presentation template for process improvement

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How to Create a Process Improvement Plan [20+ Templates Included]

By Jennifer Gaskin , Jun 12, 2023

A process improvement plan is a comprehensive and actionable document that outlines the necessary steps to enhance the efficiency, effectiveness and overall performance of processes and procedures within your company. It serves as a roadmap to identify areas of improvement, address bottlenecks, streamline workflows and optimize resource utilization.

By creating a process improvement plan , companies can proactively drive positive change, foster continuous improvement and achieve higher levels of operational excellence.

Many aspects of process improvement can benefit from visual communication tools like infographics, presentations, mind maps and more. Venngage simplifies process improvement for Learning and Development teams with user-friendly plan templates for efficient implementation and management.

Click to jump ahead:

How do you create a process improvement plan?

What are the most common types of process improvement plans, what is an example of process improvement, types of process improvement plan & examples, what are the benefits of establishing a process improvement plan, process improvement plan faq.

A well-designed process improvement plan can streamline operations, enhance efficiency and drive organizational growth. To help you navigate this crucial endeavor, here are ten essential steps to create a process improvement plan that yields measurable results:

• Identify the Goals: Define the specific objectives you aim to achieve through process improvement. For example, reducing customer wait times by 20% or decreasing production errors by 15%.
• Analyze Current Processes: Thoroughly evaluate existing workflows to identify bottlenecks, inefficiencies and areas of improvement. For instance, examine how information flows between departments or how inventory is managed.
• Gather Stakeholder Input: Engage employees, managers and other relevant stakeholders to gather insights and perspectives on process challenges. Example: Conduct interviews or surveys, or integrate a cloud contact center solution to collect feedback on pain points and potential solutions.
• Prioritize Improvement Areas: Based on the analysis and stakeholder input, prioritize the areas that require immediate attention. This might involve identifying high-impact processes that, when improved, will have a significant positive effect on the organization.
• Set Measurable Objectives: Establish specific and measurable objectives that align with the identified improvement areas. These objectives should be quantifiable and time-bound. For example, reduce customer complaints by 25% within six months.
• Develop Action Plans: Create detailed action plans for each improvement area, outlining the steps, responsibilities and timelines for implementing changes. For instance, assign a cross-functional team to streamline the order fulfillment process and develop a timeline for completing the necessary changes. Consider having  action plan templates  in place so there you team has a framework for how to accomplish processes.
• Implement Changes: Execute the action plans while closely monitoring progress and ensuring adherence to the established timelines. Example: Introduce new software to automate manual data entry tasks and track key performance indicators.
• Measure Results: Regularly measure and evaluate the impact of the implemented changes against the set objectives. This may involve tracking metrics like cost savings, productivity improvements, or customer satisfaction ratings.
• Adjust and Refine: Based on the results, identify any gaps or areas that need further improvement. Adjust the action plans accordingly, making iterative refinements to continuously optimize processes.
• Communicate & Engage : Keep all stakeholders informed about the progress of the process improvement initiatives and encourage their ongoing involvement. Share success stories and celebrate achievements to sustain motivation and engagement.

By adhering to these useful guidelines, you will forge a formidable process enhancement blueprint that propels transformative growth within your organization. Keep in mind that process improvement is an ever-evolving odyssey and constant scrutiny and fine-tuning will safeguard perpetual triumph in fine-tuning your operations.

Process Improvement Plan Case Study

Following the steps we outlined earlier, let’s explore a hypothetical process improvement plan for a doctor’s office that constantly gets complaints from patients about how many forms they have to fill out.

Process Improvement Plan: Reducing Patient Form Burden in a Doctor’s Office

• Identify the Goals: The goal is to streamline the patient intake process and reduce the number of forms patients have to fill out, resulting in improved patient satisfaction and reduced administrative burden.
• Analyze Current Processes: Evaluate the existing patient intake process to identify the number and types of forms patients are required to complete, as well as any redundancies or inefficiencies in the process.
• Gather Stakeholder Input: Engage with patients, front desk staff and healthcare providers to understand their perspectives on form-related challenges and potential solutions. Conduct surveys or hold focus group discussions to gather feedback.
• Prioritize Improvement Areas: Identify key areas where form reduction can have the most significant impact on patient experience and administrative efficiency. For example, focus on eliminating redundant information across forms or consolidating multiple forms into a single comprehensive document.
• Set Measurable Objectives: Establish specific objectives, such as reducing the number of forms by 50% within three months, minimizing the time patients spend filling out forms by 25% or achieving a patient satisfaction rating of 80% regarding the form intake process.
• Develop Action Plans: Create action plans to streamline the patient intake process and minimize form requirements. Examples of actions may include:
• Conduct a thorough review of existing forms and identify areas of overlap or duplication.
• Consult with legal and compliance teams to ensure necessary information is captured while minimizing redundancies.
• Explore the possibility of implementing electronic forms or online pre-registration to expedite the process.
• Train front desk staff on the new streamlined process and educate them on assisting patients in completing forms efficiently.
• Implement Changes: Execute the action plans by implementing the agreed-upon improvements. This could involve revising and consolidating forms, implementing electronic forms or online pre-registration systems and providing staff training on the revised process.
• Measure Results: Regularly measure and evaluate the impact of the implemented changes against the set objectives. Track metrics such as the number of forms eliminated, time saved for patients and patient satisfaction ratings related to the revised intake process.
• Adjust and Refine: Based on the results and ongoing feedback, identify any areas that require further improvement. Refine the process by addressing any remaining pain points or bottlenecks to ensure a seamless and efficient patient intake experience.
• Communicate and Engage: Maintain open communication with patients, staff and healthcare providers throughout the process improvement journey. Inform patients about the changes and improvements made to the form intake process and encourage their feedback and suggestions for further enhancements.

By implementing this process improvement plan, the doctor’s office can minimize the burden on patients by reducing the number of forms they need to fill out, resulting in improved patient satisfaction and streamlined administrative processes. Remember that continuous evaluation and refinement are essential to adapt to evolving patient needs and ensure ongoing improvements in the patient intake experience.

You can customize this process improvement plan template to reflect the example above:

There are found major methods of process improvement that you may consider integrating into your process improvement plans. Some of these methods are used in the largest companies in the world.

A quality control method developed by a Motorola engineer, Six Sigma has become a global phenomenon and Six Sigma certification is highly sought-after in many industries. Six Sigma outlines five steps for improving existing business practices, abbreviated to DMAIC:

Here’s how a process improvement plan should be when using the Six Sigma method:

Lean & Lean Six Sigma

Lean traditionally is used by manufacturing companies, but the principles are useful across all industries and as its name suggests, Lean process improvement plans focus on reducing waste. In particular, Lean aims to eliminate any activities that do not add value to the end user of the good or service. The steps are:

• Identify value
• Map value stream
• Create flow
• Establish pull
• Seek perfection

Lean Six Sigma is the hybrid of the two methods, helping organizations improve processes through DMAIC while also eliminating waste.

Total quality management (TQM)

Total quality management (TQM) had its heyday in the 1980s and early 1990s before the advent of Lean and Six Sigma, but its main objectives are still valid today. TQM process development plans focus primarily on quality control, ensuring that the company’s output is of the highest possible quality and determining ways to make output even better.

TQM doesn’t have steps as most other process improvement methods do. Rather, it focuses on principles that should guide an organization with a TQM mindset:

• Customer-focused
• Total employee involvement
• Process-centric
• Full team integration
• Strategic and systemic
• Data-driven decisions
• Constant communication

Plan-Do-Check-Act (PDCA)

Plan-Do-Check-Act (PDCA) is a continuous change management cycle that was first established by engineer and management consultant W. Edwards Deming in the 1950s. Back then it was called a Deming Wheel , which was later modified by Japanese engineers to arrive at its current definition.

The steps involved in PDCA are obvious:

As the name suggests, process improvement refers to the task of identifying, analyzing and improving existing business processes that are often outdated or no longer efficient enough.

While the term is most often used in a business context, it can refer to any decision or actions that aim to improve a process, be it as simple as finding a shorter route on your drive to work or as complex as improving the whole customer service process of a corporation.

Back to its business context, process improvement could target wasteful spending, poor office design, IT system downtime, employee disengagement and many other issues that can doom an organization.

Process improvement can’t be effective without proper process documentation policies in place. If you haven’t documented your company’s processes yet, we can help with that. Check out these process documentation templates to get you started.

There’s more than one type of process improvement plan, which we’ll explore more in detail . In addition to the example we shared above, a process improvement plan can also consist of 6 steps:

Or 4 steps, like this one which is developed using the Plan-Do-Check-Act (PDCA) model:

These steps are, of course, quite simplified and some process improvement plans will require months or years of changes to procedures, hiring practices, training, systems, software and more.

For example, a process improvement plan for a company lacking a specific skill set in its employees can mean hiring new staff and training the existing one. In cases like this, other tools like individual development plans can be useful.

This individual development plan designed for healthcare workers is a good example of how process improvement plans can branch off into other areas.

And once the new process is in place, it’s important to communicate it to the team effectively. That could be through a  process infographic , timeline , mind map or other types of visual communication .

Customize this project communication plan to help streamline communication channels between teams working on the same project:

Another example of a process improvement plan, this nursing care plan is used in a healthcare setting only. It could be used to illustrate a new plan aimed at addressing gaps in communication and patient care. But you can use the process suggested in this plan and apply it to any industry.

This creative design process infographic would be an ideal way to share with a creative team a proposed new method of taking clients through the design process. Consider color-coding new or revised steps if creating a piece like this to share a revised company process.

Customize this action plan mind map once you’ve settled on a new process so that team members see steps involved in their tasks but also keep the main objectives in mind.

Process improvement plans are useful for organizations of all types and their output can include simple verbal instructions. But most companies benefit from creating charts, presentations and infographics to communicate a variety of aspects surrounding the plan.

Check out these process improvement plan templates that may help your organization.

Process improvement plan development examples

Developing a process improvement plan is complicated, but visual tools like infographics can make it easier for your team to grasp the steps involved.

Help your management team and employees understand the steps involved in the plan-do-check-act (PDCA) cycle with this infographic. Customize it for your needs by outlining specific actions they need to take in the bottom section.

This PDCA cycle infographic is ideal for companies that are implementing improvement plans across their organization.

Revised process examples

Once you’ve settled on a new way of doing things, explaining the new process clearly to employees (and sometimes customers) is critical. Process and timeline infographics are helpful, as they allow people to visualize the new steps.

Here’s an example of a process improvement plan to revise customer support process, built based on the PDCA concept:

Customize this project management process infographic for the new process you and your teammates are creating. Quickly change out icons for ones that apply to your business and use My Brand Kit to ensure the design aligns with your corporate identity.

Use this colorful process infographic for a new process that has several steps. Lengthen or shorten as needed to cover all the steps in your revised process. Or use a template like this to create a process improvement action plan as you begin your work.

Revised policy examples

Process development plans can easily spill over into a variety of business areas and it’s often necessary to craft new policies and procedures on the way to your new process. Infographics and other tools can help you spread the word and document these new policies.

If your new process will require added documentation that needs to be signed by an employee or their supervisor, customize this procedure infographic that explores how to submit expense claims. Change the title, content and illustrations for your needs.

Perhaps your process improvement plan revealed that nobody in your organization is prepared for a disaster or emergency. The output of your process improvement team could be a business continuity plan like this one.

Employee development examples

The success of your new process will depend entirely on your team’s ability to execute it and many organizations find that a major reason why their current processes aren’t working is that team members lack certain skills. So, employee development is often involved in executing a revised plan.

Help team members visualize the skills they need to develop by working with them to create a mind map like this one.

Customize this career planning infographic for team members as you work with them to help them build the necessary skills. While this example is about career planning in general, it’s easy to customize with specifics for your employees.

Change management examples

Humans by nature are resistant to change and your organization may find it challenging to implement a new process. These change management plans may help you communicate and motivate your team.

Follow the steps in this change management process infographic to break through your team’s stubborn adherence to old, inefficient processes.

Update this planning process infographic to help get your team on the side of change. Employees who feel they are involved in steering the company in the right direction will feel a strong sense of ownership in the entire process improvement operation.

There are many benefits of diving into a process improvement plan in your organization and the most obvious and important is to improve your company’s overall efficiency. Doing so can make the business more profitable in the long run. But that’s not where the benefits end.

The biggest benefits of a process improvement plan include:

• Employee satisfaction : More productive workers make a company more money over time, but they also gain a sense of accomplishment and self-improvement.
• Customer satisfaction : Many process improvement plans target tasks that are customer- or client-facing and making sure your customers are satisfied is crucial for any organization.
• Agility : The business landscape is constantly changing, so putting a process improvement strategy into place will equip your organization to handle future disruption.
• Safety : Efficient processes are helpful to reducing workplace accidents and repetitive stress injuries and examining the physical activities employees are doing as part of their jobs can help make them safer overall.
• Modernization : Organizations that resist technology are likely not long for the world and process improvement plans are ideal for adapting new technologies to your company’s workflows.
• Innovation : In any company, there are things you do because that’s the way you’ve always done them. But breaking those processes down to see how they function is one of the best ways to spark a new idea and create innovation in your organization.

Do you have more questions about creating a process improvement plan for your organization? We’ve got answers.

How do you propose a process improvement plan?

Communication is a critical part of process improvement. If people don’t know or understand why change is needed, it’s unlikely they’ll embrace any new processes. Proposing a process improvement plan requires an individual or small group who will own the plan’s development from start to finish and can be evangelists for the plan across the organization.

What are the contents of a process improvement plan?

In general, process improvement plans must include a definition of the process, an explanation of its steps, an identification of the ways in which it falls short, a proposed new process and a mechanism for monitoring the revised steps.

How do you find areas of process improvement?

If you knew exactly why your organization wasn’t as successful, you’d fix it right away. But finding areas of process improvement means keeping your ear to the ground and observing the organization in an objective way. Common areas of process improvement include authority overlap, constantly missed deadlines, poor quality control, physical safety issues, fixing errors rather than preventing them, employee and customer dissatisfaction and excess spending.

Enhance productivity and eliminate frustration with process improvement plans

Identifying where your company is failing in the processes used across the organization is not an easy task, as it requires dispassionate examination of how you may be falling short. But visual communication tools like infographics, mind maps and process illustrations can help communicate issues to your team and get everyone moving in the right direction.

Interested in visualizing your process improvement plans and gaining buy-in from stakeholders? Start by registering for a FREE Venngage account and choose a suitable process improvement plan to customize. Our templates are professional-looking, fully customizable and really easy to edit, even if you don’t have design experience.

Process Improvement

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Voila! You can now download this Presentation

Optimize your business processes to achieve new breakthroughs in quotas and quality standards. Use our Process Improvement presentation – including common techniques and frameworks — to be more efficient at what you do.

Slide highlights

List all benefits of business process improvement with this slide. Consider including productivity boost, employee satisfaction increase, reduced risk, compliance, client satisfaction increase, agility and technology integration.

Use this slide to communicate your strategy around accountability. Remember, that by implementing the right systems, you can track progress, have the means to assess processes, set realistic deadlines and monitor responsibilities.

With this slide, introduce your overall strategy for business process re-engineering with the purpose of increasing performance and lowering costs. Touch upon process analysis, process development and process tracking.

41 questions and answers

What are some trends in business process improvement?

Some trends in business process improvement include the use of technology to automate processes, the implementation of lean methodologies to eliminate waste and improve efficiency, the use of data analytics to drive decision-making, and a focus on customer-centric processes. There is also a growing trend towards continuous improvement, where businesses are constantly looking for ways to improve their processes and performance.

What are some resources for learning more about business process improvement?

There are numerous resources available for learning more about business process improvement. These include online courses on platforms like Coursera, Udemy, and LinkedIn Learning. Books such as 'The Power of Business Process Improvement' by Susan Page and 'Business Process Change' by Paul Harmon are also helpful. Additionally, attending webinars, workshops, and industry conferences can provide valuable insights. Consulting with professionals in the field or hiring a business process improvement consultant can also be beneficial.

How can business process improvement be measured?

Business process improvement can be measured by tracking progress, assessing processes, setting realistic deadlines, and monitoring responsibilities. Other indicators of improvement include productivity boost, increased employee satisfaction, reduced risk, compliance, increased client satisfaction, agility, and technology integration.

"Process improvement involves the business practice of identifying, analyzing and improving existing business processes to optimize performance, meet best practice standards or simply improve quality and the user experience for customers and end-users," as defined by "CIO United States."

Process improvement tools, methods and techniques include, but are not limited to:

• Root Cause Analysis
• SIPOC analysis
• Value stream mapping (VSM)
• Total Quality Management (TQM)
• Mind Mapping
• Kanban Methodology
• Gap Analysis
• Scrum Process

"Forbes" recommends the below strategies from management leaders working in different industries for reviewing and improving business processes:

Imagine doubling your output – Kyle Hermans, be courageous

"Set a regular challenge for yourself and your team to imagine this: if we had to double what we are doing right now, how would we do it and how would our current processes support that?"

Adopt objective and key results models – Karthik Krishnan, Britannica Group

"OKR models start with business objectives and then cascade into department, team and individual objectives and expected outcomes. The 'why' and 'what' are defined while the 'how' is left to the teams/employees, empowering them."

Look at it through the lens of profitability – Andy Rodosevich, Hemp Depot

"While there seems to be a negative stigma around the concept of business profitability, if small businesses are not profitable, they can't keep people employed, fulfill their contracts and ultimately keep their portion of the supply chain moving."

Be comfortable with discomfort – Scott Amyx, Amyx Ventures

"Ask yourself what does this process serve? Is it still relevant? Is it optimized? What steps can be eliminated or streamlined? Are there manual, redundant or unnecessary steps? How can technology and automation help? Change is the only constant."

Ask for suggestions – Heather Newman, Content Panda/Creative Maven

"Ask your team for their opinions and suggestions on how the company can do better. Review submissions weekly and once or twice a year (depending on engagement and the severity of the issues raised) set up a meeting to brainstorm solutions."

Application

To implement business process improvement, follow this guide, put together by project management software provider, Project Manager:

• Determine what needs to change – analyze your business process at a high level and identify necessary changes. You can uncover areas ripe for improvement by conducting a process audit to discover where issues and risks lay
• Analyze pain points – analyze prospective changes to understand how to realistically make improvements. Meditate on the following questions: What steps are creating roadblocks? What aspects are most time-consuming? Is there an undue increase in cost and resources? Is quality impacted?
• Get buy-in – get support from senior management to approve your plans for improvement. '"These improvements can take time and use resources, so without a commitment from senior management, you won't have the power to proceed," the experts say.
• Design the improvement process – redesign the inadequate part of your process and apply the improvements you deem necessary to increase efficiency.
• Make the change – implement your redesign. This may require changing existing systems, teams and processes, the experts warn.
• Review – track the progress of all improvements your venture implemented and make sure they're meeting the milestones you've set up. Also, be ready to tweak your plan accordingly as new issues arise.

47 questions and answers

How can process improvement contribute to achieving business goals?

Process improvement can contribute to achieving business goals by identifying and eliminating inefficiencies, reducing costs, and improving the quality of products or services. It involves analyzing the current business process, identifying areas of improvement, getting approval from senior management, redesigning the process, and implementing the changes. This can lead to increased efficiency, better use of resources, and improved customer satisfaction, all of which can help achieve business goals.

What are some ways to measure the success of a process improvement?

The success of a process improvement can be measured in several ways. One of the most common methods is to compare the performance of the process before and after the improvement. This can include measures such as time taken, cost, quality of output, and customer satisfaction. Another method is to use key performance indicators (KPIs) that are relevant to the process. These could include metrics such as process efficiency, error rates, or compliance with standards. Finally, the success of a process improvement can also be measured by the extent to which it achieves its intended objectives, such as reducing waste, improving productivity, or increasing profitability.

How can process improvement help in resource optimization?

Process improvement can help in resource optimization by identifying and eliminating inefficiencies in the business process. This can be achieved by conducting a process audit to uncover areas that need improvement. Analyzing pain points can help understand what steps are creating roadblocks, which aspects are most time-consuming, and where there is an undue increase in cost and resources. Once these areas are identified, the process can be redesigned to increase efficiency, which in turn optimizes resource utilization.

"Making process improvements stick" by Kenan Institute of Private Enterprise

Studies show that companies embracing process improvement practices enjoy significant improvements in efficiency and costs, "Harvard Business Review"("HBR") reports. The University of North Carolina's Brad Staats and the University of Oxford's Matthias Holweg and David Upton examined 204 lean projects launched from 2012 to 2017 at a European bank with more than 2,000 branches in 14 countries and serving more than 16 million customers. The researchers strived to get to the bottom of why some improvements are sustained and others aren't. To achieve this, they looked at the lean initiative, started by the head office. Here is what Holweg and Upton discovered:

48 questions and answers

What is the future of process improvement in the banking industry?

The future of process improvement in the banking industry is promising. As studies show, companies that embrace process improvement practices experience significant improvements in efficiency and cost reduction. This trend is expected to continue as more banks adopt lean initiatives and other process improvement strategies. However, the success of these improvements depends on their sustainability, which is a focus of ongoing research.

How can the findings of the study be applied to other sectors?

The findings of the study can be applied to other sectors by adopting the principles of process improvement. This involves analyzing and improving existing business processes to enhance efficiency and reduce costs. It's important to note that the success of applying these findings to other sectors depends on the specific characteristics and needs of those sectors. However, the general principles of lean management, such as eliminating waste, improving workflow, and focusing on customer value, can be beneficial across a wide range of industries.

What are some alternative strategies to process improvement?

Some alternative strategies to process improvement include business process reengineering, total quality management, Six Sigma, and lean manufacturing. These strategies focus on different aspects of process improvement, such as eliminating waste, improving quality, and reducing variability. It's important to choose a strategy that aligns with the organization's goals and culture.

• Over the first four years, the bank launched 33 to 51 projects every six months, each involving 1,600 employees. Initial improvements in efficiency averaged 10%; the gains rose to 20% after a year and 31% after two years.
• However, despite the impressive gains, 21% of projects failed to yield any improvements. Among the 79% that showed initial improvements, many regressed: only 73% were still producing results above baseline after a year and after two years the number fell to 44%.
• The researchers examined whether projects that were initially successful could preserve the gains and show continuous improvement, but only 51% of them were continuing to improve a year after launch and after two years the figure dropped to 36%.

How can a business ensure the sustainability of their process improvement projects?

A business can ensure the sustainability of their process improvement projects by continuously monitoring and evaluating the progress of the projects. This includes identifying any areas of regression and taking corrective action. It's also important to involve employees in the process and provide them with the necessary training and resources. Additionally, setting realistic goals and expectations can help in maintaining the momentum of the project.

What are the potential benefits of continuous improvement in process improvement projects?

Continuous improvement in process improvement projects can lead to significant efficiency gains. For instance, initial improvements can average around 10%, and these gains can increase to 20% after a year and 31% after two years. However, it's important to note that continuous improvement is necessary to maintain and further these gains. Without it, many projects may regress or fail to yield any improvements.

What are some ways to increase the success rate of process improvement projects?

To increase the success rate of process improvement projects, it's important to have a clear understanding of the process that needs improvement, set realistic goals, involve the right people, and ensure continuous monitoring and feedback. Training and development of employees involved in the project can also contribute to its success. Regular reviews and adjustments based on feedback can help maintain the improvements and prevent regression.

To interpret and explain the findings better, Holweg and Upton talked to the bank's managers in all 14 locations. The managers named visible support from board members and senior leadership as one condition needed to keep improving. Without it, frontline workers believe that the company's enthusiasm for the effort has waned, and backsliding ensues, the managers stated, according to "HBR." The need for consistent measurement and monitoring was also mentioned. "Addressing the low-hanging fruit is easy; it becomes harder in the long term," one of the bank managers shared with the researchers.

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PROCESS IMPROVEMENT

“If you can’t describe what you are doing as a process, you don’t know what you’re doing.”

– W. Edwards Deming, Management Innovator

Early in my career, I wouldn’t say I liked process improvement. I was all about strategy, innovation , and breaking paradigms. Process improvement seemed dull, rigid, claustrophobic, and monotonous.

When I began to lead large teams, I fully appreciated the importance of process improvement to an organization . Much of strategy focuses on the “What,” “Why,” and “Where” of strategy. Yet, when you take a step back, often just as important or even more important is the “HOW,” we get things done since this is where most of an organization’s resources, time, effort, costs, and capital are tied up. And the “how” is all about processes and process improvement.

While you can point a ship in a different direction, if it can’t go any faster and navigate the seas very well, the competition will most likely pass it up. To dramatically increase an organization’s capacity for change, focus on process improvement to drive the efficiency and effectiveness of the organization’s processes.

In this section, we’ll cover the top process improvement methodologies, concepts, and tools to crank out the efficiency and effectiveness of your company’s processes, including:

1. Process Mapping The first place to start in process improvement is to abstract a process into a process map . Learn the anatomy of a process, the key questions to ask, the process mapping symbols, and best practices .

2. Process Maturity There are five levels of maturity to any process. At what level of process maturity are your essential processes? Jumping to the next maturity levels is the goal of process improvement. Learn the five process maturity levels and the best practices to improve to the next level. We even include a handy process maturity worksheet.

3. Theory of Constraints The cornerstone of process theory is the theory of constraints . Every top MBA program includes the theory of constraints in its curriculum. Learn about process capacity, bottlenecks, flow, signs of constraint , and how to release process constraints best.

4. The 8 Forms of Waste Strategic leaders are masters at identifying and eliminating waste in a process. Do you know the eight forms of waste and the best practices to eliminate them? We’ve got you covered in this section and even provide a helpful free worksheet.

5. Lean Improvement Tools Every process should be lean, minimizing the resources and time to process inputs into outputs. You’ll become better at process improvement if you understand when and how to apply all the lean improvement tools, such as demand-pull, one-piece flow, load balancing, ECRS, 5S, just-in-time inventory, standardization, and continuous process improvement.

6. Kaizen Kaizen is one of the best philosophies and methodologies for continuous process improvement. Kaizen puts all the process improvement tools and concepts together in a cohesive process improvement methodology.

7. Six Sigma & DMAIC Six Sigma is another solid process improvement methodology that utilizes the DMAIC framework of defining, measuring, analyzing, improving, and controlling a process. It’s a solid methodology to continuously improve critical processes.

8. Automation Never try to automate a low-maturity process since it will still be inefficient and ineffective. But, once you reach a high level of maturity, automation is your go-to process improvement tool to vastly minimize the resources and time for the process to transform inputs into outputs. And, given today’s technologies in automation and robotics , you can automate any process quickly and cost-effectively.

Just like all of the sections on this site, you can pick and choose a topic or if you want a nice overview of a section read the topics in order.

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Home Blog Business How to Create Process Improvement Plan: A Guide to Optimizing Business Procedures

How to Create Process Improvement Plan: A Guide to Optimizing Business Procedures

When you run a business, staying ahead of the curve is not just a goal but a necessity. Technologies improve. Market conditions shift. Customer preferences change. Businesses that fail to keep up with these changes risk falling behind their competitors or, even worse, closing down.

That’s why every organization, no matter how well their business is running, must proactively seek opportunities for process improvement to adapt to changing times.

Table of Contents

Benefits of Working with a Process Improvement Plan

Common methodologies of process improvement, how to make a process improvement plan, what is a process improvement plan.

Ingrained processes may become comfortable and familiar, but they can hinder growth and efficiency without regular assessment and optimization. A Process Improvement Plan (PIP) helps in this regard by providing a structured approach to analyzing, optimizing, and refining existing organizational processes.

Whether it’s a manufacturing procedure or a customer service workflow, a PIP provides a systematic framework to identify areas that need enhancement and implement changes to maximize efficiency and effectiveness.

Process improvement is part of the monitoring phase of the project management lifecycle . Project managers and teams monitor project progress, performance, and key metrics. Process improvement initiatives may be initiated to enhance project outcomes if any inefficiencies or bottlenecks are identified during monitoring.

A well-executed PIP offers numerous advantages, including:

• Enhanced Efficiency: Identifying and rectifying inefficiencies leads to optimized workflows and reduced operational waste.
• Improved Quality: Streamlined processes result in higher-quality outputs and fewer errors.
• Increased Productivity: With streamlined workflows, teams can focus on value-adding tasks, leading to increased productivity.
• Cost Savings: Process improvements spot broken procedures that can have significant financial implications, ultimately positively impacting the organization’s bottom line.

Process improvement relies on methodologies to provide guided approaches and tools for identifying inefficiencies and achieving desired outcomes. While project management methodologies focus on successfully delivering specific projects, process improvement methodologies are designed to enhance ongoing operations within an organization. These two methodologies serve distinct purposes but can complement each other to drive overall business success.

Here are the most commonly used process improvement methodologies:

1. Six Sigma DMAIC Process

DMAIC is a widely embraced and structured process improvement methodology that is a key component of the Six Sigma approach. It is an evolution of the PDSA (Plan-Do-Study-Act) cycle that presents a systematic roadmap adaptable to any organization seeking “incremental improvements” on existing processes to attain superior quality and predictable outcomes.

DMAIC has five phases and stands for:

• Define the problem or opportunity for improvement.
• Measure the current performance of a given process.
• Analyze the underlying causes of problems and inefficiencies.
• Improve processes to address the root causes of the problem.
• Control improved processes by implementing the measurement plan.

The keyword in DMAIC is “incremental improvement.” While DMAIC is an effective methodology for continuous improvement and optimizing existing processes, it may not be the best fit for projects that require radical or exponential improvements or when designing entirely new processes.

Let’s see an example of this tool by using this case study: SoftTec, a software development company, is looking to improve the situation of one of its projects. One web application they created frequently experiences performance issues and crashes during peak user times, which in turn delivers a poor user experience.

• Reduce application crashes by 70% during peak hours.
• Improve the average response time by at least 40% during those peak hours.
• Enhance the overall user satisfaction based on surveys.
• List down the number of app crashes during the defined time slot per week.
• Measure the avg. response time during those peak hours per week.
• Evaluate the user feedback surveys in terms of user satisfaction with the app on a scale of 1-10.
• Insufficient server resources to handle the user demand during peak hours.
• Inefficient database queries (human error or lack of knowledge).
• Code bottlenecks or suboptimal algorithms.
• Upgrade the server infrastructure to handle increased traffic during peak hours.
• Optimize the database queries to speed up data retrieval.
• Implement code reviews and performance actions into critical parts of the process.
• Implement real-time monitoring of the performance metrics.
• Foster a culture of continuous education for the Development team.

Organizations often turn to the modified DMADV (Define—Measure—Analyze—Design—Verify) methodology for scenarios that demand significant breakthroughs, also known as DFSS (Design for Six Sigma).

2. Improvement Kata

Mike Rother introduced The Improvement Kata concept in his book “ Toyota Kata .” Drawing inspiration from the continuous improvement practices of the Japanese car manufacturer Toyota, Rother adapted and extended these principles to help organizations embrace a culture of lean production.

The Improvement Kata emphasizes the development of habits and “muscle memory” that foster a mindset of continuous improvement throughout the organization. It is not just about the “systematic pursuit of desired conditions”; instead, it seeks to instill a way of thinking that empowers employees to think more openly, experiment, and constantly seek better solutions.

This improvement methodology has four steps:

• Understand the distant direction (vision) to be achieved
• Grasp the current condition
• Establish the NEXT target condition (time-specific goal beyond your current knowledge limit)
• Experiment against obstacles to achieve the target condition

3. Total Quality Management (TQM)

Total Quality Management (TQM) is a management method born from a belief that pursuing quality should be an ongoing and cooperative effort involving everyone in an organization, from top management to the lowest-level employees and customers. It’s an evolution of various quality management approaches from Walter A. Shewhart and W. Edwards Deming, bringing together the best practices from each methodology.

The fundamental principles of Total Quality Management include:

• Customer Focus: Understand and meet customer requirements and put them at the center of all activities.
• Employee Involvement: Encourage active participation from employees in problem-solving, decision-making, and process improvement initiatives.
• Process-centered: Create well-defined and well-managed processes to ensure consistency and quality in the final output.
• Integrated Systems: Processes and functions within an organization should be interconnected and aligned toward the common goal, avoiding silos and focusing on collaboration.
• Systematic approach: Use a methodical approach to managing quality to achieve goals.
• Data-Driven Decision-Making: Eliminate guesswork and use data to ensure that quantifiable facts back decisions.
• Communication : Implement transparent communication channels within the organization to help disseminate information about quality goals, progress, and changes effectively.
• Continues Improvement: Promote the idea of the ongoing pursuit of process improvement to meet or exceed customer expectations.

While distinct in their approaches, process improvement methodologies share some common activities and principles. These activities reflect the core elements necessary to drive successful process improvement initiatives.

In this section, let’s zero in on the shared steps you can take to build an effective process improvement plan.

1. Select a Specific Process to Improve

It’s important to take a healthy dose of changes within an organization. As the famous proverb says, don’t bite off more than you can chew. Trying to implement abrupt and multiple changes within your activities may cause multiple problems, like spreading resources thinly and overwhelming your employees.

Focus on one process that has strategic significance within your organization. By selecting a specific process to improve, you can concentrate your efforts, resources, and attention, increasing the likelihood of success.

Think about the following when considering processes that need improvement:

• Which process is the most critical to the business?
• Which process offers quick wins or immediate benefits?
• Which process is causing the most significant challenges or bottlenecks?

You may use a simple prioritization matrix to determine which process improvement to focus on first.

Let’s assume you are a manager of a grocery delivery service, and you want to improve your overall customer satisfaction rate. You have identified four processes that require improvement:

Based on the prioritization matrix, it’s clear that the “Delivery Time and Efficiency” process should be the first area of improvement to focus on. Improving delivery speed and efficiency can immediately impact customer satisfaction, leading to higher retention rates and positive word-of-mouth referrals.

2. Set Goals

A project without a clear goal is often the worst kind of project. When there is no well-defined scope and set objectives, such projects encounter numerous challenges and setbacks, making measuring progress and success difficult.

It would help to follow the SMART (Specific, Measurable, Achievable, Relevant, Time-bound) formula when setting the end goal of your process improvement endeavor. This will help establish metrics and key performance indicators (KPIs) to quantify the results of the improvement efforts.

In our grocery delivery service example, the goal could be a 90% reduction in failed delivery attempts within the next two months.

3. Map the Current Process

The next step is to understand how the current workflow operates. Collaborating with the team members is paramount to gathering insights and details about each step, including the common pain points encountered.

Create a flowchart or process map that illustrates the sequence of activities, decision points, and interactions involved in the process. Then, analyze the process map to identify bottlenecks or areas where delays occur.

Here’s a possible flowchart for the grocery delivery service example.

As you can see, a delay in delivery may arise when the receiver of the parcel is not at home. A second delivery attempt constitutes additional expenses for the company, like fuel expenses.

4. Redesign the Process and Allocate Resources

After mapping the process and identifying areas that require improvement, the next step in the process improvement journey is to redesign the process. It involves making intentional changes to the existing workflow to eliminate inefficiencies.

You may consider several solutions. However, weighing your options concerning the resources you are willing to allocate is important. Consider the potential return on investment (ROI) for each solution.

In our example, the grocery delivery service may ask customers upon checkout to select a delivery date based on a fixed time window that suits their convenience. This may require several technologies, like a time slot management system. Still, it offers cost-saving benefits such as reduced delivery fleet downtime, optimally filling delivery vehicles, and reducing failed delivery attempts.

5. Test the Redesigned Process

Testing is a crucial step before implementing any process improvement plan. This step will ensure that the proposed changes deliver the desired outcomes without causing unintended negative consequences.

Test the process improvements on a small scale involving the end-users, and collect feedback. Use the data you gather to make additional changes to the plan.

Going back to the grocery delivery service, they may select a specific geographic area or a small group of customers to participate in the pilot test of the time slot management system. This allows for a controlled and focused testing environment.

6. Present and Implement

It’s time to introduce the process improvement plan and implement the changes to the stakeholders. At this stage, the organization should ensure alignment of expectations with the team members so everyone understands their roles and responsibilities. Provide training when necessary. Additionally, securing buy-in and approval from key decision-makers is essential for a successful implementation.

Using the ADKAR Model presentation can address the key elements of introducing and implementing the process improvement plan. It focuses on individual change management and helps stakeholders understand and embrace the proposed changes.

7. Monitor and Iterate 

Finally, keep looking for opportunities to optimize your workflow. As mentioned, improving your processes is an ongoing activity. So, keep assessing the performance of the redesigned process, gathering feedback, and making further improvements to enhance its effectiveness and efficiency.

Process improvement is not just an option but a necessity for organizations to stay competitive and relevant. This vital practice elevates efficiency, eliminates ineffective procedures, and reduces costs. Use the methodologies and tools we discussed in this article to systematically analyze your processes and navigate them toward the path of success.

1. Process Improvement 9 Steps Circular Diagram Template

By working with this TQM (Total Quality Management) slide deck, your organization can showcase the entire process that aligns all workgroups, regardless of their hierarchy, toward the same goal: continuous improvement. Meet the customer requirements as the core step in your organization, and then work through the 9 steps shown in this slide systematically and pursue a data-driven decision-making model. This presentation slide is ideal for introducing new employees to the methodology or innovating within your organization regarding process improvement methodologies.

Use This Template

2. Define-Measure-Analyze-Improve-Control (DMAIC) PowerPoint Template

Create powerful process improvement plans by implementing the Six Sigma DMAIC model into your organization. With a mapped layout in the first slide of this slide deck, you can go into detail by covering each phase, listing steps and tools required for its completion.

3. Six Sigma Process Improvement Plan Template for PowerPoint

Present all the stages required to accomplish a Six Sigma Process in your Process Improvement Plan Presentation. An ideal slide deck to coach new personnel into the Six Sigma methodology, with a very clear layout that helps us focus only on the key details of each stage of the process.

4. Process Improvement Action Plan PowerPoint Diagram Template

Working with an Action Plan Template for PowerPoint is an ideal measure to implement Process Improvement Strategies. 6 placeholder areas with vivid handmade illustrations make this template apt to motivate any team to push toward new horizons.

5. COBIT 7 Phases PowerPoint Diagram

A Control Objectives for Information and Relevant Technology diagram is a tool used in IT to optimize organizational practices. Companies can use the 7-phases in this diagram to evaluate quality control and reliability tactics.

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Home Collections Creative slides Process Process Improvement Powerpoint Template

Effective Process Improvement PPT Template and Google Slides

Process improvement Presentation Slide

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• 100% customizable slide and easy to download. 
• The slide contained in 16:9 and 4:3 formats.
• This slide has a colorful design pattern.
• Highly compatible with PowerPoint and Google Slides.
• Well-crafted template with instant download facility.
• segmented diagram
• Business Process
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• Business Process Flow
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Top 10 PPT Templates to Combat Areas of Improvement

Kanica Sharma

Challenges are what makes or breaks a business, no matter how solid the foundation is. There is a constant need to analyze the weaknesses and focus primarily on the areas of improvement and the strengths to uplift one’s craft. However, it doesn’t matter if you end up pursuing deadlines rather than dreams, need a relief from a family feud, or need a career push in the right direction, one has to always aim at evolving at what they lack.

Though it is not surprising that improvement involves a lot of exertion, a self-sufficient advancement policy will ease it for you. Confronting the areas of improvement directly combats the problem and strives to overrule it in real time, and for that, our marvelous areas of improvement templates are here to help. A continuous effort towards upgrading the weaker areas not only improves the efficiency of the employees, but also makes them an active participant in the growth of the company.  

Therefore, to ensure you improve to a great extent, we’re here to help you get a solid foothold. 

Bringing to you, our amazing collection of PowerPoint templates will leave you awestruck with its design. Solely emphasizing the areas of improvement, the layouts will definitely be an eye opener for you. The designs are easy to edit and customize. 

So, put on your skates as there’s no time to waste. Check these out!

Template 1: Areas of Improvement for Employees PPT Layout

Presenting this wonderful areas of improvement for employees PPT design. This respective design holds six different subjects such as interpersonal communication, written communication, and so on. Enhance your business with more economic opportunities with the help of this slide. Get yours now!

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Template 2: Areas of Improvement PPT Design for Empowering Organization

Pull-off a successful attempt at improving weak prospects with this area of improvement PPT layout. This detailed template provides areas of upgrading in corporate culture, employees, organizational culture, etc. Subjects like training, transparency, flexibility, and much more are included in this expertly made PPT layout. Download it immediately and see how it transforms your business.

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Template 3: Areas of Improvement for Organizational Management PPT Slide

Want to see your organization have the best management system? You’re in the right spot! This areas of improvement PPT template is explicitly designed to advance your company’s administration with subjects like leadership, decision making, people, and work systems. Easy to edit, this slide is a must have for your business. Employ it ASAP.

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Template 4: Major Areas of Improvement in Business Operations PPT Slideshow

Deploy this helpful areas of improvement PowerPoint template to present focus areas for improving work in the organization. This design assists you with subjects like inventory management, value engineering, reliability etc. If you want to not wander around and look for what to focus on, this template is a perfect pick for you. Grab one now. 

Template 5: Areas of Improvement for Business Strategic Process PPT Template    

Deploy this expertly made PowerPoint design to ensure that you leave no concern unattended. The strategic procedures will be of much more value when collaborated with this template that includes costing, predictability, safety, and quality. Easily customizable, choose right now.

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Template 6: Areas of Improvement for Better Decision Making PowerPoint Theme

Continued professional development is crucial in every aspect and for that, we present to you this effective areas of improvement PPT preset. Build a systematic framework with this template to make sure your decision making is fruitful for the company. The five stages present in this layout include delay, ego, specialist advice, and much more. Edit it as you like, incorporate this theme immediately.

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Template 7: Areas of Improvement for Productive Time Management PPT Slide

Incorporate this amazing areas of improvement PowerPoint creative set to make your time management a productive task. Strengthen your weaknesses with the help of the topics covered in this template such as task allocation, workforce, organize tasks, and a lot more. You will definitely appreciate the results after employing this editable PPT design. Grab yours instantly. 

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Template 8: Areas of Improvement for Organizational Development PowerPoint Template

Looking for zones of concern for development? This impressive areas of improvement PPT layout is just the right pick for you. The divisions in this slide are theme, scoring, gap, and comments. This will not only help you gain clarity but you can also add and delete data as per needs. This is a complete show stealer, infuse it by clicking the link below. 

Template 9: Areas of Improvement in Organization PPT Template

With an impeccable slideshow, make everyone stop and wonder at how you do it so well. Choose this areas of improvement PowerPoint theme and concentrate on all the subjects that you may have possibly overlooked. Guarantee your company’s growth with subjects like cash flow, profit, business growth, asset protection, etc. This custom-made slide is a must have. Get one immediately.

Template 10: Areas of Improvement for Reseller Enablement Strategy PPT Slide

A little development never harmed anybody, did it? Of course not! Tackle all the challenges with this areas of improvement PPT theme and make all the efforts worthwhile. This template provides you a detailed description of each topic of development such as complex sales cycle, complex integration, etc. Insert all your relevant data and get going. Grab one for yourself now.

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Enhancing your qualities and capabilities is a never ending process. A correct push is the only thing that one requires. That’s where our professionally made templates come to your rescue. Each slide is constructed in a way to fulfill all your requirements pertaining to areas of improvement in the organization. Inspire your workforce to strive for perfection by working in tandem with them for the sole purpose of development with the help of our PowerPoint designs. Being able to edit and customize it yourself is one of the main reasons why you should incorporate them instantly.

So what’s stopping you? Ready, set, download!

If you wish to create a development plan for you team members look no further than this guide with templates included. 

P.S- Want to kill two birds with one stone? Check-out our blog and assess performances and make improvements in your processes with the help of these magnificent quarterly business review PowerPoint Templates.  

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