6 steps to build an effective coordination process between departments

Any business has a coordination process between separate departments and is built based on the operating and business characteristics of the organization. Building processes has a great impact on the company's operations, so this is an issue of special concern for many organizations. Let's learn about this topic with 1C Vietnam in the article below.

1. Signs that coordination between departments is ineffective

An effective coordination process between departments in a business can help the company save time as well as improve the quality of output products. On the contrary, ineffective processes can cause serious consequences during operations. Here are some signs of an ineffective process.

• Duplicate work, creating excess time: When coordination between departments is ineffective, personnel often have to spend more effort and time to create a work result. This causes delays in completing the work.
• Unable to identify the person responsible for the links: To increase work efficiency and complete project goals, departments need to coordinate smoothly with each other. Therefore, if a business cannot identify the person responsible for the links, it can often lead to confusion, spending a lot of time searching and contacting related parties to wait for confirmation. and approve the work.
• Process but not implemented effectively: Some businesses have built a complete coordination process for departments such as recruitment process, personnel training, running advertising, communication,... But This process was not clearly disseminated to employees, leading to the implementation not achieving expected results.

In addition to building a detailed coordination process between departments , businesses need to have a clear organizational chart to control actual operations.

2. Popular types of organizational charts support effective coordination between departments

Building an organizational chart is an important factor and directly related to the coordination process between departments . Through the diagram, businesses can determine the roles, relationships and responsibilities of each individual in the organization. Specifically, the organizational chart includes:

• Identify the decision maker and responsible person: The organizational model helps the leadership team have an overview of the company's apparatus. From there, the manager will determine the person in charge of each department.
• Support employees in the organization to understand the process: The organizational model clearly shows the processes, approval flows and decisions of the business. From there, the company diagram will help personnel of each department understand how to operate and understand their responsibilities and roles.
• Help employees understand changes in the company: When there are changes in personnel as well as coordination processes between departments , the business will disseminate information to employees at each level and diagram. apparatus to help personnel understand the impact of this change.

Below are some company organizational chart samples:

3. Coordination process between departments in professional enterprises

Not all businesses know how to build effective and detailed coordination regulations between departments within the company. Below are the steps compiled by 1C Vietnam for businesses to refer to.

3.1 Determine work goals

To build a coordination process between departments , administrators need to determine exactly what the desired goals are and the development orientation of each stage. Based on that, departments in the company will meet to discuss common and specific goals for each operation. This step will help the company divide the phases of the project, as well as establish methods and time to carry out the work.

Businesses can refer to the OKRs (Objective & Key Results) method - the main goals and results to be achieved. This is a method that combines goal setting with realistic achievable results. OKRs help administrators track work progress, create alignment and encourage the achievement of challenging goals.

3.2 Determine key work content

The next step in building an effective interdepartmental coordination process is to determine the scope of that process's impact. This will help administrators understand the personnel involved, which departments directly carry out the process as well as the scope of time and location to allocate resources most accurately.

Businesses can refer to the 5W2H model to determine the working scope of the process. This is a method of asking questions, derived from the WH-question set, specifically:

3.3 Linking work processes between departments

Each department in the business will have different working processes and operating methods, so building and operating a common process will cause many difficulties. Therefore, when proposing any coordination process between departments and management, it is necessary to consider connectivity, design and construction to minimize changes in the normal working process. day.

To do that, businesses can apply specialized management software such as 1C:Company Management. 1C:Company Management solution helps store data in a scientifically unified manner, accurately streaming information on a single platform. From there, department staff can easily access and carry out the proposed process.

3.4 Control and check the working process

One of the mistakes businesses make when implementing coordination processes between departments is not strictly controlling the working process and output results. There are processes that take a lot of time and effort to build but when put into practice, they do not achieve the desired effect. This consumes a lot of business resources. Therefore, when starting the application, businesses need to consider all of the following factors:

• Unit of measurement of process efficiency.
• Measurement method.
• The measurement point is at what time and location.

Besides, administrators also need to focus on issues such as:

• Who is in charge of the inspection?
• What should be checked?
• How often do you run tests before actual application?
• How many steps are in the process efficiency test?

3.5 Design effective communication mechanisms between departments

Communication is always an important key to creating an effective process in a business. Employees between departments only communicate when there is work to do, causing the relationship to become distant and difficult to connect. This leads to a reluctance to exchange and suggest ideas, as well as making adaptation and implementation of processes ineffective.

To overcome this situation, businesses need to carry out activities to enhance cooperation between departments within the company. Some forms that managers can refer to include: Organizing team building activities, orientation, setting up a chat group after work, etc. When team spirit increases, the staff will have a positive mentality. confident and comfortable to support each other in work and perform well the proposed processes.

3.6 Continuous process evaluation and improvement

Once put into practice, employees will be in charge of the coordination process between departments . Therefore, leaders need to encourage feedback. These opinions are an important foundation for making changes, adjustments and process improvements in the most complete way. The process needs to be periodically evaluated to promptly detect problems being encountered as well as devise strategies to overcome them.

The above article has shown the importance of coordination processes between departments in ensuring smooth and effective business operations. Hopefully through the above article, managers will understand how to build processes as well as gain more useful knowledge. To make the coordination process easier, businesses can refer to 1C:Company Management software of 1C Vietnam, a solution that supports storing and synthesizing data on a single platform. If you have any questions, please contact us for support.