Phase Two is about getting rid of the paper and getting the work into a computer system. No more printing out stacks of paper for a single job. The job along with all its details are stored in the system. Even documents relating to the job are attached electronically.
This serves as a single central point for all jobs and information. Any person can look up any job at any time. Even better, multiple people can be looking at, or working on a single job at the same time. When a customer calls to check on their job, a single person can find what they need without searching their colleagues’ desks or asking around the office. When someone is away sick or on holiday, their peers can simply look up the relevant jobs in the system and make sure anything urgent is taken care of.
Downstream processes get visibility to the work that is coming their way soon and handovers can happen almost instantaneously. No more waiting for a stack of folders to be carried from one area of the office to another. This also reduces the reliance on emails between people in the company.
Default searches and views can provide a high-level overview of all current jobs, making priorities a lot clearer and easier to manage. It becomes much harder to lose or forget about a job, and easier to put safety nets in place.
The office becomes a much less cluttered environment. Desks have far fewer folders and pieces of paper scattered about. People spend less time walking to and from the printer, and more time delivering value to the customer.
Finally, this somewhat standardizes the tracking system. Too often people working ‘together’ use different ‘systems’ (coloured dots, post-its rotated to different positions, folder location on desk) to keep track of job progress making it hard for another person to interpret even if they find the folder.
EXAMPLES OF PHASE TWO
Below are some examples of how this phase is supported.
- The Shipment or Consol etc is used to keep track of all relevant job information
- Notes are added to the job in the system rather than written down ‘somewhere’
- All relevant documents are attached to jobs
- Default filter sets are set up to find and manage priorities
- Visibility over workloads and job progress
- Information is more readily available and more reliable
- Less reliance on a single person being available
- Increased productivity
- Reduced errors and oversights
- Reduced printing costs
- Reclaim office space previously used to store files
- Better interdepartmental communication and relationships