In the realm of process improvement and operational excellence, the Improve phase of the DMAIC (Define, Measure, Analyze, Improve, Control) methodology represents a critical juncture where organizations transform data-driven insights into actionable strategies. Among the most impactful interventions during this phase is the design and implementation of workflow redistribution plans. These plans address inefficiencies, eliminate bottlenecks, and optimize resource allocation to achieve significant performance gains.
Understanding how to effectively redistribute workflows can mean the difference between marginal improvements and transformative organizational change. This comprehensive guide explores the principles, methodologies, and practical applications of designing workflow redistribution plans during the Improve phase of Lean Six Sigma projects. You might also enjoy reading about Standard Work in Six Sigma: Creating Consistent Processes That Deliver Results.
Understanding Workflow Redistribution
Workflow redistribution involves the strategic reallocation of tasks, responsibilities, and processes across team members, departments, or systems to optimize efficiency and productivity. Rather than simply adding more resources to problematic areas, workflow redistribution focuses on intelligently reorganizing existing capacity to eliminate waste, reduce cycle times, and improve overall throughput. You might also enjoy reading about Poka-Yoke in Six Sigma: Error-Proofing Your Process Improvements for Quality Excellence.
The foundation of effective workflow redistribution lies in the data collected during the Measure and Analyze phases of DMAIC. By examining process maps, cycle time analyses, capacity studies, and workload distributions, organizations can identify where imbalances exist and where redistribution will yield the greatest impact.
Key Principles of Workflow Redistribution
Balance and Capacity Optimization
Effective workflow redistribution seeks to balance workloads across available resources while respecting capacity constraints. Consider a customer service department where analysis reveals that three team members handle an average of 45 calls daily while two others manage only 25 calls each. This imbalance creates stress for overworked employees and underutilizes available capacity. Redistribution would aim to even this workload, targeting perhaps 37 calls per person, improving both efficiency and employee satisfaction.
Skill-Based Task Allocation
Not all tasks are created equal, and not all team members possess identical skill sets. Strategic workflow redistribution considers the competency matrix of available personnel, aligning complex tasks with experienced staff while delegating routine activities to those developing their capabilities. This approach maximizes quality outcomes while providing growth opportunities for team members.
Process Flow Continuity
Workflow redistribution should enhance rather than disrupt the natural flow of processes. Creating unnecessary handoffs or breaking logical task sequences can introduce new inefficiencies even while addressing old ones. The goal is to create smooth transitions and minimize waiting times between process steps.
Designing Your Workflow Redistribution Plan
Step One: Current State Documentation
Begin with comprehensive documentation of the existing workflow. This includes creating detailed process maps, documenting task frequencies, recording completion times, and identifying decision points. For example, in a loan processing department, you might document that Application Review takes an average of 45 minutes, Document Verification requires 30 minutes, and Credit Assessment demands 60 minutes per application.
Collect quantitative data showing current performance metrics. A sample dataset might reveal the following:
- Average processing time per loan application: 4.2 hours
- Daily application volume: 120 applications
- Team size: 8 processors
- Average applications completed per processor: 15 applications
- Variation in completion rates: 8 to 22 applications per processor
- Bottleneck identification: Credit Assessment stage with 35% of total processing time
Step Two: Identify Redistribution Opportunities
Analyze the documented current state to identify specific opportunities for redistribution. Look for patterns such as uneven workload distribution, skill mismatches, unnecessary task duplication, and process bottlenecks.
In our loan processing example, analysis might reveal that two senior processors spend significant time on routine document verification, a task that could be handled by junior staff, while the credit assessment bottleneck lacks sufficient experienced personnel. This presents a clear redistribution opportunity.
Step Three: Develop the Redistribution Strategy
Create a detailed plan that specifies how tasks will be reallocated. This strategy should include which tasks move between roles, the rationale for each change, expected impact on cycle times, and any training requirements.
For the loan processing department, the redistribution strategy might specify:
- Reassign routine document verification from two senior processors to three junior staff members
- Redirect senior processor capacity to credit assessment activities
- Implement parallel processing for independent verification tasks
- Create specialized roles for complex application types
- Expected outcome: Reduce average processing time from 4.2 to 3.1 hours per application
Step Four: Create Implementation Roadmap
Develop a phased implementation approach that minimizes disruption while building momentum. The roadmap should specify timelines, milestones, responsible parties, and success criteria for each phase.
A practical implementation roadmap might include:
- Week 1-2: Communication and stakeholder alignment
- Week 3-4: Training for staff assuming new responsibilities
- Week 5-6: Pilot implementation with 30% of workflow
- Week 7-8: Evaluation and adjustment based on pilot results
- Week 9-10: Full-scale rollout
- Week 11-12: Monitoring and optimization
Overcoming Implementation Challenges
Managing Resistance to Change
Workflow redistribution often encounters resistance from team members comfortable with existing arrangements. Address this through transparent communication about the rationale for changes, involvement of affected staff in planning, and emphasis on benefits such as reduced stress from more balanced workloads.
Maintaining Quality During Transition
Quality can suffer during the implementation of redistribution plans. Mitigate this risk through comprehensive training, mentoring arrangements, quality checkpoints, and gradual phase-in approaches that allow for learning and adjustment.
Addressing Skill Gaps
Redistribution plans often reveal skill gaps that must be addressed for successful implementation. Develop targeted training programs, create job aids and standard work instructions, and establish mentoring relationships to bridge these gaps systematically.
Measuring Success and Continuous Improvement
Establish clear metrics to evaluate the effectiveness of your workflow redistribution plan. These should directly relate to the objectives identified during the Define phase and might include cycle time reduction, throughput improvement, defect rate changes, capacity utilization rates, and employee satisfaction scores.
Returning to our loan processing example, success metrics might show:
- Average processing time reduced from 4.2 to 3.0 hours (29% improvement)
- Daily processing capacity increased from 120 to 160 applications (33% improvement)
- Workload standard deviation decreased from 4.2 to 1.8 applications per processor
- Employee satisfaction scores increased from 6.4 to 7.8 out of 10
- Error rates maintained at 2.1% (no degradation in quality)
Monitor these metrics continuously during the Control phase to ensure gains are sustained and to identify further improvement opportunities.
Real-World Application and Benefits
Organizations across industries have realized substantial benefits from well-designed workflow redistribution plans. Manufacturing operations have reduced production cycle times by 25-40% through better work cell balancing. Healthcare facilities have decreased patient wait times by 30-50% by redistributing administrative and clinical tasks. Financial services companies have improved transaction processing capacity by 35-60% without adding headcount.
These improvements translate directly to competitive advantages through reduced costs, improved customer satisfaction, enhanced employee engagement, and increased organizational agility.
Conclusion
Designing effective workflow redistribution plans during the Improve phase represents a powerful lever for organizational transformation. By systematically analyzing current workflows, identifying redistribution opportunities, developing comprehensive implementation strategies, and measuring results, organizations can achieve significant performance improvements while creating more balanced and satisfying work environments.
The key to success lies in thorough data analysis, stakeholder involvement, careful planning, and commitment to continuous improvement. When executed well, workflow redistribution becomes not just a one-time intervention but a catalyst for ongoing operational excellence.
Take the Next Step in Your Process Improvement Journey
Understanding the principles of workflow redistribution is just the beginning. Mastering the complete DMAIC methodology and developing the analytical skills to design and implement transformative improvement projects requires comprehensive training and practical application. Whether you are looking to advance your career, lead organizational change initiatives, or drive operational excellence in your organization, Lean Six Sigma certification provides the tools, frameworks, and credibility to succeed.
Enrol in Lean Six Sigma Training Today and gain the expertise to design workflow redistribution plans that deliver measurable results. Our comprehensive training programs cover the complete DMAIC methodology, statistical analysis techniques, change management strategies, and real-world application scenarios. Join thousands of professionals who have transformed their careers and their organizations through Lean Six Sigma mastery. Do not wait to become the process improvement leader your organization needs.
