Workflow Analysis, also known as Process Analysis, is a systematic examination and evaluation of the sequence of activities, tasks, and information flow within a system, organization, or process. It aims to understand how work happens, identify inefficiencies and opportunities, clarify roles and responsibilities, and optimize the workflow.
Typical aspects:
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Workflow Mapping: Represent the process, context, and relationships, by using flowcharts, diagrams, or process maps to illustrate the sequence of tasks, decision points, and data flow.
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Task Analysis: Examine each activity in detail to understand its purpose, inputs, outputs, and the resources required. Document the actions, decisions, or information exchanges involved.
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Time Analysis: Measure the time taken to complete each activity. Identify time-consuming steps, inefficient areas, and bottlenecks. Do this via observation, interviews, or historical data.
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Data Flow Analysis: Analyze the flow of data to ensure smooth communication. Identify sources of data, how it is transmitted, how it is used, and any problems.
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Roles and Responsibilities: Examine the roles and responsibilities of individuals and teams involved in the workflow. Ensure clarity and accountability. Understand interactions and handoffs among roles. Identify areas of confusion or duplication of effort.
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Decisions: Analyze the decision-making process and its criteria, the rules or guidelines followed, and any dependencies or conditions that influence the decisions.
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Controls: Examine mechanisms for evaluating the workflow. Analyze feedback, such as via customer input, employee suggestions, and performance metrics. Drive improvements.