Process Management - an alternative to top-down ad hoc management

“The secret of getting ahead is to get started. The secret of getting started is breaking your complex and overwhelming tasks into small manageable tasks and then starting on the first one.” - Mark Twain

INTUITIVE MANAGEMENT APPROACH

Objective-Steps Processing Management System (OSP) offer an alternative to conceptual leadership, talents, policies to upgrade management viz:-

(a) Study of Ideas,
(b) Enquiry,
(c) Contracts and
(d) Contract Administration.

STEP 1 – STUDY OF IDEAS

The first step - “Study of Ideas” translates conceptual decisions, policies to actions.

It strikes at the core of creativity while empowering all to implement all major decisions.

STEP 2 – MAKE ENQUIRIES

After decision, the next step is to “Make Enquiry” on resources to enable decisions to be translated into concrete actions creating a dynamic action-oriented organization or culture.

Typically the second step is carried out with calling of “Quotations/Tenders” regularly implemented to maximize resource application.

STEP 3 – CONTRACTS

The 3rd step - securing contract - empowers staff to take actions to secure opportunities by closing deals or contracts enabling an enterprise to be run competitively.

STEP 4 – CONTRACT ADMINISTRATION

To implement policies, objectives, and decisions, all projects, works and services have to be systematically implemented in details to fulfill all requisites quality-time-cost objectives.

Such detailed contractual administrations are divided into 10 standard departments each divided in 3-4 core activities for greater focus and consistent project-like governance thus:

1.(General) 2.(Human Resource) 3.(Revenue) 4.(Accounts) 5.(Marketing) 6.(Services, normally open-ended outsourced works) 7.(Facility) 8.(Enforcement) 9. (Production) 10.(Compliance).

Hence whether it is the a business or a government agency, all its works and services can be standardized and rendered attainable in well-established component work processes contained in forms (admin) and work forms outlined in a OSP Process File List viz:-

1. Administration Forms (existing forms adapted easily from each ministry/dept)
2. Work Forms (10 departments)

Processing of each form produces quantified Feedbacks of "1" (not attained) "2" (attained) and "3" (excellence)

Close all input task-lines via the call centre weekly with self-corrective actions taken by staff at each level.

Such process management produces closing status information.

PRACTICAL KNOWLEDGE APPLICATION

Set up the above-stated process management today to enable all staff to carry out tasks instead of aimlessly following ad hoc and self-centred petty individualistic instructions which are often unnecessary.

Process management will enable any enterprise to work towards attaining goals at every level of management through greater coordination and mass participation in knowledge application.

A clearance Form is used to close daily operational tasks to avoid double-handling, inefficiencies, mishaps, security and fire risks etc.

Set up a call centre to process all forms and work forms.

LIST OF PROCESSING FORMS
Examples of Forms:-

Standard letters (FGL) work orders (FGW), production orders (FNO), tender/quotations, (FQL), purchase orders (FCP), salary/remuneration orders, (FHS), contracts, (FCP) invoices, (FAI) vouchers, (FAV) etc.

EXAMPLES OF WORK FORMS

Work Forms include Budget Control Work Form (WAB), Security Check Work Form (WSS), Stock Control Work Form (WNS) etc.

It will not be necessary nor desirable to concentrate decisions and power in a few individuals.

Well established work processes as stated in the foregoing allow all enterprises be it business or government to delegate all tasks i.e. policy, decision, projects, for collective good corporate governance without self-centredness to reach excellence and results.

Such process management could help to avoid wrongdoings and malpractices.

It has helped me to attain super-efficiency in my own multi-tasking work environment beyond proportions.

I would like to share such process management with all today. Results guaranteed to the faithful and diligent.

Note: User- or trainer- Licences will be readily issued to anyone interested by the author Robert Teh Kok Hua of Book “Objective-Steps Processing Management System” (book available at Singapore National Library)