Simplifying Complex Processes

There are top ten steps to simplify your complex processes:

Long procedures

The most common type of complexity is long procedures. A procedure should not be 30 pages and above. The fewer the pages, the better. For instance, if you have a 30-page procedure, try to simplify it into a 10-page procedure by maybe removing or repurposing the information into teaching material, work guidelines, or even pictures.

Too many steps

Procedures with too many steps are regarded to be complex. If you have a procedure with more than 27 levels, utilize the rule of seven which is using seven steps to describe each procedure, seven tasks to describe an activity. Information should be broken into pieces to be easily understood.

Referencing many documents

Procedures which reference too many documents lead to drifting from the original path.

Too much terminology

Always define industry terminologies in your procedures. Don’t assume that everyone knows the definition of the terms. Define the terms or use them in a way that the readers will easily understand.

Too many people

A procedure that needs many people requires too much handoff. Break your procedures into some distinct procedures and emphasis on the accountabilities of fewer individuals in each procedure.

Too many assessments

You don’t need too many reviews, meetings or inspection for your procedure. Many reviews make a procedure more complicated. Things will run well if you streamline the complex processes.

Covering extended period of time

Exclude all the delays because they allow for disturbances. Procedures that are organized into time-based essentials can be easily followed.

Including asynchronous events

It is hard to coordinate activities that occur loosely in their time frame. Activities should be tied together with highlights and have them share start times and end times. Match them.

Leaving out vital material

You increase the risks of process frustration if you leave critical information for the sake of saving time or space. Do not omit significant information, just spend less and keep the procedure simple.

Too many huge words and extensive sentences

Use minor words, shorter sentences, and shorter paragraphs and always remember the rule of seven.