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)