaizen program management. It provides a level of direction for your team to follow as they strive for continual improvement.

There are a few different frameworks you can use, but one of the most popular is the PDCA cycle.

The PDCA cycle stands for Plan, Do, Check, Act. This framework helps you to identify a problem, come up with a plan to solve it, execute the plan, and then check the results to see if the problem has been solved or if there is room for more improvement. If not, you can adjust your plan and try again.

Third, find and eliminate waste

To optimize your project team’s productivity, you need to focus on eliminating waste. This could be anything from unused materials to wasted time.

There are a few different ways to do this:

• For one, you could streamline your processes. This involves anything from automating tasks to eliminating unnecessary steps.
• Another way to eliminate waste is by identifying and eliminating bottlenecks. This could involve anything from improving communication to investing in new technology.
• Finally, you could focus on improving quality control. This means ensuring that your team is following best practices and that they are catching errors early on.

Fourth, identify problems in processes rather than people

This means that you should look for ways to improve the process itself rather than trying to find someone to blame.

For example, if there is a problem with communication, you should focus on finding a way to improve communication rather than placing blame on any one person.

The same goes for any other area where you see a potential problem. It’s important to remember that team members are more likely to be open to change if they feel like you’re making small improvements to dial in the process rather than finding someone to blame.

Fifth, leverage digital tools

There are a few different ways to use digital tools to support your Kaizen program management.

For one, you can use project management software to help you plan and execute your Kaizen events.

You can also use data analytics tools to help you identify areas of improvement. These tools can help you track metrics and understand how your team is performing.

Finally, you can use software tools to share information with your team. This could be anything from using a chat tool to set up a shared document repository.

One huge benefit to leveraging digital tools is that modern technologies can help you identify transformational projects that will have the biggest impact on your organization. In other words, it can help you focus on the right things so that you can continuously improve.

Sixth, standardize operation procedures

One way to ensure that your team is consistently improving is to standardize operation procedures also known as SOPs.

This means that you should document the best way to do things, i.e. benchmarking, and then make sure that everyone on your team is following those procedures. Without benchmarking it’s difficult for businesses to analyze the results and it will be nearly impossible to measure improvements resulting from Kaizen Events.

Imagine this: You’re a project manager tasked with overseeing a new project. The project is already behind schedule and over budget, and the last thing you need is a delay caused by poor asset management.

Unfortunately, that’s exactly what you’re facing. Inaccurate tracking of replacement parts has resulted in a shortage of crucial supplies, and the budget for repairs has been woefully inadequate. As a result, the project is further behind schedule and the costs are spiraling out of control.

Imagine how frustrating this would be! You’re doing your best to manage the project and keep it on track, but poor asset management is making your job nearly impossible.

This is a very common issue and one that can easily derail a project if it’s not dealt with quickly and efficiently. By being aware of the most common asset management problems, you can take steps to prevent them from happening in the first place.

In this article, we’ll take a deeper look at the most common asset management problems and offer some tips on how to avoid them.

Assets are…

Assets are exactly what they sound like – anything that’s used to complete a project. This can include physical assets like tools, equipment, and machinery, or intangible assets like software licenses and intellectual property.

Analyzing the most common asset management problems

Asset management is a crucial part of any project, yet it’s often one of the most overlooked aspects. It may lead to a series of issues, any of which might result in lengthy delays or even project failure.

Poor asset management can cause several problems, including:

• Inaccurate tracking of assets can lead to shortages of crucial supplies.
• Failing to properly budget for replacement parts, can result in unexpected and costly repairs.
• Losing track of service contracts and warranties can result in expensive repairs or replacements.
• Not keeping track of asset maintenance, can lead to breakdowns and delays.
• Liabilities and safety risks resulting from inadequate asset maintenance.
• Failing to understand how assets depreciate.

Inaccurate Tracking of Replacement Parts

One of the most common asset management problems is inaccurate tracking of replacement parts. Usually, this happens because there’s no centralized system for tracking assets. As a result, individual team members are left to keep track of their supplies, which can lead to shortages of crucial parts.

To prevent this, it’s important to have a centralized system for tracking assets. This can be as simple as using asset management software or keeping a physical inventory of supplies.

Or you could avoid this by over-ordering replacement parts. This may seem like a waste of money, but it’s often cheaper in the long run than having to stop work to order more parts.

Failing to Properly Budget for Replacement Parts

Another common asset management problem is failing to properly budget for replacement parts. This can happen when asset managers don’t have a clear grasp of the ownership costs. As a result, they underestimate the cost of replacing parts and wind up with an insufficient budget.

This can often happen in companies that own a lot of assets. For example, a company that owns a fleet of vehicles may not realize how much it costs to replace the tires on all of their vehicles. As a result, they may budget too little money for tire replacement and end up having to stop work to order more tires.

To avoid this problem, it’s important to have a clear understanding of the costs of ownership. This includes not only the cost of the replacement parts but also the cost of labor, shipping, and any other associated costs. Once you have a clear understanding of these costs, you can develop a realistic budget for replacement parts.

Losing Track of Service Contracts and Warranties

Another common asset management problem is losing track of service contracts and warranties. This can happen when asset managers fail to properly maintain records of these agreements. As a result, they may end up paying for expensive repairs or replacements that could have been covered by the warranty.

For example, imagine that your business purchased several computers two years ago. The warranty on these computers is set to expire in a few months. However, you can’t find the service contract and don’t know if it’s still valid. As a result, you may end up paying for repairs that could have been covered by the warranty.

This is why it’s important to keep meticulous records of all service contracts and warranties. This includes not only the contact information for the vendor but also the terms of the agreement. By keeping these records up to date, you can ensure that you’re always aware of which repairs and replacements are covered by a warranty.

Not Keeping Track of Asset Maintenance

Another common asset management problem is not keeping track of asset maintenance. This can happen when assets are spread across multiple locations and team members don’t have a clear understanding of who is responsible for maintaining them. As a result, assets are not properly maintained and can break down, which can cause delays.

So that’s why it’s important to have a clear understanding of who is responsible for maintaining each asset. This can be done by keeping a central database of asset maintenance records or by using asset management software.

Liabilities and Safety Risks Resulting From Inadequate Asset Maintenance

Another common asset management problem is poorly maintained assets. This can happen when team members get lazy about maintaining assets or when there’s no clear system for maintaining assets. As a result, assets break down and need to be repaired or replaced, which can cause delays. If not properly maintained, assets can also pose safety risks to workers.

To avoid this problem, it’s important to have a clear system for maintaining assets. This can be done by using asset management software or by keeping a central database of asset maintenance records. It’s also important to make sure that team members are properly trained in how to maintain assets.

Failing to Understand How Assets Depreciate

Another common asset management problem is failing to understand how assets depreciate. This can happen when team members don’t have a clear understanding of the depreciation schedule for an asset. As a result, they may make poor decisions about when to replace an asset.

Imagine that your business owns a lot of equipment that is used in the production process. This equipment has a lifespan of five years. However, team members only budget for replacements every 10 years. As a result, the equipment breaks down and needs to be replaced more often than necessary, which can cause delays.

To avoid this problem, it’s important to have a clear understanding of the depreciation schedule for each asset. This can be done by using asset management software or by keeping a central database of asset depreciation records.

To summarize so far…

Poor asset management can cause a number of common problems for project managers, including inaccurate tracking, failing to properly budget for replacement parts, and not keeping track of asset maintenance. These problems can cause serious delays and even project failures. By being aware of these potential issues and taking steps to prevent them, you’ll be in a much better position to manage your projects successfully.

Protips for Avoiding Asset Management Problems

Now that you understand some of the most common asset management problems, now it’s time to optimize and clarify your own asset management processes. Check out these tips to get started:

Protip #1: Meticulous Inventory

Keep a detailed inventory of all assets. This includes everything from tools and equipment to software licenses and intellectual property. Be sure to include serial numbers, purchase dates, and other pertinent information.

Most businesses keep a central database of all assets. This can be done using asset management software or by simply maintaining a spreadsheet. However, some businesses choose to keep paper records. Whichever method you choose, be sure that all team members have access to the records and know how to update them.

Protip #2: Key Personnel

Establish who is responsible for each asset. This includes everything from maintaining the asset to making sure it’s properly used. Be sure to include this information in your asset records.

Be sure to schedule regular check-ins to ensure that team members are properly using and maintaining assets. This can be done through asset management software or by simply holding regular meetings.

Protip #3: Budget For Depreciation

Budget for replacement parts and depreciation. This includes factoring in the cost of repairs, replacement parts, and depreciation when making budget decisions. Be sure to include this information in your asset records.

Make sure to budget for unexpected repairs and replacements. This can be done by setting aside a certain amount of money each month or by creating a dedicated repair and replacement fund.

Protip #4: Keep a Depreciation Schedule

Develop a clear understanding of the depreciation schedule for each asset. This includes knowing when an asset will need to be replaced. Be sure to include this information in your asset records.

Avoid making poor judgments about when to replace an asset by having a firm grasp on the depreciation schedule for each item. This may be performed with asset management software or by maintaining a centralized database of asset depreciation records.

Protip #5: Maintained Assets

Ensure all assets are properly maintained. This includes regular cleaning and inspection. Be sure to include this information in your asset records.

To avoid problems with assets, it’s important to ensure they are properly maintained. This includes regular cleaning and inspection. Be sure to include this information in your asset records.

Protip #6: SOP For Asset Management

Develop standard operating procedures (SOPs) for asset management. This includes everything from how to properly use an asset to how to maintain it. Be sure to include this information in your asset records.

By having a clear and concise SOP, you can avoid many of the common problems associated with poor asset management. This includes everything from misusing an asset to not properly maintaining it.

FAQ: for Asset Management issues.

Q: What are some of the most common asset management problems?

A: Inaccurate tracking, failing to properly budget for replacement parts, and poor asset maintenance can all lead to serious delays and project failures.

Q: What should I include in my asset records?

A: Be sure to include serial numbers, purchase dates, and other pertinent information. You should also budget for replacement parts and depreciation.

Q: How often should I check in with my team?

A: Be sure to schedule regular check-ins to ensure that team members are properly using and maintaining assets. This can be done through asset management software or by simply holding regular meetings.

Q: What should I do if I encounter an unexpected repair or replacement?

A: Make sure to budget for unexpected repairs and replacements. This can be done by setting aside a certain amount of money each month or by creating a dedicated repair and replacement fund.

Q: How can I ensure that all assets are properly maintained?

A: By having a clear and concise SOP, you can avoid many of the common problems associated with poor asset management. This includes everything from misusing an asset to not properly maintaining it.

Project roadmaps are a useful weapon in the arsenal of good project managers. While getting into the nitty-gritty and fine-tuning your plan down to the minute tasks is critical, the importance of how you present your overall picture of the project should not be understated.

In fact, if you want to be able to really impress your clients and upper management, having a great project roadmap is key. It’s the first step in getting everyone on the same page about what the project entails, and it should lay out a clear path for success.

Creating an optimal project roadmap isn’t always easy, but it’s definitely doable with a little bit of know-how. In this article, we’ll show you how to create a project roadmap that will get everyone excited about your project.

What is a project roadmap?

A project roadmap is a big picture document that outlines the major goals and milestones of a project. Often, project roadmaps are presented as timelines with each goal or milestone mapped out according to when it needs to be achieved. Roadmaps can also take other forms, such as Gantt charts or even simple lists of goals and objectives.

The important thing to remember about project roadmaps is that they are meant to be high-level overviews of the project. They are not meant to be detailed plans that outline every single task that needs to be completed. That’s what your project plan is for.

Deciphering between a roadmap and a plan?

Your project roadmap is meant to give your audience a general snapshot view of what your project entails and what its major milestones are.

Your project plan, on the other hand, is a detailed document that outlines every task that needs to be completed to achieve the project’s goals. The important thing to remember is that a project roadmap is meant to be high-level, while a project plan is meant to be detailed.

For example, let’s say you’re working on a website redesign project.
Your project roadmap might look something like this:

• Launch a new website in 4 months.
• Increase traffic to the website by 20% in 6 months.
• Decrease bounce rate by 10% in 8 months.

On the other hand, your project plan would detail every task that needs to be completed to achieve those goals.

For example:

• Research website redesign trends (1 week)
• Create wireframes for new website design (2 weeks)
• Build new website on chosen platform (1 month)
• Test new website design (1 week)
• Launch new website (1 week)
• Monitor website traffic and analytics (ongoing)

As you can see, a project roadmap is meant to give your audience a general overview of the project, while a project plan details every task that needs to be completed to achieve the project’s goals.

When should you use a project roadmap?

Project roadmaps are most useful when you’re trying to get buy-in from upper management or investors. They’re also helpful when you’re trying to communicate the overall picture of the project to your team.

That being said, project roadmaps are not a replacement for detailed project plans.

The benefits of creating a project roadmap

There are several benefits to creating a project roadmap, even if you already have a detailed project plan in place. Here are just a few of the benefits:

• Gets everyone on the same page: Project roadmaps are a great way to get all stakeholders on the same page about what the project entails. It’s also a good way to get buy-in from upper management and other decision-makers.
• Helps you to think long-term: Project roadmaps force you to think about the long-term goals of the project and what needs to be done to achieve those goals. This is a valuable exercise that can help you to make better decisions about the project as a whole. Gives you a bird’s eye view: Project roadmaps give you a high-level overview of the project, which can be helpful when you’re trying to make decisions about the project.
• Makes it easy to track progress: Project roadmaps make it easy to track the progress of a project. You can quickly see which tasks have been completed and which ones are still outstanding.
• Serves as a reference point: Project roadmaps can also serve as a reference point for everyone involved in the project. If there are any questions about what needs to be done or when something is supposed to be done, the roadmap can be consulted for answers.

What are the components of a project roadmap?

Every project is different, so there is no one-size-fits-all answer to this question. However, some common components should be included in every project roadmap. Here are a few of the most important ones:

Goals and objectives: The first thing that should be included in your project roadmap are the goals and objectives of the project. What is the project trying to achieve? What are the end goals?

Scope: The scope of the project should also be included in the roadmap. This will help to ensure that everyone is clear on what is supposed to be accomplished during the project.

Timeline: A timeline is an essential component of any project roadmap. This will help to ensure that everyone is clear on when each task needs to be completed.

Dependencies: Dependencies should also be included in the project roadmap. This includes things like approvals that need to be obtained or tasks that need to be completed before other tasks can begin.

Resources: Another important component of a project roadmap is a list of the resources that will be needed to complete the project. This includes things like manpower, materials, and money.

Deliverables: Deliverables are the end products of the project. What will be delivered at the end of the project? This should be clearly stated in the roadmap.

How to create a project roadmap

Now that you know why project roadmaps are important and what components should be included, it’s time to learn how to create one.

1. Write a project proposal

When creating a roadmap, it’s imperative to access the most valuable information on the front end. This means writing a project proposal. This document will serve as the foundation for your roadmap and help to ensure that you have all of the necessary information before you get started.

It’s important to get behind the “why” of the project. Why is the project necessary? What are the end goals? Answering these questions will help to ensure that your roadmap is focused and on track. Without a case for why the project is needed it’s easy to get derailed by scope creep or other problems.

The goal is to gain support and authorization first.

2. Do your research

Once you have a clear understanding of the project, it’s time to do your research. This includes things like gathering data, talking to experts, market positioning, and investigating best practices.

What you’re doing is getting to the heart of what the project is trying to achieve and backing it up with data.

Ultimately your research will inform the project’s goals, deliverables, milestones, personnel involved, resources required, risks, dependencies, and so on.

3. Create the project roadmap

Now that you have all of the necessary information, it’s time to start creating the project roadmap.

There are a few different ways to do this. You can use a tool, which has pre-built templates that make it easy to get started. Or you can create a roadmap in Excel, which gives you more flexibility to customize the roadmap to your specific needs.

Once you have the template, it’s time to start filling in the information. The first thing you’ll need to do is enter the project’s name, description, and start date.

Then you’ll need to add in the project’s goals and objectives. After that, you’ll add in all of the tasks that need to be completed, along with the due date for each task.

Once all of the tasks are added, you’ll need to add in any dependencies, risks, and assumptions.

Finally, you’ll need to add in the project’s budget and timeline.

4. Share the roadmap

After the roadmap is created, it’s time to share it with the stakeholders. This includes anyone who is involved in or affected by the project.

It’s important to keep in mind that the project roadmap is a living document. It will need to be updated as the project progresses and things change.

That’s why feedback is so important. Stakeholders should be encouraged to provide feedback on the roadmap so that it can be adjusted as needed. We suggest when fishing for feedback, you focus on the following questions:

• What are your initial impressions of the roadmap? (Encourage them to name positive and negative aspects.)
• Do you think the roadmap is realistic? Why or why not?
• What, if anything, is missing from the roadmap?
• Do you have any concerns about the project that are not addressed in the roadmap?
• What suggestions do you have for improving the roadmap?

The feedback phase can be addressed in a face-to-face meeting, over email, or through an online survey.

5. Update the roadmap

After you’ve gathered feedback from stakeholders, it’s time to update the roadmap. This includes making any necessary changes based on the feedback you received.

But this won’t be the last time you update the roadmap. As the project progresses, you’ll need to regularly update the roadmap to ensure that it remains accurate.