Designing, Implementing and Improving Processes.

Assessment Information

Subject Code: GB560
Subject Name: Designing, Implementing and Improving Processes
Assessment Title: Assessment 4 – Essay – Individual Critical Reflection
Length: 1500 words

Becoming an active learner involves reflection and critical reflection. ‘Reflection’ requires you to closely observe, describe and explain experiences. ‘Critical reflection’ requires you to take this a step further — to analyse, reconsider and question your learning experiences, and to relate these experiences to your previous knowledge, skills and experience to gain deeper and broader understandings. Whilst engaging with this subject you will have contributed to a range of Discussion Forums, undertaken a range of projects and activities plus reading and reflected on a number of texts and articles. This assessment requires you to reflect on all of these activities and describe how they have changed your attitudes and perceptions. What major learnings on designing, improving and implementing processes have you experienced?

You are required to write a 1500 word essay that captures your thoughts following a critical reflection on your experience whilst completing this subject. This list of questions below may be useful in your critical reflection. These are suggestions only. You can certainly address issues that are not in this list.

I. How has your understanding of designing, implementing and improving processes changed as you progressed through the subject?

II. Has what you have learned in this subject created an increased awareness of the importance of managing processes to ensure organisational success? Explain your reasons.

III. You have participated in a number of activities and discussions. How have these discussions influenced your views and/or knowledge on designing, implementing and improving processes?
*Sample of discussion form are on next page. Carefully read through and answer the questions.

IV. How you will use your learning from the subject in your workplace?

Are there any other aspects you have reflected on that are not included above?

Example of Discussion forum from this class
• Workplace change forum
Strategic action can be implemented through beneficial business process and structural change, hence the appreciation of the fact that organisations can achieve significant improvements in their competitiveness by successfully redesigning their business processes (Trkman, 2010, p. 125-134; Harmon, 2014, p. 120-245).

The Industrial Revolution that began in the late 18th century led factories and managers to focus considerable energy on the organization of manufacturing processes. For Example, Henry Ford created a new manufacturing process and revolutionized the way automobiles were assembled in 1903. In 1911, after Henry Ford launched the Ford Motor Company, Frederick Winslow Taylor published Principles of Scientific Management, arguing for simplification, time studies, systematic experimentation to identify the best way of performing a task, and for control systems that measured and rewarded output (Harmon, 2014, p. 120-245).

Michael Porter laid out a concept of value chain as a collection of all of the activities that are performed to design, produce, and market, deliver, and support a product line. Porter’s value chain model shows the way in which the various activities of an organization work together to add value in the eyes of the customer. These constituted an organizations processes, and the out lay of resources made such that it transforms inputs into outputs that meet both internal and external customer needs (Harmon, 2014, p. 120-245). The outcome of a well-designed business process is increased effectiveness in terms of value for the customer and increased efficiency implying lower costs for the business.

The business process management discipline enables organizations to be more efficient, effective, and capable of change while managing time and cost. This platform is critical in ensuring that those who take part in the process gain enterprise-wide outlook of business processes so that positive changes can be effected by those who know the system best (Trkman, 2010, p. 125-134).

Deployment of the strategy through BPM is therefore based on the consistency of decisions and the cohesiveness between the decisions in each of the following areas: the architecture of processes, process ownership and organizational design, process measurement and associated award structure, and the continuous pursuit of process improvement. Therefore Organizations need effective and efficient business processes in order to successfully implement their business strategies (Harmon, 2014, p. 120-245). (Trkman, 2010, p. 125-134)

Reference List
Harmon, P, 2014. Business Process Change: A Business Process Management Guide for Managers and Process Professionals, 3rd Edition.
New York, Elsevier. Trkman, P., 2010. The critical success factors of business process management. International Journal of Information Management, 30(2), p. 125-134.

• Persuading others forum
Business presentations can serve as the make or break in any organization where the success accrued is concerned. As such, a lot of emphases are given to perfecting the art of making these presentations. This week’s lecture served as an eye opener on the various dynamics surrounding the issue. Depending on how one puts across their argument; the audience in question is bound to be persuaded in one way or the other. It would be illogical to have little or no effect on one’s audience as a result of failing to follow the set guidelines.

Anxiety during presentations is considered to be a normal occurrence. One of the tools that I have adopted as a means to overcome anxiety is proper preparation. Before I decide to make a presentation of any kind, I normally conduct extensive research on the topic in question; this has proven to boost my confidence to a great extent. According to the week’s readings, a business process is one that is used to aid in the achievement of an organization’s goals. Normally, this process includes directly involving the employees in the activities taking place within the organization.

Presenting a management plan to the employees in an organization may prove to a great step towards heightened efficiency in the organization. Persuading the employees to work in line with the plan can be achieved by ensuring that one makes the presentation in a clear and succinct manner. As it is, this can only be achieved where the one making the presentation is composed and organized. After the week’s readings, I hope to imthe prove my business presentation skills in a bid to heighten my effectiveness and that of the other parties.

• The meaning of work forum
Work is any activity that involves mental or physical effort so as to achieve a required goal or objective. In essence, I believe that work may mean a series of steps that are used in order to make sure that a goal is achieved. I am motivated to work because I have a need that needs to be fulfilled. Additionally, I feel motivated to work because it gives me an opportunity to work with other people and through this; I am able to experience new perspectives regarding issues such as different cultures. Basically, I am motivated to work because it is a learning experience for the betterment of my skills.

A productive day is one where I am able to complete all assigned tasks and I experience the feeling of satisfaction having accomplished my set objectives. A productive day may also mean that I have made a positive change in the work environment as well as in people who I work beside.
I am a firm believer in team work and some form of equality between all players in an organization. Team work enables a leader and employees to come together with a common objective of driving the organization to great heights. Additionally, motivation can come in the form of gifts for good performance and this may be in the form of bonuses, salary increase, promotions, insurance cover, and/or retreats.

These are the steps that I would use in managing people to improve processes and activities in your organization:
i. Sharing the company’s goals and objectives.
ii. Making the expected results clear.
iii. Establishing appropriate motivation tools.
iv. Empowering the employees.
v. Providing regular feedback.
vi. Performing exit interviews.
vii. Evaluating all managers.

References
Tristan B. & Tim P. (2013). The Process Improvement Handbook: A Blueprint for Managing Change and Increasing Organizational Performance: McGraw Hill Professional.
Kenneth W. (2010). Intrinsic Motivation at Work: What Really Drives Employee Engagement: ReadHowYouWant.com.
Lisl K. (2010). The Meaning of Work: Papers on Work Organization and the Design of Jobs: Karnac Books.

• Working relationship forum
At one time I was working with a small company whose processes were simple and I was assigned the task of book-keeping. The rules were simple and the company had not yet adopted automation. I was only supposed to keep records of events as they happened. For instance, if a customer purchased an item, my work was to ensure that I recorded the price at which the item was bought and sold. I would then use this data in calculating the returns of the day so as to know whether the business was operating at a loss or profits. Unfortunately, I made a mistake in making entries of a single item one day and this is when I got to know the kind of a boss I was working with. I had recorded the order in such a way that it reflected a loss rather than a profit. Of course, this brought wrong outcomes as the final figure depicted lower profits than it ought to have been. My boss summoned me the day that followed and his displeasure with my job was all over his face. This was the first time I had made a mistake within a time frame of six months. I was fired without warning.
From there, I recall my second job where my supervisor was so inspiring. He told me that mistakes give one a chance to learn and improve. He was positive and expressed confidence in my capacity to succeed. Positive feedback and appreciation were the main elements that made me admire him the most. I remember the time he offered a suggestion that everyone who worked in his department needed to acquire computer skills. Computing was a major undertaking in the department and only two out of twelve supervises had the skills. He felt that the efficiency of his department would improve if everyone was involved in computing the outcomes of his or her tasks. I found it very inspiring. It is at this time that I realized the benefits of automation in improvement of various processes as learnt in class.

• Using Information Communication Technology
A wide range of merits has been derived from the usage of ICT not only in the education sector, but also in other areas of the economy which comprise of transport, agriculture, and tourism among others. The use of computers and related applications has become part and parcel of our daily existence. Hardly can a day go by that different persons may fail to use a computer, be it a laptop, tablet or smartphone. The increased necessity as well as the importance of ICT in our daily lives has made it necessary for individuals to be tech savvy. More sophisticated ICT technologies are being invented each day knowledge of how to use these technologies is essential in making our lives better by facilitating easier undertaking of tasks. I am very comfortable with the utilization of ICT in my work, studies as well as personal life. ICT in the workplace has made performance of tasks much easier and organizations that adopt ICT technologies at various levels have always reported increased efficiency of their labor force. ICT also forms a core element of my education. I am comfortable with using ICT technologies to find an internet-based sources when doing assignments, access online libraries, reading e-books and other digital based texts as well as typing assignments and taking class notes. The personal activities in which I comfortably utilize ICT technologies include communicating with friends and relatives, online shopping, reading news articles and blogs as well as streaming online media content. ICT is ever developing and with this comes increased ways and situations in which the technologies can be used. This means that I always endeavor to look for new technologies and new ways through which existing technologies can be utilized to better my life. I am not always challenged to use technology, especially if its application relates to the day to day activities I engage in. I prefer formal instructions with interactive feedback when learning to use technology. This approach not only enhances understanding through interactive discussion, but it also facilitates supervision during the learning process.

• Decision Making Forum
I adjust the decision making process depending on various factors affecting the problem at hand. Various decisions require different approaches depending on the complexity and stakeholders involved. When making a decision, the most important thing is to understand the outcome of the decision. It easy to make some decisions, but there are some complex decisions that require research and analysis. Although the importance of a decision influences the process of decision-making, there are other factors that influence decisions such as past experiences, technical skills, timing of a decision, stakeholders involved and resources (Fitzgerald, 2002, p.16).
When making a decision, information is very important. There are many sources where a person can gather information necessary for a decision. One of the sources is the printed material. The printed materials include books, journals, and magazines. Another source of information is Internet. The internet is the most convenient because it has broad categories of information. Another source of information is people you interact. Some decisions require professional advice, and this information can be obtained from consultants, workmates or friends (Schermerhorn, 2005, p.23).
My normal reaction, when I realize that I have made the wrong decision, is feeling disappointed. I review my decision and analyze where I made a mistake. After analyzing the mistake of my decision, I come up with a new decision that will correct the initial decision that was wrong.
Managers should prepare when making decisions because their decisions are complex and involve many stakeholders. One of the strategies to prepare when making a decision is defining the problem facing the organization. The manager should also have adequate information about the operations of the organization (Sadler, 2003, p.19).

References
Fitzgerald, S. (2002). Decision making. Oxford, U.K.: Capstone Pub.
Schermerhorn, J. (2005). Management (8th ed.). New York: J. Wiley.
Sadler, P. (2003). Leadership. London: Kogan Page.