Hoe kan ik processen optimaliseren op basis van data?

Door Dynamic Hands op

Wanneer je als bedrijf groter wordt, merk je dat processen en data belangrijker worden. In het begin kan iedereen alles oppakken. Ook de directeur maakt offertes, is bij alle keuzes betrokken en keurt iets goed of niet. Vaak houdt iedereen zich bezig met zaken die niet bij de kerntaken van de functie horen. Het is vaak zo gegroeid, maar op een gegeven moment kom je in een volgende fase van jouw bedrijf. Als directeur en manager kun je niet alles zelf meer doen.

Het kan dan een mooie stap zijn om intern en/of extern taken te delegeren. Degene die een taak overneemt heeft vaak niet genoeg informatie om de taak uit te voeren en beslissingen te nemen. Optimaliseren op basis van data begint met inzicht in wie welke data nodig heeft.

Wie heeft wat nodig?

Veelal worden beslissingen gemaakt op basis van data. Als je dus niet alle data tot je beschikking hebt, kun je ook niet de juiste beslissing maken, zoals bij het opstellen van een offerte. Soms heeft alleen de directeur toegang tot het financiële systeem. Dan kun je kijken welke data heeft de verkoper nodig om zelfstandig te werken? Misschien kun je een deel van de informatie in een ander systeem zetten? Of toegang geven tot bijv. het financiële systeem.

Waarom processen optimaliseren op basis van data?

Wanneer je processen gaat optimaliseren op basis van data zie je het voordeel vooral in tijd, efficiëntie en uiteindelijk bedrijfsgroei. In de eerste fase ben je voornamelijk bezig met data invoeren, waardoor processen verbeteren, vervolgens kun je optimaliseren. Je offertes worden o.a. sneller gemaakt, doordat je nu een aantal vooraf ingestelde segmenten selecteert. Je hoeft dit niet meer helemaal handmatig te schrijven. Doordat dit nu geautomatiseerd is, kun je bijvoorbeeld tijd besteden aan klantcontact.

Hoe kun jij aan de slag?

We hebben een aantal zaken waar je op moet letten bij het optimaliseren van data. Het is belangrijk dat je kijkt naar; ‘waarom doen we een bepaald proces zoals we dat nu doen?’ Waarom is het bijvoorbeeld nodig dat iemand X en Y nog goedkeurt? Wanneer een persoon dit proces doet, beland het al snel op de stapel. Het proces kan veel sneller wanneer dit in data is vastgelegd waar X en Y aan moet voldoen. Het proces van automatiseren op basis van data ziet er als volgt uit:

  1. Voer data in. Vaak de moeilijkste stap in het automatiseren, omdat men het nut er nog niet van inziet.
  2. Als duidelijk wordt waar de frustraties liggen, kun je de data-invoer verbeteren.
  3. Vervolgens het koppelen en matchen van andere datastromen aan de handmatige invoer.
  4. Op basis van ingevoerde data kun je nu processen automatiseren. Het enorme voordeel hiervan is dat er geen handmatige stappen meer zijn en hierdoor gaan processen sneller. Daarnaast scheelt dit tijd en geld.

In de praktijk

Hoe ziet optimaliseren op basis van data er in de praktijk uit? Even een voorbeeld, zodat je er een beeld bij hebt: Bij een callcenter van een klant van ons wordt data real-time gemonitord en analyses uitgevoerd. Op basis van die data kon men continu opschalen en naar beneden schalen. De dip en de drukte zie je op de dag zelf aankomen en op die manier kun je medewerkers naar huis sturen of extra medewerkers oproepen. Op deze manier kun je efficiënt met medewerkers omgaan, de kosten gaan omlaag en je kunt verder groeien. Zo hoeft de directeur geen offertes meer te maken, maar kan zich focussen op groei.

Nu stappen maken

In deze tijd kun je denken er is al onvoldoende werk, dan blijven we liever handmatig bezig. Heeft iedereen in ieder geval wel wat te doen… Dan komt het IT-project later als we weer meer omzet draaien. Alleen wat men vaak vergeet is dat je dan weer hebt te maken met deadlines, druk op de organisatie, stress en de gewone gang van zaken moet doorgaan. Terwijl er ook capaciteit nodig is voor die IT-verandering. Het heeft in een drukke tijd geen hoogste prioriteit, maar het levert wel het meeste op. Daarom is het bij uitstek ideaal om in een rustige periode te gaan optimaliseren op basis van data. Dan kun je er 100% aandacht aan geven. Je hebt tevens ook meer ruimte om te testen en input te geven. Met de kennis van de drukke tijd kun je nu in rust optimaliseren.

We hopen dat je bovenstaande informatie je verder op weg helpt! Heb je vragen? Bel of mail ons: +31 (0)23 563 1563 | info@dynamichands.nl

Groeten,
Gerben en Remy.

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