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
In mid-sized companies, processes often grow organically: they work until the company grows, team members change or pressure increases. What was once pragmatic becomes a brake. We take a close look, without blame, but with a clear eye.
Our approach
Lean-based, iterative, tailored to your reality
Current-State Analysis
We start where the pain is. Interviews with key people, shadowing of day-to-day workflows, joint creation of a process map. No preconceptions, no standard templates.
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
Together with your teams we develop lean target processes. Co-design is not a buzzword, it is the only method that ensures new workflows are actually adopted later.
Pilot Test
We test the new process in a limited area, measure concrete KPIs and gather fast feedback. No large rollout without proof that it works.
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
Where is your company losing the most energy right now?
In a 15-minute initial conversation we find out where the biggest lever lies.