Building processes in business doesn’t always mean they are followed correctly or work effectively. That’s where process governance comes in. It’s a framework designed to help create, implement and monitor your processes in line with business goals and company values.
What is Process governance
Process management is the orchestration of planning, building, and monitoring processes to optimize efficiency. Creating the right process documentation is integral to this approach to maintain and update knowledge company-wide for continuous improvement. The ultimate goal of process management is to improve organizational performance by aligning processes with strategic goals.
So, what does process governance look like in practice? Let’s break it down into 6 key components below:
1. Roles and responsibilities
The first step should be the careful selection of the process governance team. Start by clearly assigning roles and responsibilities to individuals, teams, or stakeholders best suited to the execution of each process. Each individual should be able to communicate effectively, collaborate, and facilitate other team members. At this stage, it’s important to promote accountability and transparency in the execution of tasks.
2. Objectives and KPIs
Any successful project should begin with a clear set of objectives. The second step is to ensure each process aligns with your overall business goals. This should be followed closely by defining KPIs to measure the success and efficiency of your processes.
3. Communication
Establish effective communication channels to facilitate collaboration and the flow of information amongst all stakeholders. A clear communication strategy will be required to ensure all relevant parties are informed of any changes or updates to processes. The strategy should clearly outline communication channels, frequency of communication, update alerts, and distant goals. Effective communication is one of the most important best practices in change management and will be vital in preventing resistance to change.
4. Documentation
Creating the right process documentation is integral to process governance to maintain and update knowledge company-wide for continuous improvements. Create and maintain documentation for each process, including standard operating procedures (SOPs), guidelines, and best practices. Ensure documentation is easily accessible to all relevant stakeholders. Sticking to SOPs creates accountability and makes it easier to identify any errors.
5. Continuous improvement
It’s important to establish a company culture of continuous improvement by encouraging feedback from all stakeholders. Use this data and feedback to make informed adjustments to processes, driving ongoing efficiency and effectiveness.
6. Change management
Develop change management processes that consider the impact on people, technology, and overall business operations. Inline with your communication strategy, effectively relay and manage the transition and following updates to minimize day to day disruptions. This can include training programs to ensure all individuals and stakeholders understand the value of process governance.
There are numerous process governance models to choose from, and more continue to be developed. We selected 3 common models you may want to consider.
In a centralized governance model, decision-making and control over processes are dealt with by a single person or department. This approach facilitates streamlined decision-making, ensuring consistent processes and easier enforcement of standards. However, it may pose challenges in dynamic environments, potentially leading to slower responsiveness. There is also a risk of bottlenecks since all decisions flow through a central point.
Decentralized governance distributes decision-making power across different departments across the organization. This model is good for quicker responses and increased flexibility in adapting processes to specific contexts. However, it comes with the risk of inconsistent processes and the potential for duplication of efforts across different departments without the right communication channels in place.
The hybrid governance model combines elements of both centralized and decentralized approaches. It aims for a balance between standardization and flexibility. This provides organizations with the flexibility to adapt to different departments’ needs. But, for hybrid governance to be a success, it’s important to consider effective management to avoid conflicts and ensure alignment with your organizational goals.
Process governance offers multiple benefits to organizations. Here are just 5 of the key advantages you can expect:
Process governance is instrumental in maintaining a high level of standardization within your organization. By establishing clear guidelines for how business processes should be executed, you can minimize errors and ensure that each task is carried out uniformly. This not only contributes to operational predictability but also enhances the overall quality of your delivered products or services.
One of the primary advantages of process governance is the ability to mitigate risks effectively. Governance models include robust risk management practices that allow organizations to identify, assess, and address potential risks associated with their processes. By taking a proactive approach to risk management, companies can reduce the probability of errors, compliance issues, and operational failures, therefore safeguarding their overall stability and reputation.
Establishing a strong governance model provides a structured framework for decision-making in your organization. Clear roles, responsibilities, and decision-making processes streamline the decision-making workflow, reducing delays and improving overall efficiency. This clarity in decision-making not only enhances the effectiveness of organizational processes but also fosters a sense of accountability and empowerment amongst employees.
A vital benefit of process governance is the promotion of accountability throughout your organization. By clearly defining roles and assigning responsibilities for specific tasks and outcomes, governance models create a culture of ownership amongst employees. This sense of accountability not only reduces confusion but also encourages teamwork and individual responsibility, contributing to overall organizational success.
Process governance allows your company to create a structured approach to change management. By incorporating change management principles into the governance framework, organizations can plan and implement changes systematically. This in turn reduces employee resistance to change, minimizes disruptions to operations, and enables the organization to adapt more seamlessly to evolving business needs.
Even with its benefits, process governance comes with its own set of potential challenges. Here are 5 common challenges associated with process governance:
1. Resistance to change
Implementing any new process can often result in resistance from employees and stakeholders, who may perceive the changes as disruptive to their established workflows. Overcoming this challenge requires a strategic approach to change management, ensuring transparent communication that relays the reasoning behind the changes. Actively involving individuals in the process helps to alleviate concerns and foster a sense of ownership.
2. Complexity
Implementing a process governance framework can be difficult. It’s vital to strike a balance between effective governance whilst also avoiding extra bureaucracy. Organizations need to find a level of governance that improves efficiency without creating more complex procedures, ensuring that the benefits outweigh the associated administrative costs.
3. Company culture
Hand in hand with change management is the need to observe and measure the adoption of governance processes once implemented. Is your leadership team able to empower and motivate stakeholders to adopt new processes? Does your company culture facilitate change and agility? As discussed previously, the right strategic approach to communication and training is essential for long term success.
4. Lack of alignment
For process governance to be effective, it must be closely aligned with your strategic organizational goals. The challenge arises when there is a disconnect between governance practices and your business objectives. Ensuring your governance initiatives directly support and contribute to organizational priorities is essential to maintain relevance and impact.
5. Long term sustainability
Maintaining the relevance and effectiveness of process governance long term is a persistent challenge, particularly in dynamic business environments. Regular reviews and updates are necessary to ensure that governance practices evolve alongside changes in the business landscape, technology, and industry best practices, ensuring their continued sustainability and impact.