How To Differentiate Between Necessary And Unnecessary Lengthy Processes In Place

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It has been observed that in big companies there are lengthy processes for most of the tasks. At times the time taken to do the task is much less than the time gone in taking number of approvals before its implementation. This results in dissatisfaction for both the person who had requested for that task and for the development team, who did it in very less time. The question arises as to why these processes are so lengthy and complex.

How To Identify What Is Necessary And What Is Not?

The more sensitive the data requested for is, the more cumbersome the approval process is. The reason behind it is to take care of all the security and control measures. Compliance is surely not to kill productivity but it is to maintain the ‘upkeep’ time. This doesn’t mean that all the processes should follow the same path. Try to sit with your sponsors or key stakeholders to assess the ‘add-values’ of control processes in place.  If possible share your recommendations.

 You can’t change organizational processes and perspectives overnight, especially if you have low impact on the organization. Accept the reality, sit with your friend or peer level, and realize list down the things you can change and things that you can’t.  Wisdom lies in knowing the difference between the two. Find if these approvals been factored in your project plan/schedule? Try to bring the approvers and review the documents or processes to the discussion table? Do your homework before having a formal discussion on it. Find out informally what is stopping the process from moving forward. Find the answers to some questions like what are the internal SLAs (Service Level Agreement)? How do they work? Is there any external dependency? Why this process was implemented? Each approval means that someone is responsible for the part he approves. Who will answer in case of any failure?

Then with all the relevant facts and figures put your point. If possible try to use skills like negotiation and influence to change the environment. If you are ready to take the responsibility for the part of your project (or the person, who approves particular part doesn’t actually suffer any consequences for not delivering it right/in-time/within budget), then you should offer your PMO(Project Management Office) to reconsider current process.

In Case There Is A Mix Of Necessary And Unnecessary Processes

Try getting answers to the following questions

  • Are all these approvals necessary or some of them can be bypassed?
  • Why do you think the processes are lengthy and your time is more important than organization’s objective?

Then approach the Process Governing Body and propose a change. Otherwise processes are important and they have some value. Processes reduce the reliance on person’s capability.

Having said that it is also true that for some very small tasks there are lengthy approval processes which were proposed and executed years ago and never reviewed by anyone later on. You need to step in and try to reduce the total TAT (Turn Around Time) to save the productive time of development team. If you plan properly, approval processes wouldn’t bother you. Plan, know the appropriate lead time to get things done and follow up accordingly.

About Aditi Malhotra

Aditi Malhotra is the Content Marketing Manager at Whizlabs. Having a Master in Journalism and Mass Communication, she helps businesses stop playing around with Content Marketing and start seeing tangible ROI. A writer by day and a reader by night, she is a fine blend of both reality and fantasy. Apart from her professional commitments, she is also endearing to publish a book authored by her very soon.

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