Segregating a single process into two different tasks is necessary because both the tasks are quite different from each other. If responsibility were not allocated properly, it would become quite impossible to identify the root cause of a given problem if something were to go wrong during the implementation.
How To Work With Process Owners
Process owners are generally current leaders or managers, but depending on the immediate needs, an organization can hire Six Sigma experts from outside to render their services in the capacity of process owners. Before selecting a process owner, management can conduct any number of due diligence exercises it thinks is necessary for checking the skills and talents of potential candidates. However, after a candidate has been selected, he/she should be given complete freedom to handle the tasks involved. Described below are some qualities to look for while selecting a process owner.
-Should have requisite experience and extensive knowledge of the process -Should have an eye for detail so as to identify ineffective processes -Should have the ability to inspire and motivate team members -Should be an effective communicator -Should have the aptitude for coping up with unforeseen problems -Should be able to gain the respect and admiration of team members so as to ensure their full cooperation and support -Should display a fair level of receptiveness to new ideas and suggestions
The process owner should be given the right to seek any number of suggestions or input from other stakeholders associated with the project without the liability of actually implementing any of these. Sometimes, organizations appoint a process owner to work under a qualified Six Sigma professional such as Black Belt or Master Black Belt. Sometimes both are called in to discharge their duties as partners, but all these combinations often fail to deliver results because in the first case, it may lead to ego clashes and in the second it may lead to improper allocation of responsibilities.
Selecting Project Team Members
After selecting a process owner, the next big task is to select the project team members who will perform their duties under the guidance of both the project manager and the process owner. Here also, the process owner should have the ultimate say in the selection process so as to avoid potential ego issues that might surface in the near future. The project manager can no doubt convey his recommendations, but it is the process owner who should stamp the final seal of approval.
Giving such powers to process owners may seem undemocratic, but in the business world it hardly matters whether a proposed thought or strategy is democratic or not as long as it achieves the objectives; which in this case, is carrying out the implementation effectively and within the stipulated time and costs.
The solutions brought in by the improvement team are handed over to the process owners.
Roles and Responsibilities of Process Owners
-Subject matter expertise of the process: Process owners must be thoroughly aware of the input, output and overall relevance of the process in the entire business operation. They have to be detailed about what is strategically important to the process and how it contributes to project effectiveness.
They should be sensitive to the poor functioning of the process as well as analytical about the changes that are brought about. They should have the ability to think about the process in terms of improvement.
-Process performance: The process owner monitors the input and output metrics of the processes, compiles the data and summarizes it so as to understand the process performance level.
They are involved in identifying opportunities that are relevant to process improvement.
-Ensure process documentation: Process documentation is necessary for processes to run smoothly without any variations. It is the responsibility of the process owners to see that the new process documentation is complete with minute details and flowcharts, and is referred to constantly by process members.
If any changes to this documented process are made, then they should be updated on time.
-Develop a process management plan: Process owners are responsible for making a process management plan. They have to see to it that everyone knows what processes are operating and in which areas.
Each person should be made aware of signs that indicate trouble or a problem in the plan. They should make process improvement charts and post them in work areas.
-Conduct reviews: Process owners are responsible for constant review of the process; whether or not it is as per the requirements of customers. If it is not going in the right direction, they should be able to find ways to tackle the problem.
-Linking customers and suppliers: Process owners should have contact with everyone related to the process. They should be in contact with customers, suppliers and everyone who is affected by the process.
-Providing training and resources to process operators: The proper training of the process operators is important for the successful implementation of the project.
It is the process owners' responsibility to fulfill training needs and find the resources required for process operators to be more efficient.
For a process owner to work effectively, the ultimate success of the project needs to be the combined responsibility of the process owner and Black Belts. Also, Six Sigma team members should be selected with the help of the process owner, as they are well aware of the various members and know the best option for any given job.
An efficient process owner is involved in all stages of the Six Sigma project, and is vital to its success.
Tony Jacowski has sinced written about articles on various topics from University, Six Sigma and Information Technology. Tony Jacowski is a quality analyst for The MBA Journal. Aveta Solution's Six Sigma Online offers online and certification classes for lean six sigm. Tony Jacowski's top article generates over 90500 views. to your Favourites.