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First, the meaning of the system and process

“System”, simply put, is the code of conduct or evaluation criteria that constrain members of the organization. With the formal organization, there is the emergence of the system. The code of conduct that people agree on and abide by in this organization is the system. The system stipulates what members of the organization can and cannot do, who is responsible for what, and what consequences will be brought about by what actions. “Process” is the order in which things are done. Professional Manufacturer of metal pipe fittings

A process in an enterprise refers to the interrelated activities that convert input into output under the premise of rational use of resources. Generally speaking, the process of an enterprise includes two types, one is the value creation process (including products and services), and the other is the service support process, including finance and human resources. On a more micro level, a process is also the steps and sequence in which a job is done correctly. For example, the procurement process is the process of guiding the procurement function team to complete the procurement of raw materials and put them into storage.

The difference between the system and the process

Different starting points of management thinking: “sparse” and “prevention”

Different enterprises have different management modes, we can’t simply distinguish which ones are better and which ones are worse, but we can see the management ideas and logic behind them from different management modes and measures. Professional Manufacturer of metal pipe fittings

The famous allusion in history “Dayu controls the water, three times without entering the house” is only a tribute to Dayu’s persistent spirit in water control, but what makes Dayu famous for the ages is his water control strategy “draining”, not the “dead blocking” of the Yellow Emperor’s water control. ” When the later generations summed up the water control work of the two, they all pointed out that the biggest difference between the two was the difference in “governance thought”.

The “process orientation” advocated by modern enterprise management more reflects Dayu’s “governance of water”, which is based on the management assumption that “human nature is inherently good” or “Y theory”. It takes the completion of work steps and sequence as the core, and combines organizational structure, personnel quality and other resources to set the process at the height of the company; process is the carrier and core process of enterprise value creation. ”, “Positive trust in upstream and downstream”. Professional Manufacturer of metal pipe fittings

The “system orientation” more reflects “water control by plugging” and “water control”, and the management assumptions based on it are more “human nature is evil” or “X theory”. In an enterprise, the system is to solve the problem of what can be done and what cannot be done, as well as the corresponding punishment measures after violating the system, and the reward after complying with the system and obtaining good results. Therefore, the system is the guarantee for the normal operation of the enterprise, and it reflects the management idea of ”prevention” more.

Parts and systems of management functions

From the definition of the process, we can understand that “process orientation” is a system for realizing a certain function. This system can be large or small. The entire enterprise consists of two major processes: value creation and service support. It can be divided into several independent systems, such as subsystems such as “people”, “machines”, “materials”, “methods”, and “loops” that we usually talk about.

But no matter how they are classified, each system will establish a close connection through the interface of each process, and finally form a process network covering the entire organization to realize the systematic management of the enterprise. “Institution-oriented” is more of a reward and punishment measure for local execution problems, including the handling of the executor’s subjective attitude and the loss of the company caused by objective negligence. Professional Manufacturer of metal pipe fittings

Links between systems and processes

System and process are two aspects of enterprise management, and the connection between them is also very close:

Process is the soul of the system

If the system doesn’t reflect the process, it’s like losing its soul, and there’s bound to be problems with its execution. Therefore, when the system cannot be implemented, there is often a problem with the process it contains. Enterprise management often encounters the situation of “law does not blame the public”. If this happens frequently, it means that a system or regulation is unreasonable, and the unreasonable part is often that its related process does not match the actual situation. It makes the phenomenon of “two skins” in the business process unavoidable.

The system helps the execution of the process

The system is the guarantee that the process is carried out. The process is the river, and the system is the dam. To prevent the river from flooding, it is necessary to sort out the river and strengthen the dam. Professional Manufacturer of metal pipe fittings

Institutional incentives can lead to process improvement

In many companies, the system plays more of a “gatekeeper” role and is synonymous with “punishment”. In fact, this is a misunderstanding. Rewards in the system are easier to work than punishments. The “positive reinforcement” of rewards will prompt everyone to pay more attention to the organization’s processes and the work behaviors advocated by the processes. It will also promote the continuous optimization of the process.

For example, when people visit the park, they are accustomed to similar slogans such as “damage of flowers and plants, fine of 100 yuan”, but some parks put up signs: “Anyone who reports damaged flowers and plants will be rewarded with 200 yuan”. The management’s approach is very clever. This change in thinking from “penalty” to “reward” has also brought about adjustments to the management process, that is, the previously set “special personnel inspection” work has been cancelled.

Several problems to be solved to improve management efficiency through the system

To improve management efficiency through the system, the following problems must be solved:

The starting point of the management system

Because different organizations have different understandings of human nature, many different management models have been created. For example, Motorola’s strict management and punishment system, Dell’s flexible management system and so on. We can’t simply label different systems as “good” and “bad”, but to see whether the system is suitable for the company’s understanding of human nature, and whether it can be recognized and supported by the majority of the company’s members. Professional Manufacturer of metal pipe fittings

The introduction of the management system should go through sufficient deliberation and communication

When many companies drafted the system, they issued the system too hastily without thorough consideration and preparation. It may lead to employees’ disapproval or even resistance to the newly introduced system. Therefore, the framers of the system must communicate fully in advance, especially with the specific executors on the front line, and conduct pilot projects when necessary to avoid the passiveness caused by “one size fits all”. In addition, some excellent front-line executives can also participate in the formulation of the system, which can maximize employees’ recognition of the system.

To solve the problem of management level and span

Too many management levels will inevitably increase the complexity of the process artificially, and at the same time, due to the unclear division of responsibilities, it will leave a blind spot for management responsibilities, which will leave hidden dangers for management, leading to prevarication, skip-level command, skip-level reporting, etc. Manage chronic illnesses. At the same time, attention should be paid to the span of management. The ideal number of subordinates is 6 to 8. Too many managers will make it impossible for the boss to understand and control the work of the subordinates, and it is impossible to talk about timely and powerful leadership and support.

Pay attention to the rationality and systematicness of the management system

The formulation of the management system should be as comprehensive and reasonable as possible, and one cannot favor one over another. For example, some business leaders attach great importance to production management and financial management, and think that personnel management is of little use, so production management and financial systems are well established, while recruitment, salary, training and other systems are not perfect enough, or even rely on pats on their heads. This will inevitably lead to an imbalance in the system of enterprise management. At the same time, a good management system should also ensure the fairness and impartiality of different employees in their interests. Professional Manufacturer of metal pipe fittings

Steps to improve management efficiency through process execution

Whether it is a value creation process or a service support process, only when they are effectively implemented can they improve the performance and management efficiency of the organization. So how to ensure that the process is effectively implemented, and what are the specific operation steps?

Clarify the goals of the process to be executed

The formulation of process objectives must be clear and actionable. Specifically, it is to comply with the SMART principle, that is, Specific, specific; Measurable, measurable; Achievable, achievable; Relevant, related to the development goals of the enterprise; Time, a clear cut-off point.

Break down process goals into actionable action plans

First collect relevant information, then propose alternative plans, determine feasible plans, implement the plans carefully, and conduct timely evaluation and feedback.

Clarify the specific executors of the process and their responsibilities

In order for the process to be effectively implemented, the specific executors of each link must be clearly defined. When selecting executors, pay attention to the different expertise of different subordinates, and at the same time decompose tasks into people, clarify each person’s responsibilities, and finally grant certain permissions. Professional Manufacturer of metal pipe fittings

Establish standards for process execution

The standard here mainly includes three aspects, one is the time standard, the second is the quality standard, and the third is the cost standard. The standard is the yardstick for people to implement the process. In the absence of a standard process, people can only implement it according to their own understanding, which will inevitably lead to deviations from the original intention of the process makers and cause confusion in management.

Strengthen command, direction and control

During the execution of the process, the manager must have a unified command and clear instructions, and at the same time strengthen the specific guidance to the subordinates in a timely manner, and at the same time control and correct the inappropriate behavior of the subordinates during the process execution. Facts have proved that the command and support of the leader is necessary, because the management in the local context is often a “top-in-command” project. Only when the leader pays attention to it, can the subordinates actively implement it. If the leader only does “afterthought”, it will not only cause the dissatisfaction of the subordinates, but also be detrimental to the process execution.

Problems that arise during the execution of the coordination process

In addition to command and control, leaders also need to deal with various problems in the process of process execution in a timely manner. These problems may occur within the department or may involve multiple departments on the process line. It is necessary to coordinate and deal with problems. Wisdom, accusations and orders often do not return cooperation and efficiency.

The implementation of the process requires continuous follow-up, inspection and supervision

Not all employees in an organization are active and responsible, and it is unreliable to rely on people’s consciousness to carry out enterprise management. Therefore, leaders must follow up on the implementation of the process, and what the company emphasizes should be checked. Professional Manufacturer of metal pipe fittings

Organizations need to optimize processes in a timely manner

The formulation of the process is not done once and for all. The management situation and business situation in the enterprise are constantly changing. Therefore, it is necessary to optimize the existing process in a timely manner. The means of optimization include: self-examination within the department, intensive discussions across departments, summary analysis of the discussion results, optimization and adjustment, and fixed reinforcement of new processes.

Assessment and evaluation of process execution results

Managers must conduct timely assessment and evaluation of the execution results of the process, and make corresponding reward and punishment measures according to the assessment results. The implementation of evaluation and rewards and punishments must comply with the “Hot Furnace Principle”, namely: timely, fair and consistent. Only in this way can people strengthen the implementation of the process, solidify the behavior of employees, form good work habits, and ultimately improve the management efficiency of the organization. Professional Manufacturer of metal pipe fittings