This report is based on a business ‘The Coaching Specialists’ located in Melbourne that provides coaching facilities for the clients so that they can improve their skills and abilities. The clients request for coaching specialist and the business arranges private tutors as well as coaches for them to develop their personal skills and abilities. In this study, the existing problems along with issues in the organization are highlighted so that they can improve their business process. The process models of the organization are also illustrated in this paper so that they can easily determine the gap areas within existing business process. The requirement for changes in the organization is also presented along with the steps required in redesigning the existing business processes.
In context to the provided case of ‘The Coaching Specialists’, there are many assumptions which are required to be considered for developing the business process model. The main assumption that has been taken into consideration for designing the existing business process is that there is proper flow of information within the organization. This means that there is no communication gap within the different sections of the business. The proper flow of information is significant to ensure successful delivery of services by an organization. Proper communication and information flow plays an important role in effective management of an organization. Another assumption that has been made in context to the business case is that there is adequate storage for keeping record and information of clients as well as business transaction. Without proper storage and record keeping, it will be difficult for the company to plan strategically in the future.
In the business case of ‘The Coaching Specialists’, various issues and challenges have been found within organization that has to be resolved for efficiency. The most important of all is complexity in the business process being followed by them and it is a time taking procedure. The business process of the organization does not follows a systematic approach which makes it difficult for them to handle their clients efficiently. The consumption of more time results into dissatisfaction of the clients as well as delay in the whole business process. The time required for communication between the different branches is another problem being faced by the business which eventually increases the time for assigning tutor or coach to the clients. The time required to send and receive confirmation from client as well as coach emerges as a gap in existing business process of the organization. At each step of the business process existing in the organization, acknowledgement is being sent to the client for approval and confirmation so they have to wait before assigning the request from client to a coach. This process is making the whole business process complex and which in turn consumes more time than expected. The complexity in the existing business process is reducing efficiency and performance of the organization. Another problem being faced by the client is that there is no proper procedure for realization of payments that makes it difficult for clients to retain loyalty and depend on their business.
In the provided case of ‘The Coaching Specialists’, many issues as well as opportunities have been found for making changes within the business process being followed by the organization. One of the major issue being determined from the business case is the process being followed in finding a coach for the client and assigning them for a particular assignment. The process is much complex than required as at every step the client have to requested for approval and waiting time increases with this scenario. For every decision that is being made within the business process, the client have to be kept in loop so that they can provide approval or confirmation. This process makes the whole business process to be complex and the looping of clients makes the process iterative for fulfilling the desired goals and objectives of the business. In the business process, there is a role of verifier which also requires more time than required and complexity is increased with length of the procedure for assigning coach or tutor to the clients.
The existing business process of the organization have to be changed as it has been identified to complex and more time consuming. The changes in the business process is required as the complexity and time consumption issue will lead to reduction in the customer base as the client may lose hope over the business. The provided business case presents that there are various problems and issues in current business process of the organization. It has been determined that the client have to be informed for approval or confirmation of every decision or action being taken in the business process. From the analysis on provided business case of the organization, it has been determined that the process being followed by them is complex and thus the entire business process requires more time. Therefore, there is a need for changes within the current business processes of the organization. The complexity and issue of time consumption to provide coach or private tutor to the client is hindering performance of the business. The reduction in performance and efficiency of the organization will eventually result into decrease in profitability and generation of revenue from the business.
From the various issues and problems in context to the organization, the essential problem that has been identified is the time consumed for passing information or communication. It has been determined that the client have to be informed for approval or confirmation of every decision or action being taken in the business process. This process makes the whole business process very complex and the looping of clients makes the process iterative for fulfilling the desired goals and objectives of the business. This is a major problem within the organization as it decrease the productivity and efficiency of the business.
|
Key tasks |
Gateways |
Events |
Explanation |
|
Request for coach |
Checking to confirm the presence of customer information in the company database |
Yes à Confirmation of information and sending it to the coaching specialist |
It is the beginning of business process followed by the organization to fulfil their desired goals and objectives. |
|
No à Client has to register into the system with personal information |
|||
|
Finding of coach as per client requirement |
Checking the availability of coach as per requirement of the client |
Yes à Arrangement of suitable time and confirming it from client with payment |
This process defines the steps being followed to find an appropriate coach as per requirement of client. |
|
No àFinding of another appropriate coach or cancellation of the assignment |
|||
|
Preparation of invoice for fees of the assignment |
Checking for approval of client for the payment against assignment fees |
Yes à Confirmation to proceed with the assignment |
In this process, the illustration is provided on the steps that are being followed before proceeding with a particular assignment. |
|
No à Cancellation of the assignment and send notification to coach |
|||
|
Acquisition of feedback to check satisfaction of the client as well as coach |
Checking of satisfaction of the client as well as coach in context to the assignment |
Yes à Compilation of reports and confirming the completion of assignment |
This process illustrates the final stage and completion of the business activities with feedback from the client end and even coach for terminating the business process. |
|
No à Reviewing the feedback and making required arrangements |
The required steps so that the current business process being followed by the organization can be redesigned is illustrated as below:
Conclusion
From analysis on the business case of ‘The Coaching Specialists’, various problems and issues have been identified in the current business process. While designing of the process model a vital fact has been analyzed that there is also lack of communication in the existing business process of the organization. From the analysis on provided business case of the organization, it has been determined that the process being followed by them is complex and thus the entire business process requires more time. Hence, there is a need for changes within the current business processes of the organization. The identified problems and issues can be mitigated by redesigning the current business process to increase efficiency and performance of the organization. The steps illustrated for redesigning the current process covers all the essential elements that are required for resolving major issues being identified in context to the business organization.
References
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