nlenbe-nlThe best software for quality and risk management.

Do you recognise this? Your plans are on paper, the goals have been set and the agreements have been worked out to perfection. The project can begin! But then you notice that everyone involved is moving in a different direction and decision-making stalls.

The opposite also happens. Everything is running smoothly, there is energy and your colleagues manage to inspire each other to experiment, resulting in great results. In both cases, it is difficult to pinpoint what exactly is causing the stalling or flow.

Curiosity is then the key to exploring this. When does a new plan appear in someone’s eyes? How can someone properly apply the newly created agreements in his or her own work? And how do you prevent colleagues from falling back into old habits? A good structure between people, organisation and associated tools is therefore very important. We also call this a ‘management organisation’.

Managing processes is people work

A process always originates from a question. This is because input is needed to get a process started. In addition, there is always a goal (the output) so that there is something to work towards. Between input and output are all kinds of steps that need to be taken to make the process run smoothly.

For many organisations, being as efficient as possible with time and resources is a goal in itself. Despite the fact that there seems to be a limit to how efficient a process is, there is often still a lot to be gained. For instance, your software can be completely clean and set up to perfection, but the tasks still need to be performed by people.

A well-run process is not just about tight schedules and budgets that employees have to stick to. It is precisely your colleagues’ curiosity and eagerness to learn that should get a process going. After all, these are the emotions that drive them to be able to take the right steps and make decisions.

The strength of a good management organisation is that ‘the system’ remains managed in the longer term as agreed during implementation. In addition, enthusiastic colleagues who know exactly what the system’s capabilities are need to continuously monitor, analyse and improve. Smart software can help automate and streamline these processes.

Processmanagement is mensenwerk

Organise your management

A management organisation investigates how processes can be automated. Within a management organisation, the functional manager operates as a spider in the web. This is how you bring departments together and streamline the processes within your organisation.

But what does a sound management organisation actually look like in practice? Within a management organisation, you have different roles:

  • The user:this is the end user of the software. They use software, for example, when accessing the most up-to-date information, making reports of (near) incidents or running a safety round for an evaluation;
  • The key user: key users bridge the gap between end users and administrators. Often these are team leaders, department managers or senior employees;
  • Functional application manager: the functional administrator ensures that systems function optimally and are further developed based on organisational and user needs. The functional manager also helps colleagues use the software correctly by answering questions and providing documentation. They may also train colleagues in its use;
  • Application manager::the technical administrator is generally an ICT employee. Together with the functional manager, they are responsible for ensuring the availability and proper functioning of the system.

Tips for optimising processes

So the goal of a management organisation is to optimise processes. However, you don’t optimise process management in one day. This costs time and money, because process optimisation is also a process. It is smart to involve functional administrators when putting implementation and optimisation on paper. Functional administrators are the point of contact for questions and/or comments during optimisation. There is no success formula for process optimisation, but we will try to make it a little easier for you with some tips:

  • Tip 1:As a functional manager, set yourself up as an enquiry point for your colleagues. Clearly communicate your role in the process to the organisation. To do this intelligently, you can use a workflow that allows you to easily automate the process.
  • Tip 2:Write a management plan describing who performs what role and how the process should proceed.
  • Tip 3:Schedule periodic meetings with (key) users and co-managers to go through requests from the organisation.

Our consultants can help you with the technical set-up of your software environment. We are also available to guide and advise on assigning the right roles and rights. Do you want everyone to have the right knowledge about the software? Then our consultants are ready to train them. We also help with employee turnover by asking the right questions so that it becomes clear what should or should not be transferred.

The role of software for a management organisation

Despite our belief at Infoland that people are central to process optimisation, software to improve work processes is an important factor in process optimisation. Especially to track the status of process steps. The strength is to make the software match the employees’ desire. Combining people’s curiosity and eagerness to learn with a clear overview in steps. It avoids wasting time because you can respond to deviations and/or bottlenecks in time. This way, you get the best out of your employees and organisation.

Discover our software

Setting up a sound management organisation for continuous improvement motivates employees to dare to do business out of curiosity rather than ‘should’. That curiosity makes people dare to get off their own island and cooperate more efficiently with colleagues. Combined with specialised software, we take your company’s management organisation to the next level.  

Striving for operational excellence

We believe that a sound management organisation ensures striving for operational excellence. This means getting the best possible result from a process in the most efficient way. To achieve this, there are some success factors for operational excellence according to Six Sigma;

  • A shared vision for the company;
  • Effective communication;
  • Clear expectations;
  • An integrated system consisting of decisions based on facts and a multidisciplinary point of view, among others.

Why Zenya as an optimisation partner?

Do you want to achieve a solid management organisation? Our consultants will be happy to help you with the technical set-up of your software environment. We are also available to guide and advise on assigning the right roles and rights. Do you want everyone to have the right knowledge about the software? Then our consultants are ready to train them. We also help with employee turnover by asking the right questions to clarify what should or should not be transferred.

Are you curious about how Zenya software can help your organisation on its way to a sound management organisation? We would love to show you real-life examples of our customers who took the step with Zenya:

Kwaliteitsmanagement met Zenya

More efficiency at az Vesalius clinical lab

az Vesalius applies Zenya daily to work more efficiently. Documents are now updated in one step and employees find documents faster thanks to the handy search function. They have also improved their reportingssystem because it is purposeful and practical to build. Now, notifications come into the right flow and are getting handled faster.

Complimenten voor gebruik Zenya

Successful audit by Qualicor Europe

Qualicor Europe regularly audits Ikazia Hospital Rotterdam. To continuously secure and improve quality, they use Zenya as their risk and quality management system. Thanks to the practical dashboards within Zenya, they can see how quality is doing and where there is still room for improvement within the organisation.

Want to learn more about Zenya?

Request the brochure to have all information conveniently at hand.

Download the brochure about Zenya Software - Software for Quality and Riskmanagement

Free demo available

Want to see what Zenya can do for your organisation? Request a free demo.

Curious what Zenya
can do for your organisation?

Contact our experts without obligation. We will be happy to think along with you.