Process Creation Advice Needed

Mohashamoon

Compliance Specialist
#1
Hello,

I'm a compliance specialist at a commercial property management company in Egypt. I'm supposed to write the company's processes and audit them. But, they ask me to write the process, create its forms, checklist templates required, write the work instructions for all departments, and do the first implementation for anything I recommend. Exaple, I was requested to write the property inspection process, when I was doing the process discovery to see what the inspectors do, I found them using pens and papers and walk through the properties and take screenshots with their mobile phones, then go to the office and fill excel sheet with all their findings. I recommended using iAuditor application which does all of that in almost half the time they needed to do it on their way. I purchased one month trial, trained them all and the management loved it and the reports. I thought my role ends here. But for management, it's not. They asked me to go to finance team, take the corporate credit card, upgrade the application license and buy more users, and do all the paperwork like issuing purchase request, upload the inspection checklists on the application, they even asked me to issue purchase requests for tablets to replace the pens and papers.

Now I feel stuck in the implementation phase, people not trying to use their brains and depending all on me for giving the everything ready to use.

Is that normal for process writers, auditors? Same happens every time I recommend anything and I started to feel drained and I regret recommending any business solutions.
 
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John Broomfield

Staff member
Super Moderator
#2
Process means work by humans and/or machines.

So, you really cannot “write a process” but your colleagues can design and operate a process and you (or they) can then write a procedure to specify the process.

It is best to reflect how the work is actually done in any documented procedure. That way the procedure already is implemented!

Do this by working with the process owner; that is the person who knows how the process actually works. And then ask the process owner to engage the process team in reviewing the documented procedure for accuracy.

By doing this you are showing your respect for the existing system while using your auditing skills. Ignoring the system as it is and trying to impose your procedures is unlikely to succeed.
 
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