What is the right or correct process? The simple answer to this is the one that works for your organization. Every organization is different and therefore we shouldn’t expect a process to fit all. In fact, processes will always be unique for each organization. Methodologies will be common and used across industries but the processes will be unique to the organization. Both are useful and needed depending on the circumstances.

Methodologies are the rules and frameworks by which we may approach a problem or assignment. They are the guidelines that helps us develop our solution and are particularly useful when the problem or assignment is new or different than what we have done in the past. It provides a direction that allows us to find our way to the solution but doesn’t tell us the particular road or how long to travel on it. A process on the other hand is a detailed map to our destination. A process is the activities and the sequence required to get from where we are to our desired outcome. Processes are designed to generate a consistent outcome each time. As a result, the quality of the service or product is increased. A process also reduces the amount of time (and therefore, usually the cost) of achieving our desired outcome. We don’t spend time experimenting, traveling down one road only to turn back or turn because it isn’t exactly what we needed. We perform activity #1 and then we perform activity # 2 and so on until we have completed the operation. Through processes we achieve efficiency.

Therefore, we can borrow methodologies from our industry and other companies because they are frameworks and guidelines. They give us structure to take on the problem but also allow the flexibility for us to deal with the variables that are unique to our organization such as culture, size, locations, products, services and experiences to mention a few. However, when it comes to processes, we need to make them our own. For example, the process that we would use to process a payment on account is going to be different from the next organization. Our software is different; we have one person that creates the invoices and process the payments; how we file the original invoice will be different than the next organization and so on. Therefore the activities and sequence needed to perform the processing of a payment will be very different. Each organization needs to create the processes that work for them. You might be able to use a template or borrow from what others are doing but in the end you need to create the process that is right for your organization and circumstances. Once you have developed these processes, you need to document them so they are repeatable. If they aren't documented then you really don't have a process. The documentation can take many forms and again, the right documentation method will be unique for each organization. You can flowchart it, write out the steps, record a video or use a product like Jing to capture your computer screens. Bottom line, document it. Just like everything else in business though, processes should not be stagnet. They need to change and evolve with your business and the business environment. As you grow in size, the process will need to change to accommodate the growth. When this happens, and it will, remember to document the updated process.

Organizations are often trying to take the processes from another organization and implement them as is. The processes "borrowed" can act as a template but they need to be adjusted to reflect the unique needs of the adopting organization. These templates act as a good starting point but they may be too heavy because the other organization is larger and with more staff have built in more robust communications. Or maybe the original organization is smaller and therefore with one person performing the process, it doesn't need as many steps. Therefore, borrow the process but take the time to work with it to modify it to make it your own. Only then can you really achieve efficiency and consistency that you are after.

Every once in a while we deviate from our processes, thinking that we don't have time to do it that way, or that we don't need to use the process "this time". Each time we deviate from our process, we pay for it. Sometimes literally. It ends up taking longer or the result wasn't what was expected or both. We are no different from anyone else, occassionally we have to fall off the "wagon" to remember why we created the process in the first place. Process allow us to achieve consistent, repeatable results in the least amount of time possible. Give it a try, start creating and documenting your processes and see your efficiency grow.