It’s never an easy task. Those faced with the challenge often fear it until they actually sink their teeth into it. The “it” I’m referring to is restructuring your workflow, the process through which your organization produces the content and products that your readers have come to rely on.

As publishers revise product offerings, restructure staffs, and re-evaluate revenue streams, they’re looking for ways to become more efficient, and one surefire way to do that is to review their workflows to take advantage of new technologies or simply new ways of manipulating content. Some projects address the elephant in the room, whether it’s a person, place, or thing causing a bottleneck in the current process. Others introduce new technologies or approaches that have never been tried before or that may bring about so much change that many organizations have shied away from them.

I have been both a leader in an organization charged with restructuring the workflow process and a consultant leading others through it. In both roles, I have facilitated workflow review sessions, which frequently turn into cathartic experiences for everyone involved. Our clients tell us that these projects give them a chance to openly identify and discuss the issues that need to be addressed and provide a forum for trying something new. That aspect of the project establishes a bond among the team members charged with reassessing their workflow—one that strengthens the entire organization.

Here are some of the common benefits that often occur when a publishing organization takes a closer look at its current workflow and processes:

  1. Cross-Departmental Education
    The entire team will become educated about their colleagues’ roles and responsibilities. As each representative recounts their portion of the workflow, the idiosyncrasies of the staff as well as the reasons behind each piece of the process are revealed. This education process helps people understand why one group behaves or works a certain way, and it demystifies the process itself. It promotes a better understanding and respect of colleagues’ roles, which prompts groups to work harder to help others achieve their goals.
  2. Increased Communication
    Communication shifts front-and-center and starts to be built into the new workflow. This is never more apparent than in the design and editorial cross-pollination that takes place. When each side explains its role in the process, it’s like a eureka moment—suddenly, each group starts to understand why other parts of the process take so much time and effort. And in the end, both sides gain an understanding that results in better communication.
  3. An Understanding That Workflow Is Meant to Be Dynamic
    As a team works through a restructuring, participants quickly realize that workflow is not static. It has to grow and morph as the organization does. This acknowledgement is crucial to the success of the new workflow, and it should be described as such at the outset. As the organization becomes comfortable with change, it should expect to make more changes along the way.
  4. Awareness That Process Champions Lead the Way
    As a team goes through this process, champions of the new workflow naturally emerge. In the majority of projects, a successful rollout is mandated to be the direct responsibility of the team. The organization relies on the project champions to support the new process and to be the point people for any questions or conflicts that may arise. This team experience creates a connection among the team members, who will back each other up when the naysayers challenge them.
  5. Greater Staff Empowerment
    When a team has worked long and hard revising their workflow, they feel strong ownership and satisfaction that they were able to accomplish it successfully and lead their organization. As a group works through the revision process, it is key that they consult others in their respective workgroups. The collective voice must be heard in the new process. And when it is, not only will the main team feel empowered, but so will the rest of the staff.

Let’s face it—restructuring a workflow isn’t easy, and it may take a bit of time for the team to find its groove, but the process provides an excellent opportunity to breathe new life into an organization and generates a buzz among the staff that keeps them alert and focused on improvement.

If you have any lessons learned or thoughts about revising your own workflow, please share them here. Your publishing colleagues are always eager to hear about others’ experiences.

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Posted by: tfpadmin

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