Reflection - Visualization

Challenge & Selection

A seafarers recruitment company recently contacted us because they had many problems in their  recruitment process. They were having problems such as: Many applications were lost in the  process, no one knew what stage of the process each application was in, the collaborators were  not clear with the step-by-step of each type of application or the documents that the applicants  already sent and the collaborators were not giving a correct follow-up to the aplicants. Because of  this, it was clear that people needed to align themselves with a centralized and standardized vision  of how things should be done within the company. Due to this, we decided to use a visualization  technique in order to capture a visual process within the company that would allow everyone to  know what the step-by-step of the recruitment process is.

Application

Initially all the information was in the minds of the employees and there was nothing written  about the recruitment process. Due to this, it was necessary to initiate a series of interviews with  each collaborator individually to know how they performed their daily tasks and what documents  were necessary in each part of the process. It was also necessary to know the step by step or  sequence of how things were done.

After that, with all the information collected from the interviews. We decided to draw up a Macro  or general visual flow chart and a detailed one. Where it could be clearly visualized which roles  participated in each stage of the process, which documents were necessary for the entry or exit of  each stage and which conditions the person had to know to be accepted or discarded in the  process.

Once the visual diagram of the process was finished, we gathered all the collaborators to visually  present them what the current recruitment process was like, when seeing the whole process they  realized some unnecessary tasks that could be eliminated and also which checklist they should  have. carry for each part. Therefore, the result of this application was to allow collaborators to  have a single clear vision of what their recruitment process is like and also to have a visual  checklist document where the documents available for each application could be easily seen in an  orderly manner. The visual process was printed and placed on a wall of the office and from then  on after 3 months of applying the process, the business owner is happy because the problems that  were had no longer appeared.

Insight & Approach

We found that when people do not have a visual guide of what to do and where what they do  leads, they get lost in their own ideas. That is why it is necessary to outline, draw and present in a  visual language that allows all people to understand what they do and his purpose within the  organization.

By presenting the visual diagram of the process, everyone realized its importance within the  company, they were able to give us feedback, identify repetitive tasks, eliminate unnecessary  tasks, redesign their documents and have a checklist of each recruitment application.

Today all new collaborators are given an induction of what the complete process of the company  is like through the visual diagram that was created by us in this project.

