PROCESS MANAGEMENT (OSP) - A PRACTICAL ALTERNATIVE TO TOP-DOWN GOVERNANCE
“The secret of getting ahead is to get started. The secret of getting started is breaking your complex and overwhelming tasks into small manageable tasks and then starting on the first one.” - Mark Twain
INTUITIVE MANAGEMENT APPROACH
Objective-Steps Processing Management System (OSP) OFFERS A 4-step COLLECTIVE GOVERNANCE as follows:-
Any government may set up its tasks from Policies, decisions, to detailed implementation etc in 4 key steps, viz:-
(a) Study of Ideas,
(b) Enquiry,
(c) Contracts and
(d) Contract Administration.
STEP 1 – STUDY OF IDEAS
The first step - “Study of Ideas” - consists of decision makings, policies and all the macro-tasks like conceptualization of governing philosophy.
It strikes at the core of creativity while empowering all involved to make good governing decisions.
STEP 2 – MAKE ENQUIRIES
After policy and decisions, the next step is to “Make Enquiry” which is pivotal to creating a dynamic action-oriented organization or culture.
The practical aspect of "Enquiry" step is to obtain “Quotations/Tenders” from the market place to maximize resource application.
STEP 3 – CONTRACTS
The 3rd step - securing contract - empowers staff to study all resources, secure opportunities and close deal in the form of contract enabling an enterprise to be run competitively.
STEP 4 – CONTRACT ADMINISTRATION
To govern effectively in a result-oriented manner, it is critical to develop robust implementation processes to allow all contracts or contractual tasks to be executed professionally to fulfill all policies, objectives, governing philosophy, terms and conditions and overcome constraints of all sorts. This is the only way to avoid talk-only conceptual, ad hoc and fire-fighting management.
Divide contracts into distinct 10 functional departments. Set up each departmental tasks in 3-4 core activities for consistent and focused project-like management thus:
1.(General) 2.(Human Resource) 3.(Revenue) 4.(Accounts) 5.(Marketing) 6.(Services, normally open-ended outsourced works) 7.(Facility) 8.(Enforcement) 9. (Production) 10.(Compliance).
Hence all tasks are laid out clearly in steps with detailed works implemented in well-established component work processes contained in forms (admin) and work forms (operational tasks in each department) viz:-
1. Administration Forms (existing forms adapted easily from each ministry/dept)
2. Work Forms (10 departments)
Processing of each form produces quantified Feedbacks of "1" (not attained) "2" (attained) and "3" (excellence)
Close all input task-lines via the call centre weekly with self-corrective actions taken by staff at each level.
Such process management produces closing status information.
PRACTICAL KNOWLEDGE APPLICATION
In addition, such process management delegates all tasks effectively resulting in coordination and mass participation in knowledge application.
A clearance Form is used to close daily operational tasks to avoid double-handling, inefficiencies, mishaps, security and fire risks etc.
Set up a call centre to process all forms and work forms.
LIST OF PROCESSING FORMS
Examples of Forms:-
Standard letters (FGL) work orders (FGW), production orders (FNO), tender/quotations, (FQL), purchase orders (FCP), salary/remuneration orders, (FHS), contracts, (FCP) invoices, (FAI) vouchers, (FAV) etc.
EXAMPLES OF WORK FORMS
Work Forms include Budget Control Work Form (WAB), Security Check Work Form (WSS), Stock Control Work Form (WNS) etc.
To avoid ad hoc or self-centred governance, or concentration of power in a few individuals, it is critical to use processes to delegate tasks i.e. policy, decision, projects, for collective good corporate governance without self-centredness to reach excellence and results.
Such process management could help to avoid NKF-type of wrongdoings and malpractices.
It has helped me to attain super-efficiency in my own multi-tasking work environment beyond proportions.
I would like to share such process management with all today. Results guaranteed to the faithful and diligent.
Note: User- or trainer- Licences will be readily issued by author Robert Teh Kok Hua of Book “Objective-Steps Processing Management System” (book available at National Library)