Sound familiar? Your organization uses a process modeling tool to create beautiful visual process flows. It's managed by one or two process managers who determine how to describe processes (the conventions) and when a process description can be published for employees. After a few years, only a handful of process descriptions have been released, and they're already outdated. No one feels responsible for keeping the process descriptions up to date. Process management and process execution have become increasingly disconnected.
But it doesn't have to be that way. With dynamic process management, supported by Way, process management becomes part of daily work. Of the people who actually carry out the process.
In this blog I will take you through:
- Why static process management no longer works and never really worked
- What dynamic process management does bring
- How Way helps organizations bring ownership into the process
- A concrete step-by-step plan to get started today
The problem with static process management
Traditional process management is static: processes are described once, often in long manuals or complex diagrams. They disappear into a folder or SharePoint directory and then become outdated.
The disadvantages:
- Employees do not feel ownership. They do not recognize themselves in paper procedures that do not fit with their daily work.
- No real-time insight. Problems only become visible when it is too late.
- Compliance and risks are tracked separately. Additional administration, limited integration.
In short: it takes time, money and energy, the return is usually disproportionate to this, and it does not really benefit the organisation. ‘It has to be done for the accountant,’ is what you usually hear.
Dynamic process management as a solution
Instead of documents disappearing into a drawer, dynamic process management is all about a living process organisation: workflows that are executed, documented and improved directly during work.
Key features:
- Ownership and control: employees are not just executors, but become co-designers of their processes. The process owner has final responsibility, but only plays a decisive role in major process changes. Dynamic process management places ownership and control with the entire team, without distracting them from their daily work.
- Global process model: no more extensive and detailed process descriptions. No long sessions. Global processes generated by AI in no time form the basis. The expertise lies with the employees in the process. They know the details.
- Real-time insight: you establish a direct link between the actual implementation of the (digital) process and the process model. You can see where work is getting stuck and where improvements are needed.
- Integrated compliance: risk management and regulation are part of the process itself, not a separate exercise.
- Continuous improvement (Kaizen): minor improvements can be implemented immediately. Major changes are introduced step by step. The team has control and ownership. The process owner only needs to give a go/no go for major changes.
The concept of dynamic process management does not result in a static manual, but rather ownership of the process by the team itself and a direct link between the process model and its actual implementation.
Way as guide
Welcome to a new era. Way is ideally suited to support the concept of dynamic process management.
- Processes in Way are generated using AI based on documents or images. No extensive modelling sessions, no management required, just quickly and cleanly generated processes.
- Process runs connect the process model with implementation. Employees can use process runs to analyse their work processes and recommend improvements. Way shows which process steps have received the most comments. By setting priorities, your team can go through the areas for improvement and decide immediately to implement them.
- Documentation is generated automatically during the process run. You do not need to update anything afterwards. Very simple version management also allows you to look back at when you made which improvements, so you can measure the effects.
- Integrated risk management and compliance. GDPR, NIS2 and other regulations are built in from a risk management perspective and can be linked to steps in your process.
- Privacy by design, European security. Way is developed by Smart Yellow, a Dutch company that takes security and privacy seriously. The servers run exclusively on renewable energy in European data centres.
How to start today?
You don't have to start a big project. Start small.
- Select one process with many transfer points.
- Model this process in Way with the free trial version (see bottom of this page!). You can generate the process using AI and then refine it.
- Execute the process live. Let the team work with the process runs and observe. Discuss areas for improvement.
- Improve continuously. Use feedback to make small adjustments.
After a few weeks, you will already notice a difference: more ownership within the team and a smoother process.
Chaos in processes is not a law of nature. It arises because organisations cling to static process management. By opting for a dynamic approach and using a tool such as Way, you create clarity, ownership and continuous improvement.
The question is not whether you will take that step, but when. Ready to try Way? Register for your free trial below.