Process Design & Optimisation
Station 2
- Duration
- 2-4 weeks
- What you get
- Process map of all relevant workflows
- Bottleneck and weak point report
- Documented target process
What happens in station 2, transparency and bottlenecks?
Station two of the Optima process chain makes a company's processes visible, finds the bottlenecks inside them and redesigns the flow. It takes two to four weeks and deliberately precedes any tool selection: a process that is unresolved does not get better through software, it gets wrong faster.
The process is recorded as it actually runs, including the workarounds that crept into daily practice and appear in no documentation. Particular attention goes to handovers between departments, because that is where work is left waiting and information gets entered a second time.
Three documents remain with the company afterwards: a process map of every relevant flow, a weakness report listing the bottlenecks found, and a documented target process. The target process is the basis for station three and at the same time the document against which later success can be measured. Without it there is no reference point at which an improvement could show at all.
Context
- 20–35%
- reduction in operating costs is realistically achievable through structured process redesign (McKinsey).
- 63%
- of Austrian SMEs cite internal process inefficiency as a key growth barrier (WKO Austria).
Why processes are decisive
A process that worked for five people can cause delays when twenty use it. Responsibilities become unclear and information needs chasing. We map these processes and discuss with your team what needs to change.
Our approach
We map processes and test improvements with your team
Current-State Analysis
We speak to the people who carry out the process and observe their daily work. Together, we use this to create a process map.
Bottleneck Analysis
Waiting times, duplicate work, system breaks, missing accountability, we identify where the most energy is lost. Prioritised by impact and effort.
Target Process Design
Your team helps design the new processes. Together, we decide which steps are needed and who is responsible for them.
Pilot Test
We test the new process in a limited area first. Metrics and feedback from the team show what needs adjusting before the rollout.
Rollout & Embedding
Processes only hold when they are documented, trained and become habit. We support the rollout and hand over cleanly to your team.
What you receive
Process Map
Visualisation of all relevant workflows, interfaces and responsibilities.
Bottleneck Report
Prioritised list of identified bottlenecks with root-cause analysis.
Target Process Documentation
Clear description of the new target workflows, understandable for all stakeholders.
Pilot Report
Evaluation of the pilot test with KPIs, lessons learned and recommendations.
Training Materials
Practical materials for introducing the new processes within the team.
From the field
Viennese Property Management Company · ~120 employees
Tenant requests arrived by phone and email, were forwarded manually and averaged 18 minutes in processing. After a process analysis and the introduction of standardised intake channels with automatic routing: processing time down to 6 minutes, response within 2 hours instead of 1–2 days, 40% reduction in service team workload.
Frequently asked questions
Which process is taking too much time?
In 15 minutes, we discuss your situation and a possible next step.