Challenge & Selection

As an administrative head of a reputed educational institute which provides several specialization  programs, I have noted that though all of our departments demand the same nature of work from the  employees, each department follows the different process for accomplishing their tasks, such as  admission process, setting interviews of students, publishing details of courses, setting lectures  throughout the semester, checking the availability of the faculties, and other coordinative tasks. The  challenge is to create a unified process for all these departments, which is not only employee-friendly  but also effective in bringing expected outcomes with utmost accuracy.

To bring the best solution for all the departments, I have opted for the visualization tool, which includes  creating a task process for all the departments. The purpose is to reduce the risk of errors and  completing tasks efficiently without wasting time. Visualization is the key to think rethink and rearrange  ideas/imagination at the same time, which is essential to deliver the best result.

Application

To apply the visualization tool effectively, I first conducted detailed research on the current process of  each department and their reasons behind it. The analysis leads me to the following conclusion:  o Some of the employees are following the process as it was introduced to them by their seniors.  o Some of the employees do not want to take any initiative for adopting a new process as it requires

efforts and also using brain.

o Some of the employees have found smart ways of accomplishing their tasks, but are not confident

with the accuracy of the result.

I decided to integrate ERP software for the operational process of all the departments, where they have  to follow the same steps to complete a similar task.

To make them clear about the process, I created a chart/design board, which involved all the necessary  details and some graphics as well. During my presentation in front of all the employees, I faced some  questions about the effectiveness of the process, but later I was successful in convincing them that this  is a better and more effective way to accomplishing our daily tasks.

Gradually we were able to prepare a clear process for each task they have to perform. We then were  able to make that design board into the actual ERP software with the help of proficient IT professionals  (their practical suggestions helped significantly in brining my idea into reality) and we prepared a user  guide which has visuals and images for the better understanding.

Insight & Approach

The insight I gained by this exercise is that initially, it is difficult to make people understand about the  new process as most of them have less acceptance as it's not in their comfort zone. But once I describe  that how this implementation can make their tasks easier using a chart/design board, everyone agreed  that it’s an easier and also an effective way for doing the tasks that they all have been doing it  differently before. The visualization tool helped me to bring clarity on the subject with ease.

To achieve the same purpose with the visualization tool, I would have used PowerPoint Presentation  (PPT) as an alternative approach.  PPT is just the digital way of bringing the subject matter to the  audience point by point which I have successfully achieved using a chart/design board.


Challenge & Selection As an administrative head of a reputed educational institute which provides several specialization programs , I have noted that though all of our departments demand the same nature of work from the employees , each department follows the different process for accomplishing their tasks , such as admission process , setting interviews of students , publishing details of courses , setting lectures throughout the semester , checking the availability of the faculties , and other coordinative tasks . The challenge is to create a unified process for all these departments , which is not only employee - friendly but also effective in bringing expected outcomes with utmost accuracy . To bring the best solution for all the departments , I have opted for the visualization tool , which includes creating a task process for all the departments . The purpose is to reduce the risk of errors and completing tasks efficiently without wasting time . Visualization is the key to think rethink and rearrange ideas / imagination at the same time , which is essential to deliver the best result . Application To apply the visualization tool effectively , I first conducted detailed research on the current process of each department and their reasons behind it . The analysis leads me to the following conclusion : o Some of the employees are following the process as it was introduced to them by their seniors . o Some of the employees do not want to take any initiative for adopting a new process as it requires efforts and also using brain . o Some of the employees have found smart ways of accomplishing their tasks , but are not confident with the accuracy of the result . I decided to integrate ERP software for the operational process of all the departments , where they have to follow the same steps to complete a similar task . To make them clear about the process , I created a chart / design board , which involved all the necessary details and some graphics as well . During my presentation in front of all the employees , I faced some questions about the effectiveness of the process , but later I was successful in convincing them that this is a better and more effective way to accomplishing our daily tasks . Gradually we were able to prepare a clear process for each task they have to perform . We then were able to make that design board into the actual ERP software with the help of proficient IT professionals ( their practical suggestions helped significantly in brining my idea into reality ) and we prepared a user guide which has visuals and images for the better understanding . Insight & Approach The insight I gained by this exercise is that initially , it is difficult to make people understand about the new process as most of them have less acceptance as it 's not in their comfort zone . But once I describe that how this implementation can make their tasks easier using a chart / design board , everyone agreed that it ’s an easier and also an effective way for doing the tasks that they all have been doing it differently before . The visualization tool helped me to bring clarity on the subject with ease . To achieve the same purpose with the visualization tool , I would have used PowerPoint Presentation ( PPT ) as an alternative approach . PPT is just the digital way of bringing the subject matter to the audience point by point which I have successfully achieved using a chart / design board .