The Beauty and Benefits of Using Systems

I find beauty in order; systems and processes are wonderful.  When everything functions in synchronicity and ease, my heart sings and all is good in the world.  One benefit to using systems is the order it creates. It allows you to turn a big, hairy project into a more manageable one.  Systems allow for clarity of purpose; it helps in identifying stakeholders and it sets the groundwork for future improvements through the ability to measure the efficiency of the system.  Once an understanding of the purpose, protocols, processes of a project are known, you can press through the project with ease.

Clearly Understand the Purpose

How often have you started a project without knowing the purpose of the project or how your contribution affects the project.  This is not acceptable in any circumstance.  Every worker should not only know how their contribution affects the project, they need to understand the benefits of their contribution to the project.  When this understanding exists, a more proactive and creative approach to planning and execution is possible. 

Awareness of Protocols

An awareness of the protocols associated with your project or job is very important.  This means knowing the rules, policies, and procedures associated with the project as well as knowing the rule makers.  This is crucial in the planning and execution of a project.  It is helpful when formal policies and procedures exist but unfortunately, that is not always the case. In these circumstance, consult the primary decision maker and find out the operational and performance parameters and ensure you both understand and comply.

Set up an Efficient Process

When you understand the purpose and protocols, the next step is to setup processes that represent the most time efficient and cost effective way to achieve the intended purpose in relation to the established protocols.   

Allow for the things that take the most time to do; those that need feedback from others, those that need complex or time consuming formatting.  Ensure the flow of the steps make sense and allow for the successful completion of the project or job within the allowable time frame.

One of the wonderful things about systems is they are dynamic and ever changing.  Understand you will have updates to the system but if you consistently work with systems in mind, your work will become more efficient.