Modern video and voice communication technology is now very powerful and increasingly commonplace. For some time now, there have been predictions that the need to travel for business meetings etc will diminish greatly – and there is some evidence that this is happening. But we still travel – a lot.
Like many organisations, RGU has a staff travel policy and of course there is a form to fill in (which at the moment is paper based), and a process to follow. It’s an important process to ensure that staff travel in the most economic way, that absences are properly authorised, that an appropriate risk assessment is carried out for travel to international destinations and that staff have adequate guidance and information for their travel.
It is not, however, the most loved process in the University and it is generally felt that it could be streamlined and improved. A key goal of the new staff portal, which will launch in a few weeks, is to be able to “e-enable” our important administrative processes – and the travel process has been picked as our first one.
The worst thing that we could do would be simply to e-enable the existing process as it stands. This is an opportunity to look at the whole process from the ground up and redesign it. We are planning to do this with a “Kaizen Blitz”, as part of “Lean Kaizen” thinking. You can find more about the Lean Kaizen process here.
Essentially, it involves bringing a team together from across the University – people who travel, people who book travel, people who authorise travel, and people who can challenge existing ways – for about a week. Against a set of clear objectives, they will look at the current process, the issues, what we are trying to achieve and by the end of the week will have proposed a new way for us to manage business travel. Some of the key objectives will be:
- Minimising the number of steps – challenge each stage and the approval routes
- Easing the user experience – make travel booking a straight forward process
- Ensure that risk assessment and other health and safety considerations are nonetheless robustly carried out and audit trail kept
- Ensure that the process is likely to minimise cost of travel
- Enhance the availability of information to travellers, and allow feedback to enhance the experience for future travellers to same destination
- Ensure that the University can quickly identify and respond effectively to unforeseen events and emergencies
Once we have that, we can then start to configure the new online process on the Portal.
We’re just at the stage of identifying the Lean Kaizen team – watch this space.