Process-based Project Management, or project management by process in French, proposes a strategic and systematic management method that allows the creation, management and improvement of processes in order to optimize the overall performance of the organization as well as the value for the customer.
This methodology makes it possible to align all the objectives of the project with the global mission and the values of the company. Thus, all the tasks and objectives of the project are strategic and contribute to the achievement of the most important objectives of the company.
In addition, working to achieve a common goal allows better collaboration between the project team and the various departments within the company.
Principles of Process-based Project Management
The process management enables the project team, and more generally to the organization, to determine the current state of its processes and possible improvements. This method helps to identify what the organization needs to succeed in the long term. It also helps to understand the requirements that must be met in order to accomplish and manage individual processes. Finally, it facilitates understanding of the management and implementation of interposes relationships.
Through process-based management, organizations can:
- Understand and respond to customer expectations;
- Teach a process orientation to their employees;
- Manage processes in their entirety;
- Integrate various projects;
- Manage the indicators and benefits of processes.
There are six stages of management through processes:
- Define the processes,
- Identifying indicators,
- Measuring processes,
- Adjust objectives when they are unstable,
- Implement the selected improvements.
- Defining Processes
Processes must be clearly identified and precisely documented to allow for proper understanding. To help you, you can use various tools such as the documentation service, customer agreements, purchase guides and process diagrams.
In order to understand each other’s responsibilities, it is essential to identify what the process requires to be operational, the expected outcome and the people or departments responsible for each constituent part of the process.
- Identify Indicators to Assess Processes
It is important to have an evaluation system in place to develop, collect and monitor data on process performance. This will make it possible to improve their efficiency, quality and duration. It is essential to select quantifiable indicators for clarity. If this is not possible, use comparative data and relevant references to allow for proper analysis.
- Measuring Process Performance
Measuring the current performance of the processes is necessary to ensure that the set objectives are achieved. This also enables the team to make the necessary decisions quickly so that small difficulties do not evolve and become more important problems.
A variety of tools are available to easily analyze process performance. Among the most popular are graphic representations, bar charts, pie charts, gap analysis or cause-effect analysis.
- Adjust objectives when they are Unstable
For this step, a compliance check will analyze the stability of the processes. If processes are not sufficiently efficient or inadequate, it is necessary to determine new objectives in line with the strategic direction of the company.
Processes need to be improved by following the organization’s vision, mission and culture. In order to ensure the success of the proposed changes, it is necessary to set up an efficient team and sufficient resources.
- Implement the selected Improvements
It is time to implement the improvements defined in the previous step. Consider organizing training if necessary and make sure you get the support of the entire team to ensure the success of this phase. Subsequently, regular monitoring and continuous improvement of the new processes is essential.
Advantages and Disadvantages Process-Based Project Management
Process-based Project Management has many advantages, including improved processes, increased value-adding activities, reduced costs and alignment with the strategic vision of the organization managing the project.
An organization that follows process-based management gains flexibility and sees interpersonal relationships among employees improve as processes are cross-cutting and reach different services, encouraging employees to work together.
Everyone knows their role within the organization and all work together to achieve the organization’s overall goals. The use of resources is optimized, which reduces and optimizes management costs and operational costs.
This method encourages continuous process improvement, so inefficiencies, organizational deficiencies, blocking points and errors are quickly identified, thus reducing risk.
Implementing process-based management within a project team, and more generally, an enterprise, is an important change from a traditional hierarchical system. In order to ensure its success, it is necessary to implement change management. This methodology should be applied to all the services of the organization and training should be offered if necessary. As each employee is part of a process, it is important that everyone accepts and participates in process management.
Implementing process-based management is both an operational change for the organization, but also a change in the corporate culture. Employees no longer have to focus solely on their service but understand that they are an integral part of the company and that their work benefits the whole organization and allow the achievement of an overall objective.