5 Benefits of Process Standardization

Process standardization refers to creating, implementing, and maintaining a set of procedures, practices, and guidelines for task execution.

Its main objective is to set best practices to enhance operational efficiency, resource utilization, consistency, and productivity.

Process standardization ensures that all steps are carried out uniformly, enabling information retrieval when needed.

Furthermore, having a checklist for a procedure sequence generates numerous competitive advantages for the company. Get to know the 5 mains benefits of process standardization.

What is Process Standardization?

Process standardization organizes and formalizes processes by developing a standard to be followed. Thus, every time a certain workflow takes place, it will follow the same guidelines.

Since business processes are carried out by different people, including new employees, everyone involved needs to understand what is expected from each task.

Another important aspect is the broad perception of the process impact on the company and understanding the responsibility of each part.

In addition to structuring processes, standardization requires documenting a sequence in which actions should be performed for later reference.

This formalization seeks to understand:

• what the process is;
• what the objective is;
• how it starts and ends;
• who is involved;
• what the sequence of activities is;
• which departments are involved;
• what the contribution to the organization is;
• and what is expected from this process.

The answers to these questions involve understanding whether the company aims only to organize what happens within a department or if it seeks a sequence of optimized activities that add value.

The second option is much more advantageous and will ensure potential results, especially if they seek end-to-end management.

Businesses aiming to optimize processes can either fully automate them or their parts with an Integrated Management Platform.

This solution ensures control of processes, documents, and indicators throughout the company. Thus, everything necessary for management is accessible to related parties.

Reasons to Standardize Processes

Creating a standard for processes means finding the best way to achieve the expected result.

Process standardization ensures repeatability of results, as procedures are performed equally, generating high-quality products and services with appropriate resource utilization.

Indirectly, creating a procedure model is motivating because related parties understand the process from start to finish.

In addition to these, reasons for standardization include: avoiding variation, complying with regulations and legislation, knowing the responsible parties, monitoring progress and results, and, obviously, understanding the processes.

5 benefits of process standardization

Proper resource utilization

When we take a closer look at the best way to perform activities, the goal is to make proper use of all resources and inputs. After all, resources are limited. From this perspective, there is also concern about the time spent on execution.

The mission is to simplify the steps so that professionals can focus on strategies that add value to the business.

Process standardization aids in decision-making about investments and innovations because it aims for continuous improvement of activity flow.

This resource optimization also leads to cost reduction, and resources are allocated to priority areas.

Consistency and transparency

When processes are standardized, all deliveries will be consistent, with no significant variations. Thus, it is possible to check if the results obtained correspond to what is expected. And if not, take corrective and improvement action.

Another issue is that by knowing the steps, those involved, and the responsible parties, there is clarity about the boundaries and requirements of the activity flow.

In general, process standardization contributes to more efficient and clear communication. And that each participant effectively contributes to completing the activities.

Increased productivity

If the best way to perform a sequence of activities is found, then there is increased productivity. Work optimization involves maintaining the same quality with proper resource usage and delivery speed.

Process mapping allows identifying major issues, weaknesses, and bottlenecks. Another issue is that redundant activities are eliminated, avoiding duplicated effort.

By eliminating these two factors, processes become leaner, which also contributes to productivity.

Another point of mapping is to enable the proper implementation of solutions, such as an Integrated Management Platform, to automate processes.

Reducing errors, failures, and rework

By creating an improved execution sequence, variations in activities are reduced. Since each collaborator knows what needs to be done, there is less risk, errors, failures, or rework.

In process standardization, all compliance issues must be considered. That is, adapting the activity flow to standards and regulations.

Because they have access to detailed documents, the steps to be followed are clear, significantly reducing misinterpretations.

Another consideration, especially for companies using Integrated Management Platforms, is to have greater control over operations.

Reports and data updates make processes measurable and predictable. When any anomaly is found, action is immediate, and errors, failures, and rework have less impact.

Facilitated training

If the company has documented processes, it has procedures and all instructions about the processes. Thus, training new employees or refreshing the training of existing professionals is much easier.

This consolidation of information generates reliable documents that can be consulted whenever needed. The company can create interactive manuals, such as video lessons, and make them available for remote access.

In addition to training, standardization allows the professional to understand why the process is essential for the company. By understanding this significance, they are more committed to delivering a result that meets expectations.

What about technology?

Technology is always a welcome resource to modernize and optimize processes. However, the organization must be prepared to receive it.

By enhancing results, companies that do not have a standard in their processes tend to increase inefficiency when implementing technologies incorrectly.

Thus, process standardization and automation must go hand in hand. Sequential organization of activities allows recognizing where technology can enhance results.

If you want to start automating your standardized processes, try Fusion Platform. Fusion is a complete Integrated Management Platform that manages and controls processes, documents, and indicators.