On the other hand, if your information system has a fixed time during which an employee must perform the necessary operation, then he will have to work in accordance with the regulations. It is optimal if, when several tasks are received simultaneously, the system itself sets priorities and indicates them to the staff. In this case, it is convenient to control the work of employees, since all deviations from the set plan will be recorded. And here the motivation system that the company offers to its specialists begins to operate.
Let's look at the second example. In case of providing a discount to a client or the need to change the terms of the contract, it is necessary to distribute the sequence of their approval in accordance with the levels of responsibility. To do this, it is necessary to regulate the technology of providing special conditions. Such issues should not be resolved individually. Any changes that threaten the company with loss/reduction of income must be agreed with the economic department, which will conduct an analysis of the feasibility of this action.
Incorrect control system
A common problem. Many skype database entrepreneurs assume that the results are checked at the end of the reporting period or the product of the business process is assessed. Why is this approach incorrect?
All business processes have a certain duration. Some of them take up to 2-3 months. If you evaluate their results only by the final result, you risk facing problems. Relying on control over the finished product, you will not understand in time at what stage of the business process the failure occurred. This can lead to failure to meet the contract deadlines and, as a result, to the termination of partnership agreements.
Another example is very relevant now. Many organizations order raw materials or components from other countries. There is a high risk of deviation from the established delivery dates in such a situation. The purchase you were expecting may get stuck at customs or at the port for a long time.
If you do not monitor the implementation of business processes step by step, then planning will be built in accordance with the expected time of receipt of the product. If there is a delay, then the entire production process will stop. The company will either have to waste time waiting for components or urgently reschedule current activities.
Incorrect control system
It is necessary to implement a system of intermediate control at key points. This way you will be able to identify failures before they lead to significant deviations in work. You will have time to adjust your activities in accordance with current realities and will not lose profit. To do this, you need to do the following:
Conduct an analysis and break down the business process into self-sufficient logical stages. As a rule, they are called procedures or subprocesses.
Identify key results for each stage. Determine which indicators they should meet and determine the deviation that is within the normal range.
Build a system of data entry for control positions in the organization and set up the sequence of business process execution in the information structure.
Implement automatic reporting or dashboard generation. This will enable timely receipt of information about deviations in reference positions of the process.
By using a key point control system, flexibility and prompt response to possible failures are ensured. Timely response to deviations allows you to increase the efficiency of processes and reduce losses. There is another advantage: by constantly monitoring work at key points, you will be able to understand which of them have problems and improve business processes.