Processes are designed defined to facilitate a transaction in a uniformed manner while staying compliant.
Defining a process is a cumbersome activity yet a necessity, you do it on a fly, it will break on the first implementation, you create it too through, will be difficult to be followed and will create hurdles in the transaction.
I was visiting a corporate office to meet an acquaintance, had to wait for some time at the reception, my acquaintance is a busy person. While I was waiting, either I can stare at the phone or choose to look at the surroundings, I choose the latter.
It was indeed a very fancy office, looked so shiny and amicable perfect for you to assume, how to clear the processes must have been designed. From the place, I was positioned, I could also take a look at the building entry. In a couple of minutes and after observing a few employees, I had formed the entry & exit process in mind.
Your vehicle and ID is checked at entry, once you enter the office, you need to go through hardware asset verification and if you are not carrying an ID card, it’s a nightmare. Post the security clearance, you may enter the production floor, of course, I couldn’t observe anything beyond this point.
There was nothing wrong in the process, people were used to it, on the surface it appeared flawless, serving the purpose of restriction of unauthorized access to the production area.
While it’s great, the loss of time in the whole process is exponentially high and time is money. It would take around 30-45 secs at the gate, same time to get through a verification process at the reception. If you have 1000 employees enter the office, you are practically loosing ~ 25 hrs of production time and the ease of access to the production floor for employees, unfortunately, it has become an acceptable process.
What can be the alternate process, multiple solutions exist and the most prominent could be, usage of RFID, you approach the entry and you are cleared through the production floor. You can have RFID process deployed for hardware assets as well and build a process for an exception, review these exceptions over a while and integrate your solution with the new process.
Easier said than done, it will involve cost but if you look at the long term, it’s an investment. Imagine, what can we gain in those 25 hrs of productivity lost, sooner or later we will realize the value of time in a way that the processes will be designed with people at the center.
The question we ask; How can we become compliant, what controls can we deploy? and the question we should ask, How quickly can I get my employee on the production floor.
Getting an employee at the center of the process is critical, the perspective will change.