How to distinguish between necessary and unnecessary lengthy processes in place
It has been observed in large companies that most tasks require lengthy processes. Sometimes the task takes less time than the approvals required before it is completed. This causes dissatisfaction both for the person who requested the task and the development team who completed it in much less time. This raises the question of why these processes are so complex and lengthy.
How to Identify What Is Required and What Is Not
The approval process will be more complicated the more sensitive data is requested. It is necessary to ensure security and control. While compliance is not intended to reduce productivity, it is necessary to ensure that the ‘upkeep time’ is maintained. This does not mean that all processes should follow the same process. To assess the ‘add-values of control processes,’ it is a good idea to meet with your sponsors and key stakeholders. Share your suggestions if possible.
Even if you have a low impact on the organization, it is impossible to change organizational perspectives and processes overnight. Sit down with a friend or peer and accept the truth. Then, list the things you can and can’t change. Wisdom is knowing the difference. Check to see if these approvals have been included in your project plan/schedule. Bring the approvers along and have them review the documents and processes. Before you have a formal discussion, do your research. Find out what is preventing the process from moving forward. Find out the answers to questions such as “What are the internal SLAs” (Service Level Agreement). How do they work? Is there an external dependency? This is why this process was put in place. Each approval means that someone is responsible to the part he approves. Who will answer if there is a failure?
Next, you will need to provide all relevant facts and figures. Try to use your negotiation and influence skills to change the environment if possible. If you are willing to assume responsibility for a part of your project (or if the person who approved it doesn’t suffer any consequences for not delivering it on time/within budget), you can ask your PMO (Project Management Office), to reconsider the current process.
In some cases, there is a mix of necessary and unnecessary processes
Answer these questions to find out the answers.
Are all these approvals required or can some be bypassed?
Why do you think that the processes are long and that your time is more important then the organization’s goal?
Next, approach the Process Governing Body to propose a change. Processes are important and have some value. Processes can reduce dependence on individual capability.
It is true, however, that some small tasks require lengthy approval processes that were created and executed many years ago but never reviewed by anyone else. To save development team’s time and productivity, you need to step in. You won’t have to worry about approval processes if you plan well. You should plan, determine the right lead time and follow up accordingly.