Making Complex Processes Simple – Case Study post image

Making Complex Processes Simple – Case Study

The local launch of an International cellar company

Challenge

Trainiac’s client had in excess of 300 processes that they needed to teach to hundreds of employees. The company was concerned that 300 processes did not align with the fun culture they were known for. The client’s process definitions team had spent hundreds of hours defining the processes that were extremely detailed. These process maps would be intimidating to the average employee. The client was faced with another challenge in that their processes were not finalised and would change post the training.

Approach

Due to the volume of processes, Trainiac decided that it would be overwhelming for the learners if they were all illustrated. They decided to make the actual Visio process map friendly. By making the Visio maps friendly, Trainiac could resolve the issue of the changing processes – if the learners are comfortable with the Visio maps they will be able to adapt to the changes. At the start of the training, Trainiac introduced the learners to processes in general. For example making tea. They discussed why it was important to have a process and what a process is made up of. From there Trainiac asked the learners to imagine building a process themselves. In order to assist with this, Trainiac provided swim lane templates with pointers to guide the learners include important information such as the people, systems and equipment. Once the learners were comfortable with generic processes and could create their own process, one of the client’s processes was introduced. The processes the learners designed had been in a similar format to the processes they would use at work, so the first process did not look foreign to them. Trainiac designed an activity that used tracing paper, stickers, post-it notes and crayons that the learners could overlay over the process. From this activity the learners discovered the syntax of processes, for example process may be documented on the basis of verb noun or verb noun clause. Trainiac connected the learners to the processes and made them comfortable in dealing with them.

Result

After completing a few of the process map activities, the learners became confident in the language of processes and were able to do the rest of the processes on their own. Trainiac had made learning about process fun and engaging by teaching the learners to interrogate the processes they needed to know. This also enabled the learners to adapt to the changes that would occur in the processes as they were made.

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