Redesign Work and Workflow

Flow · 6 controlled steps

1. 01

   Frame the outcome and design criteria

   Make the reason for redesign and the conditions of a good solution explicit.

   • — Name the customer and outcome the workflow must produce.
   • — Set scope boundaries, demand profile, constraints, and assumptions.
   • — Define success, quality, safety, regulatory, human, cost, and timing criteria.
   • — Record the current baseline and consequence of no change.

   Responsible

   Business process owner

   Output

   Design Brief

   Decision

   Is the problem worth solving and bounded well enough to redesign?

2. 02

   Map the current flow

   Make actual work, decisions, waits, interfaces, data, systems, and exceptions inspectable.

   • — Observe and map representative work from trigger to outcome.
   • — Record inputs, outputs, roles, decisions, handoffs, queues, rework, exceptions, controls, and systems.
   • — Separate the documented process from actual practice.
   • — Validate the map with people who perform and receive the work.

   Responsible

   Process architect

   Output

   Current-State Workflow Map · Exception and Interface Log

3. 03

   Diagnose constraints and causes

   Find where the mechanism fails instead of treating every visible symptom as the problem.

   • — Compare the current flow with each design criterion.
   • — Locate bottlenecks, failure demand, unclear decisions, duplicate entry, unmanaged interfaces, and control gaps.
   • — Distinguish common process causes from isolated events or individual variation.
   • — Prioritize causes by effect on the stated outcome and guardrails.

   Responsible

   Process architect

   Output

   Constraint and Cause Assessment

   Decision

   Which causes must the future state change to produce the intended outcome?

4. 04

   Design and compare future states

   Generate coherent alternatives before committing to a favored tool or structure.

   • — Remove unnecessary work, decisions, approvals, transfers, and duplicate data.
   • — Clarify ownership, decision rights, interfaces, exception paths, and escalation.
   • — Allocate work among people, systems, automation, and external parties.
   • — Compare alternatives against design criteria, implementation effort, risk, and reversibility.
   • — Specify measures and signals needed to operate each viable design.

   Responsible

   Process architect

   Output

   Future-State Options · Recommended Workflow Specification

   Decision

   Which future-state design best satisfies the full set of criteria?

5. 05

   Validate and authorize the design

   Test the mechanism at proportionate scale before irreversible implementation.

   • — Walk representative normal, edge, failure, and recovery cases through the design.
   • — Prototype or pilot high-uncertainty elements where practical.
   • — Obtain risk, quality, safety, regulatory, data, and systems review appropriate to context.
   • — Resolve defects and record approval, conditions, version, and decision authority.

   Responsible

   Business process owner

   Output

   Approved Workflow Specification

   Decision

   Is the future state operable, controlled, measurable, and safe enough to implement?

6. 06

   Transition, measure, and improve

   Put the workflow into operation without losing control of the old-to-new passage.

   • — Assign implementation work, readiness criteria, training, communications, support, and rollback.
   • — Connect systems and publish the authoritative workflow and operating materials.
   • — Monitor outcome, quality, cycle time, adoption, exceptions, and guardrails against baseline.
   • — Stabilize defects, review assumptions, and route material redesigns through version control.

   Responsible

   Process architect

   Output

   Operational Workflow · Performance and Improvement Record

   Decision

   Has the new workflow met the stabilization and outcome criteria?

Connections

Seams · 16 hops within 2 steps

Upstream and downstream neighbourhood over public reference processes only. Each hop shows the trigger, carried objects, and what the receiving process loses if the producing step is skipped.

Roles

Systems + Data

Measures

Evidence + judgment

Draft reference standard. Requires practitioner and context-specific systems, risk, quality, safety, regulatory, and worker-impact review before client deployment.