Allow me to continue the previous discussion about the work system in your company. There is a difference in the meaning of the term 'system' in terms of engineering, biology, and management. But in the management company or unit of work, using a management point of view of course much more relevant. The computer is just one tool to improve the efficiency and utilization system that we designed. And as a tool, the computer is not everything. So, do not be too discouraged if your company does not have 'a computerized system'. Of great if could provide 'tools' it. But even if not: you can still build a 'system' that are reliable in your work unit.
Yesterday we've talked about the importance of (1) understand the business process or workflow that applies in your current work unit and (2) determine the required workflow. By comparing the findings in the second step we will find a 'gap' or difference. The difference can be large, can be small depending on the scope of the existing system against the demands of work. If the system is really 'no' means of gap by 100%. For those of you who are interested to learn how to make the system in their respective working units read on.
Gather the necessary information. It is important to obtain information internally within your work unit in order to ensure that your system wakes up completely in accordance with their employment needs. However, external information is no less important. External information from other work units may only be used to benchmark, but your understanding of the system prevailing at the corporate level is meant to ensure that the system you created in line with the larger system.
Create an outline of work system that you want to apply. As a unit manager or supervisor you can not wait for someone else make a system work required by your work unit. So start making draft armed with your understanding of business processes, the actual needs and internal-external information you get. Maybe not perfect, but it is a very determine whether the unit of work you will have a better system or not. If you say anything, not necessarily one hundred years from now no one cares. So, make a draft right now.
Discuss your initial draft with the people concerned. You would expect that everyone in your work unit to work in accordance with a system that you create. It is very important for you to listen to their views. Not all your men must be consulted. Choose those who are always critical but positive and constructive. They are passive, cynical, and always being negative will only hinder the manufacture of your system. In addition to a subordinate, you should also consult the views of the boss because your system is closely related to superior performance. Your peers in other work units can also be consulted, especially those whose performance linkage.
Test your new system and try again revised according to the results of evaluation. The trial gives you the opportunity to re-examine whether the system that you wake up it's really reliable or not. This minimizes the risk that could result from errors that may occur. Far better to do revision at the time of trial rather than dismantle it again after the system is applied as a whole. At this stage you also can find things that are not explained in the text book. In fact, the calculations on paper do not always match the reality on the ground. Depending complexity of your system, testing can be done over several days to several months.
Train everyone in your work unit. One of the main causes of failure of the implementation of the system in many companies is the lack of employee skill in using it. It does not matter as good and as cool as any system you build, if people in your work unit do not understand and are not skilled to implement it; will surely be in vain. There have been many systems are abandoned, but made with very expensive. Do not come with a system adds to the amount you are unemployed. So, train them up really skilled at running it.
If you have enough budget to make your new automation system with a computer, please do. If your budget is limited, then you can use a simple program such as Microsoft Excel or Microsoft Access. If for that's not even possible, then you can implement your new system manually only. Remember, that the 'work system' You are his life, while the computer is just a tool supporting systems. It's great if you could have both. But if had to choose one of them: then forget about the computer system, and focus the system works.
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