Situation

A client who specialises in property management, construction and refurbishments came to us as they felt the complexity and scale of their operations were limiting their growth. With a wide range of stakeholders involved, including suppliers, landlords and tenants, the organisation experienced a lack of cohesion and coordination in its processes. The absence of a centralised system led to frequent confusion, duplication of efforts, and inefficiencies, hindering their growth potential.

Task

Precision MC was assigned the task of bringing order and structure to the company’s operations. We needed to address the challenges of process management, improve collaboration, and develop a system that would allow the company to visualise, analyse and optimise its workflows. The primary goal was to establish a robust process modelling system that would enhance clarity, minimise errors, and enable future scalability.

Action

We started by conducting a thorough analysis of the company’s existing processes, identifying pain points, bottlenecks and areas for improvement. This involved engaging with key stakeholders, including employees from various departments and management personnel, to gain a comprehensive understanding of their roles and responsibilities.

Based on this engagement, we designed and implemented a collaborative board, accessible to all employees. This board served as a centralised hub, allowing team members to visualise and track each aspect of the organisation’s operations. By providing transparency and accessibility, the board enabled stakeholders to easily identify process dependencies and potential conflicts.

Leveraging the collaborative board, we meticulously mapped out each process, capturing all relevant details, tasks and decision points. This comprehensive mapping exercise provided a holistic view of the company’s operations, facilitating better coordination and ensuring that everyone was aligned with the desired outcomes.

Once the board was complete, we empowered the company’s employees by involving them in the process modelling exercise. We trained key personnel to understand and navigate the collaborative board, allowing them to take ownership of their roles and contribute to continuous process improvement. Additionally, new team members were onboarded, and they utilised the process models to gain clarity about their responsibilities and the scope of their roles.

Results

The implementation of the robust process modelling system brought about remarkable changes for the company, such as:

• Employees are now able to work more effectively, avoiding duplication and reducing time wasted on unnecessary tasks.
• Minimising mistakes and errors, leading to higher accuracy and customer satisfaction. The company estimated that this alone saved them hundreds of thousands of pounds in rectification costs.
• The company was able to adapt and expand the process modelling system independently, ensuring it could accommodate future growth and evolving needs.
• Leveraging the success of the process modelling system, the company is now evaluating IT systems to further optimise their operations.