Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (2022)

The following is a guest post by professional copywriter and freelance writer Michael Schultheiss, owner of Inkwell Freelance.

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (1)

Imagine if your support staff hadnoset guidelines for handling a ticket.

It would be like you pulled in a group of random people from the street, sat them down at the helpdesk, and expected to see a job well done.

Instead of a job well done, it’d probably look more like this:

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (2)

That’s essentially what you’re allowing when you fail to standardize processes. Your company’s operations consist of tasks that must be completed on a daily, weekly, monthly, or yearly basis to ensure that it runs smoothly. But if these processes aren’t standardized, you’re inviting chaos.

These could be core processes like dealing with a customer support request, or tasks that recur less often like SSL certificate renewal.

Every task — regardless of how often you do it — requires rules that define the scope, quality, and methods to be followed. If you don’t standardize these rules, you can’t have visibility over whether you’re ensuring quality and reducing human error.

In short, running your business will be an operational nightmare.

To help you avoid that, in this article we’ll look at process standardization as follows:

  • What is process standardization?
  • The benefits of standardization
  • Common concerns about standardization
  • How Process Street can help you standardize

What is process standardization?

Fundamentally, process standardization describes the establishment of a set of rules governing how people in an organization are supposed to complete a given task or sequence of tasks. To give you a silly example, here’s standardized process for drawing a happy pig — a popular exercise when learning Lean Six Sigma:

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (3)

(Video) Best Practices Webinar: Workflow Processes Development and SOPs

Standardization can be applied to any process, any task or procedure that is relevant to the organization: answering the phone, doing payroll, taking down client information, keeping track of tasks, etc.

With that in mind, let’s look at the benefits you get with standardized processes.

The benefits of standardization

Fundamentally, standardization means that your employees have an established, time-tested process to use.

When done well, standardization can decrease ambiguity and guesswork, guarantee quality, boost productivity, and increase employee morale.

Some benefits of standardization are as follows:

  • Improves clarity — because a standard process will eliminate the need for guesswork or extra searching
  • Guarantees quality — because work is done in a pre-defined, optimized way
  • Promotes productivity — because your employees won’t need to ask around or comb documentation to get answers
  • Boosts employee morale — because employees can take pride in having mastered the process and refined their skills
  • Perfects customer service — because every ticket is handled in the best possible way

Standardization decreases ambiguity and guesswork

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The first and most obvious benefit of process standardization is that it decreases the potential for ambiguity and guesswork.

Any complex task is likely to have some gray areas or edge cases. The trouble with this is that time spent on guesswork is time wasted. With a clear set of instructions to work from in order to complete a task, employees will spend less time trying to figure it out and more time actually doing it.

Think about the tasks you have had to teach other people. How much time and effort did you spend teaching them to do things that came naturally to you from years of practice? How many times have you had to deal with a mistake that someone made because they guessed, and guessed wrong?

In the past, I’ve hired other writers to help me with a variety of projects. What I have found is that it is very challenging to teach other people to perform to the standards I’ve gradually developed — especially if those standards are only in my head, not on (digital) paper.

This is where standardization comes in. Effective standardization of procedures means that there is one correct way in which to complete a particular task, which is defined in terms of a clear, measurable end result.

Standardization guarantees quality

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If a lack of standardization means more ambiguity, one unavoidable consequence of this is going to be less reliability, and less consistent quality.

This is because not all approaches to any given task or procedure are created equal: there are better and worse ways to answer the phone, take down important information from a customer, and send status updates to your team.

One of the most important ways in which standardization can help to guarantee quality is by minimizing the chances that crucial details will be overlooked. For example, if you have a template for policy and procedure documents, you can use that to reduce the chances that someone will omit crucial information.

(Video) Workflow Automation Software by Process Street

By standardizing the processes your organization depends on — and enforcing those standards — you will be guaranteeing the quality of the finished result.

Standardization promotes productivity

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Broadly speaking, standardization is associated with leaner, more functional performance, meaning your organization can cut waste, and do more with the available resources.

Standardization promotes productivity by eliminating inefficiency. This is the result of eliminating ambiguity and providing quality control: tasks are completed in a more efficient manner, and there are fewer quality control issues from tasks that were not completed correctly the first time around.

Another benefit of eliminating alternative procedures is the reduction of unhealthy competition and conflicts.

Let’s say your organization has three different semi-formal systems for keeping track of workflows, each of which has its own constituency within the organization. Three different groups of people, three different systems — the conflicts are inevitable.

Even if all three systems are about equal in productivity, trying to coordinate them across your organization will probably lead to competition and conflict between the three different factions.

If everyone learns the same way of doing things and sticks to it, it will be easier for teams to work together. This means more productivity by virtue of synergy, and less time wasted trying to communicate across gaps in understanding and practice.

To be sure, it’s unlikely that three different systems for keeping track of workflows, or performing any other important task, will be equally efficient. Even if they were, it would still make sense to standardize in order to reduce conflict.

Standardization is good for employee morale

The key thing to remember about standardization and employee morale is that standardization will help employees to feel a sense of achievement and pride. Standardization does not have to mean dreary monotony and lack of creativity; it can (and should) mean standards anyone can master, and take pride in honing.

As Walter McIntyre writes in Lean and Mean Process Improvement:

“If managed properly, standardized work establishes a relationship between people and their work processes. This relationship can enhance ownership and pride in the quality of work performance. The result is high morale and productivity.”

As a general rule, everyone wants to know if they are doing a good job or not—and they want to know how to achieve that distinction. Not knowing if one is doing one’s job correctly can be very stressful. Having to apologize for inadequate or incorrect work can be humiliating as well as stressful. If one did not understand performance standards to begin with, it can also be extremely frustrating.

If processes are governed by standards that teach employees to do efficient, high-quality work, the employees are more likely to take a sense of ownership and pride in the work that they do. Instead of uncertainty and inefficiency, the employee will have a prescribed way to accomplish their assigned tasks which actually works. The result is likely to be greater employee morale.

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What this means is that the connection between standards and employee morale is fundamentally about employees being able to take pride in achievement. If the standardized process is efficient, avoids needless frustration, and guides employees to achieve something meaningful and worthwhile, employees will have every reason to take pride in the work they are doing.

Standardization means better customer service

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Great customer service is the logical outcome of a team with less ambiguity, higher output quality, better productivity, and increased morale.

Standardization can address customer service directly through standardized processes for talking with customers and methods for centralizing information.

In my own business, for example, I have clients who routinely contract for writing projects which require a series of assignments in five-week blocks. The projects are very deadline-sensitive, so I have developed a series of standardized procedures for notifying them of the completion of each week’s projects.

Standardization can also improve customer service indirectly. If your organization is more productive and efficient, the result will be better outcomes for your customers. The more you can produce with your available resources, and the shorter your lead time and the happier you can make those who rely on you and pay for your products and services.

Now that we’ve seen some of the benefits of standardization, let’s address the common concerns.

Your concerns about standardization, addressed

Although there are many benefits of standardization, the idea of subjecting processes and procedures to one correct way of doing things may be a cause of alarm for people who are not used to it. Common concerns about standardization generally revolve around the idea that standardization means boredom and loss of individual creativity.

As we’ll see, these concerns are misplaced…

Concern #1: standardization means monotony and boredom

By definition, one correct way of doing things means uniformity. For some people, this will inevitably sound monotonous and boring.

The key thing to understand here is that by removing ambiguity and establishing a standard by which to evaluate performance, standardized processes can help employees to feel that they are actually accomplishing things at work. It is far more likely that your employees will feel an enhanced sense of accomplishment, not boredom, if you give them standard processes that help them to achieve what they need to get done.

When a task is done to the prescribed standard, it’s 100% done. And checking off boxes gives us a welcome hit of dopamine!

Concern #2: standardization destroys creativity

A related concern is the idea that if you standardize crucial processes in your company, the result will be a workplace that does not promote innovation and creativity. The essential fear here is that standardization means an organizational culture that leeches away all individual thinking and new ideas, replacing vibrant diversity with a monoculture mentality.

Here it is important to not conflate standardization with a lack of innovation. Again, standardization is the elimination of alternatives which are inefficient and conducive to conflict. By eliminating inefficiency and needless conflict in your organization, you can help everyone to free themselves from needless wastes of their time and energy to focus on innovation in areas in which it really matters.

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The irony here is that in fact, standardization is good for innovation. By standardizing processes, you will be streamlining operations in a way that helps everyone to do more and be more effective team members.

And of course, if someone in the organization discovers a way to improve a standardized process, the organization can investigate and possibly adopt it. There is no reason a standardized process cannot be changed over time if circumstance, experience, and innovation indicate that it is indeed time for a change.

How Process Street can help you standardize

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (8)

There are a number of ways in which Process Street can help you to standardize processes, eliminate inefficiency, increase quality and do more of what you do best.

Three key ways Process Street help you standardize your operations are:

  • Documented process templates
  • Workflow automation
  • Recurring tasks

Documented process templates

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (9)

Process Street provides templates for creating structured company procedure documents. Whether you are looking to prepare a policy document, an operations manual, or a reference guide, create a risk management plan, or prepare an employee’s workstation, Process Street templates can provide you with the basis for creating a structured document in seconds.

You can create your own templates, or choose from any of hundreds of different templates in Process Street’s library. With Process Street templates, you can standardize any number of workplace tasks in a way that will save a great deal of time whenever you have to do them.

Workflow automation

Some of the tasks in your organization, such as new client intake, employee onboarding, and new content promotion, will need to occur at more-or-less random times. You can use Process Street to create “trigger-based workflows” that allow you to track your progress, effectively automating the procedure so you don’t have to feel like you’re reinventing the wheel each time.

And, the more work you can give to a machine, the more work you can be sure is being done consistently and predictably. Learn more about setting up business process automation in this guide.

Recurring tasks

Why Process Standardization Improves Quality, Productivity, and Morale | Process Street | Checklist, Workflow and SOP Software (10)

Some processes in your organization will need to happen at predictable times: monthly newsletters, onboarding, and performance reviews are common examples. With Process Street, you can easily create standardized process templates and schedule them to be run at whatever interval they need to occur, ensuring your team always know what to do next.

(Video) Basic Concepts of Continuous Process Improvement CPI

If you’d like to standardize your operations, improve productivity, and boost morale, sign up for a free Process Street account today.

FAQs

How does standardization improve quality? ›

Standardization promotes productivity by eliminating inefficiency. This is the result of eliminating ambiguity and providing quality control: tasks are completed in a more efficient manner, and there are fewer quality control issues from tasks that were not completed correctly the first time around.

Why are standardized processes important? ›

Benefits of business process standardization

Business process standardization helps an organization move to one unified system for getting tasks done wherever they come up. As a result, change can be created easily and quickly, and duplicated across the different levels of the organization where such a need comes up.

Why is it important for an Organisation to follow Standardisation in the process of production? ›

The standards ensure that goods or services produced in a specific industry come with consistent quality and are equivalent to other comparable products or services in the same industry. Standardization also helps in ensuring the safety, interoperability, and compatibility of goods produced.

Why is standardization important for continuous improvement? ›

Standardization is one of the most important concepts in continuous improvement because it provides a stable platform upon which to make changes and test the results in a PDCA cycle. Without standardization, changes are irrelevant because the underlying conditions upon which they were based are unlikely to be repeated.

What are the 6 advantages of standardization? ›

Advantages of standardization
  • Rationalize different varieties of products.
  • Decrease the volume of products in the store and also the manufacturer cost.
  • Improve the management and design.
  • Speed up the management of orders.
  • Facilitate the exportation and marketing of products.
  • Simplify purchasing management.

What is standardization in quality management? ›

Quality management standards are details of requirements, specifications, guidelines and characteristics that products, services and processes should consistently meet in order to ensure: their quality matches expectations. they are fit for purpose. they meet the needs of their users.

What can be improved by standardizing process? ›

Here are five clear benefits that explain the transformative effects standardization can have on your accounting practice:
  • Save time and increase output.
  • Provide a consistent service.
  • Reduce errors and oversights.
  • Increase accountability.
  • Understand and master your performance.

What is one of the reasons for standardizing process performance measures? ›

Believe it or not, standardized processes are the backbone of your firm's performance. It gives you a baseline to track and measure performance against, telling you whether you're utilizing all available resources, and allowing you to maximize revenue.

What is process standardization? ›

Process standardization can be defined as the improvement of operational performance, cost reduction through decreased process errors, facilitation of communication, profiting from expert knowledge (Wüllenweber, Beimborn, Weitzel, & König, 2008, p.

Why would standardization and quality control be so important? ›

Quality control is essential to building a successful business that delivers products that meet or exceed customers' expectations. It also forms the basis of an efficient business that minimizes waste and operates at high levels of productivity.

Why is IT important to standardize the tools that developers are using to develop software? ›

Standardization helps organizations streamline license cost to optimize software use. Small teams focusing on DevOps may not have the muscle power or the budget to create a momentum needed for adoption. Running a central body for such implementations helps.

Why the concept of standardization is used in production and material management? ›

Standardization means producing maximum variety of products from the minimum variety of materials, parts, tools and processes. It is the process of establishing standards or units of measure by which extent, quality, quantity, value, performance etc., may be compared and measured.

What are the advantages and disadvantages of standardization? ›

Advantages and Disadvantages of Standardization
  • What is Standardization?
  • Advantages of Standardization. Improved Production Efficiency. Cost Reduction. Quality Assurance. Adaption Cost Reduction. ...
  • Disadvantages of Standardization. Equipment Differences. Failure to Adapt. Cultural Differences.
  • The Bottom Line.
25 May 2022

What is business process standardization? ›

Business process standardization refers to creating company-wide standard procedures that improve operational performance, facilitate communication within the company, reduce errors and associated costs, eliminate unneeded work and sustain quality manufacturing operations.

What does standardized work mean? ›

In Lean Manufacturing, standardized work is a means of establishing precise procedures to make products in the safest, easiest, and most effective way based on current technologies. Standardized work is one of the principles of Lean Manufacturing.

What are the objectives of standardization? ›

Followings are the Objectives of Standardization:
  • Standardization objects to bring all items together.
  • To allow assembling of any future items in their proper place.
  • To classify items as per their characteristics.
  • To assign a special code number to each item to evade any ambiguity or duplication.

What are the 3 elements of standardized work? ›

Standardized Work Chart

The form should show the three elements that constitute standardized work: the current takt time (and cycle time) for the job, the work sequence, and the amount of required standard in-process stock to ensure smooth operations.

What is standardization answer in one sentence? ›

Standardization is the process of developing, promoting and possibly mandating standards-based and compatible technologies and processes within a given industry. Standards for technologies can mandate the quality and consistency of technologies and ensure their compatibility, interoperability and safety.

Why is having quality standards important for a business? ›

Good quality management can enhance your organisation's brand and reputation, protect it against risks, increase its efficiency, boost its profits and reduce waste, and position it to keep on growing. All while making staff and customers happier.

What is an example of a process standard? ›

Process standardization is a set of rules for how to complete a task or series of tasks. This helps those involved in the task to understand the best way to complete it. An example of process standardization is the procedures baristas follow for making lattes in a coffee shop.

How many steps are there in the standardization process? ›

Standardisation is generally thought of as a process that involves four stages.

What are the four main processes of Standardisation? ›

The processes of language standardization are: selection, codification, elaboration of function, and acceptance.

Do you think quality standards at work is important why? ›

Quality Standards Offer a Formula for Success

Clearly defined standards and requirements make it easier for companies to meet what their consumers consider “quality” and they improve the overall vision of what the company should work toward.

What is the value of standardization? ›

“The value of standardization”—that is, the value of the agreement to implement a unified standard—can arise from (1) a reduction in transactions costs for implementers of the standard and for SEP holders and (2) the network effects generated by interoperability between standard-compliant products.

What is software development standardization? ›

In the context of software, standardization refers to the creation of reusable software objects with defined interfaces and an architecture that enables the use of standardized software modules across many projects.

What is the benefit of using a Standardised tool? ›

Standardised tools can be a useful means of gathering data by providing a reliable and valid view of the client's difficulties and current life situation [297, 298]. Furthermore, when conducted appropriately, the process of standardised assessment can be a source of rapport building [299].

Why are coding standards important in software development? ›

Coding standards help you develop less complex software and, therefore, reduce errors. Improvement of the bug fixing process: with coding standards, it becomes easier for developers to locate and correct bugs in the source code because it is written in a consistent manner.

What is the importance of standardization and simplification in product development and design? ›

By eliminating unnecessary varieties, sizes and designs, simplification leads to manufacture identical components or products for interchangeability and maintenance purposes of assembly of parts. Standardization is the important step towards interchangeable manufacture, increased output and higher economy.

Is standardization helps to improve the manufacturing responsiveness? ›

Responsiveness. By eliminating the amount of parts used and simplifying procedures, manufacturing companies can focus on improving their response time. Standardization frees up time and allows employees to concentrate on more efficient processes, such as Build-to-Order.

What is product standardization with example? ›

The marketing of products sold internationally may be standardized to keep a uniform image among the various markets. For example, COCA-COLA Company uses global standardization in marketing by keeping the appearance of the product relatively unchanged between different markets.

What are the advantages of product standardization worldwide? ›

Product standardization across national and international markets ensures that the same product, consistent in all its aspects, is available to consumers, with no need to consider their actual location. A change in the country does not lead to a change in quality.

What is meant by product standardization describe its advantages? ›

Product standardization is a process and strategy of manufacturing and selling products or services consistently. It involves making sure that a product upholds certain standards for item quality, service delivery or appearance in every market.

What advantages and disadvantages may result from standardizing the market mix worldwide? ›

Standardized pricing enables important worldwide customers to be charged the same price no matter from where they are sourced. A disadvantage is that the marketing mix will not respond to local characteristics, and thus leave an opening for a competitor who chooses to localize.

How does standardization improve quality? ›

Standardization promotes productivity by eliminating inefficiency. This is the result of eliminating ambiguity and providing quality control: tasks are completed in a more efficient manner, and there are fewer quality control issues from tasks that were not completed correctly the first time around.

How does standardization benefit a business process? ›

Benefits of business process standardization

Business process standardization helps an organization move to one unified system for getting tasks done wherever they come up. As a result, change can be created easily and quickly, and duplicated across the different levels of the organization where such a need comes up.

Which of the following is an advantage of standardization? ›

Advantages of standardization

Rationalize different varieties of products. Decrease the volume of products in the store and also the manufacturer cost. Improve the management and design. Speed up the management of orders.

What is the purpose of key process standard work? ›

Standard work gives the user an improved understanding of how the work is being processed within an area. Its use helps reduce variability within the system, assists with faster training timeframes, and provides a starting point for process improvement projects.

How do you implement standardization? ›

If your organization is serious about standardized work, I suggest the following steps:
  1. Step 1 Working Lean - Focus and prioritize. ...
  2. Step 2 Develop the best-known way of working. ...
  3. Step 3: Visualize the standard. ...
  4. Step 4 Train everyone to the new standard. ...
  5. Step 5: Scheduled follow-up. ...
  6. Step 6: Introduce a process for improvement.

What are the three success factors for implementing the principles of standard work? ›

Today's companies often don't remember the three fundamental steps of Creating Standard Work. Creating Standards, Standardizing the Method and Standardization. These three steps are used to create robust, simple and efficient processes anyone in your business can use.

Why would standardization and quality control be so important? ›

Quality control is essential to building a successful business that delivers products that meet or exceed customers' expectations. It also forms the basis of an efficient business that minimizes waste and operates at high levels of productivity.

What are advantages and disadvantages of standardization? ›

Advantages and Disadvantages of Standardization
  • What is Standardization?
  • Advantages of Standardization. Improved Production Efficiency. Cost Reduction. Quality Assurance. Adaption Cost Reduction. ...
  • Disadvantages of Standardization. Equipment Differences. Failure to Adapt. Cultural Differences.
  • The Bottom Line.
25 May 2022

Why is standardization necessary in healthcare? ›

Standardization, especially in healthcare, minimizes the risk of errors, increases patient safety, and can actually improve the patient experience. For physicians and other healthcare providers, standardization can mean something entirely different. Standardization is often viewed negatively and as a means of control.

Why is quality evaluation and standardization important in food safety and quality? ›

It will help you understand various food quality characteristics and evaluation measures, and describe the development of various local and international standards relating to food quality and safety. This will then promote the application of food quality awareness to the public to ensure food safety.

What are the four main processes of standardisation? ›

The processes of language standardization are: selection, codification, elaboration of function, and acceptance.

What are the objectives of standardization? ›

Followings are the Objectives of Standardization:
  • Standardization objects to bring all items together.
  • To allow assembling of any future items in their proper place.
  • To classify items as per their characteristics.
  • To assign a special code number to each item to evade any ambiguity or duplication.

Do you think quality standards at work is important why? ›

Quality Standards Offer a Formula for Success

Clearly defined standards and requirements make it easier for companies to meet what their consumers consider “quality” and they improve the overall vision of what the company should work toward.

What is procedure standardization? ›

Process standardization refers to the organization of different tasks, approaches, and administrative steps in a business, as well as their formalization and documentation. A process consists of input, transformation steps, and output (delivery).

What are the advantages of product standardization worldwide? ›

Product standardization across national and international markets ensures that the same product, consistent in all its aspects, is available to consumers, with no need to consider their actual location. A change in the country does not lead to a change in quality.

What is meant by product standardization describe its advantages? ›

Product standardization is a process and strategy of manufacturing and selling products or services consistently. It involves making sure that a product upholds certain standards for item quality, service delivery or appearance in every market.

What was the role of standardization in improving quality at Mayo Clinic? ›

With the initiative to standardize the rooming process, patient care and safety improved with greater accuracy of the medication list. The standardization also improved physician efficiency because trained clinical assistants helped address the needs of the patient.

Why is it essential to have standardized documentation in the medical field? ›

Standardize documentation: Healthcare regulations and insurance company policies require timely and accurate documentation. By using standardized medical terminology to document patient symptoms and diagnoses, healthcare workers can make a seamless transition from one job to the next.

How does standardization help the problems facing the healthcare system of high cost and poor quality? ›

Sometimes physicians may make treatment decisions based on their own unique clinical experiences. Standardization compensates for this variation in experience and reveals the outcomes specific treatments have historically delivered to patients. Standardization supplements physician experience and reduces guesswork.

Why is it important to use quality and standard ingredients? ›

it maintains and increases living standards or is used as nutrition or medical supplement. therefore, its quality and safety are critically important for underdeveloped and developing economies. Moreover, the consumers' safety is among the primary issues to be considered in food supply chain management.

What do quality control standards and practices have to do with the food service industry? ›

By employing quality control measures, food industry companies can ensure that uniform products of the same quality are produced. This greatly facilitates the problem of price fixation for food products. This also eliminates the worry of constantly changing the prices of commodities.

Why do you think quality standards should use when testing software? ›

Ensures Security. Since security has always been a primary concern for software products, software developers must adhere to software quality standards in a product's life cycle. Vulnerabilities in a software system's security can jeopardize user data and the software's trustworthiness.

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