Implementing Process Improvements with Your Team
When it comes to successful process improvement, one golden rule always applies: involve the people doing the work. You can map out elegant workflows and craft beautiful new SOPs, but if your team isn’t bought in, the process won’t stick.
That’s why step 4 in our Ultimate Guide to Process Improvements is all about implementation through team collaboration– and this blog post breaks down how to do just that.
Step One: Bring Your Team Into the Conversation
Instead of dictating change, co-create it. Start by making space for your team’s observations and ideas. One easy way to begin is with a short feedback survey.
Sample Survey Questions:
What part of your day feels the most inefficient?
Which recurring task or workflow causes the most frustration?
Are there steps in your workflow that feel unnecessary or unclear?
What tools or systems do you wish we had in place?
If you could fix one thing about how we get work done, what would it be?
Pro Tip: Ask a mix of quantitative (rating scale) and qualitative (open-ended) questions to gather both measurable and meaningful insights.
Step Two: Assess and Synthesize the Feedback
Once responses are in:
Look for patterns. Are multiple team members identifying the same pain points?
Group issues by process type (communication, approvals, task tracking, etc.)
Highlight opportunities for “quick wins” as well as long-term improvements.
Consider using a visual method - like a sticky note board in FigJam or a basic spreadsheet - to cluster feedback by theme. This helps clarify which areas of improvement matter most to your team.
Step Three: Co-Design the New Process
With your top priorities identified, collaborate with your team to outline improved workflows using co-design principles:
Map the current process together.
Identify pain points and missed handoffs.
Sketch a better version with input from those involved at each step.
Remember, this isn’t just about building a better system– it’s about building trust. Involving team members early increases their investment in the outcome.
Step Four: Get Buy-In with a Clear Rollout Plan
As you finalize the improved process:
Provide training and documentation that’s easy to follow.
Frame the “why” behind changes in team meetings.
Assign team members as process champions to reinforce adoption.
Celebrate small wins and keep communication open for feedback.
This helps maintain momentum and signals that this is an ongoing conversation, not a one-and-done change.
Step Five: Measure and Adjust
Once the process is in motion, don’t forget to check in:
Start by choosing 2–3 simple metrics (like task time, error rates, or team satisfaction) to track impact.
Set up quick feedback loops: a pulse survey, a team retro, or even a shared Slack thread can reveal what’s working and what still needs refining.
If something isn’t clicking, tweak it– don’t toss the whole thing. Improvement is iterative. A few small adjustments can boost adoption and results.
And remember: feedback is fuel. Keep the door open for team input, and revisit workflows quarterly to keep things running smoothly.
Need a Thought Partner?
It can be tough to lead improvement from the inside, especially when you’re balancing leadership duties and execution. That’s where a Process Improvement Consultant can help.
We bring an external perspective, help facilitate sessions, and offer design thinking strategies that keep people engaged and systems scalable.
Curious what this could look like? Schedule a free 30-min consultation and let’s chat.