What's your process design project's problem and objective?

1 The problem

The problem is the gap between the current state and the desired state of your process. It is the pain point, issue, or opportunity that motivates you to initiate a process design project. To define the problem, you need to collect and analyze data and feedback from your process stakeholders, such as customers, employees, suppliers, regulators, and managers. You also need to consider the external and internal factors that influence your process, such as market trends, customer expectations, organizational goals, and technological changes. A well-defined problem statement should describe the situation, the impact, and the root causes of the problem, as well as the criteria for measuring its resolution.

2 The objective

The objective is the desired outcome or benefit of your process design project. It is the solution, improvement, or innovation that you aim to achieve by redesigning your process. To define the objective, you need to align it with your organizational vision, mission, and strategy, as well as with your customer needs and expectations. You also need to make it SMART: specific, measurable, achievable, relevant, and time-bound. A well-defined objective statement should describe the scope, the deliverables, the indicators, and the timeline of your project, as well as the assumptions and constraints that may affect it.

3 The relationship

The problem and the objective are closely related and interdependent. They form the basis of your project charter, which is the document that defines the scope, purpose, and direction of your process design project. They also guide your project planning, execution, monitoring, and evaluation. They help you to communicate the value proposition of your project to your stakeholders and to gain their buy-in and support. They also help you to avoid scope creep, which is the tendency to add features or requirements that are not part of the original project scope.

4 The challenges

Defining the problem and the objective of your process design project is not always easy or straightforward. You may lack data or feedback, have conflicting or unclear expectations, face resistance to change, or set unrealistic or unfeasible objectives. For instance, you may not have enough reliable information about your current process performance or customer satisfaction. Additionally, different stakeholders may have different views on what the problem is and what the objective should be. Moreover, you may encounter organizational culture, politics, habits, or fears that could be a barrier to implementing your process design project. Lastly, you could set goals that are too ambitious, vague, or impractical such as increasing quality without increasing costs or reducing cycle time without reducing resources.

5 The best practices

To effectively define the problem and the objective of your process design project, you can follow some best practices. Involving stakeholders in the problem and objective definition process, through interviews, surveys, workshops, or focus groups, can help gather diverse insights and build trust and collaboration. Additionally, tools and techniques such as root cause analysis, SWOT analysis, SMART criteria, fishbone diagram, or logic model can be used to structure thinking, identify key factors, and communicate findings clearly. Lastly, validating and refining problem and objective statements against data, feedback, and reality can help verify accuracy, relevance, and feasibility while making adjustments or improvements as needed.

6 The benefits

Defining the problem and the objective of your process design project is a critical and rewarding step that can help to clarify the purpose and direction of your project, establish the scope and boundaries, define the success criteria and measures, align with organizational and customer needs, communicate value and benefits, as well as motivate and engage your project team and stakeholders. In doing so, you can set the foundation for a successful and impactful process design project.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?