Visualizing "Next Press Release"

Monday, August 29, 2011
"Workflow for Press release writing?"
"Nobody can take my place, and can't teach how to do my job"

In spite of how big the company is, there are a few tasks which is done by only one person. But you'd better not to give up defining them into Workflow. At least, it will be a big advantage just to clarify the progress of each project.

The following is a Workflow defined the outline of "Writing Press release". In this Workflow, smaller tasks such as gathering information and proof, are not mentioned. An overall definition.

0. Idea Proposal, 1. Maturing Material, 1a. Advice, 2. Draft, 2a. Advice, 3. Register Agent, 4. Web Upload, 5. Analysis, 6. Feedback

[Press release: [2. Draft] screen]

Responding Query is a tough work. "Understanding" and "Expertise" are necessary, but also "Explanation" is much more important. Nobody can learn them overnight.
In any organization, it's good to share "Best Practices of answering query" among them. At first it takes time, but will gradually be improved in efficiency, quality and time it takes.
The following is, a Workflow that not only to create a statement in local language (e.g. Japanese) against a variety of queries, also on what should be managed as the FAQ, builds a database both in local languages and in English. Database compiling system may be different, but in any case data should be posted automatically upon completion of the Workflow.
-Internal Only FAQ: Groupware, In-house blog, Facebook Unpublished group, etc.
-Web Publishing FAQ: Official blog, Discussion site (Google Group), Facebook Published Group, etc.

0. Manual, 0a. Exception, 1. Designation, 2. Create answer, 2a. Important clients, 2b. Advisory, 3. Passage, 4. FAQ, 5. Translate

[Query: [2. Create answer] screen]

"Info Request Accepts" is an effective marketing technique not only for Business to Business, also good for Business to Customer. In some case, it would be outsourced. Anyway they must be handled with speed that prospective customer satisfaction.

Data from Web form is passed into Workflow at "Message Start Event". (Icon that thin-line circle with envelope)

0. Exception, 1. Irregular check, 1b. Clerical questions, 2. Important clients, 3. Mail Processing, 3b. Questions

[Info Request Response: [3. Mail Processing] screen]

In Japan after the earthquake, products and services related with BCP are in "emergency demands". Demands for Cloud-related products are growing also in IT industry. (Everyday we find in newspapers such words of "electricity saving"and "telecommuting" and "BCP")

BCP stands for Business Continuity Plan. Compare to "Contingency Plan", BCP defines actions that "action in order to recover the business" in relatively long-term, whereas Contingency Plan is focused on "actions in emergency"

But creating "business continuity plan" is not easy. It is necessary to consider during peacetime "How should major operation processes be recovered"on assumed scenarios such as "blackout" or "traffic network breakdown". So to consider this, not only one must be familiar with the flow of operation in peacetime, in some cases he also will be required consideration of the perspectives advanced management.

The following is a Workflow model "to prepare for Workflow under assumed condition"

1. Workflow and Assumption, 2. Study Flow chart, 2b. Discussion, 3. Review, 4. Confirmation

[Creating Flow chart: "2.Study Flow chart" screen]

One of the motivations for introduction of BPMS or Workflow System is "De-email".

Email is certainly useful, but It is difficult to organize as the "record". And in fact mailing list is used in many case, but it is wasting of time for everyone reading those email. Yet, it's not sure that the contents must be read is read by who needs it. ( Journals)

A. Important knowledge is kept as a record that anyone can refer at anytime.
B. Urgent information that needs to be shared is informed to who needs it, and participants can recognize if he checked it.

It is true to say for any improvement activities, important thing is to set targets. If you challenge daily in-house information sharing flow, We recommend A. and B. above as "initial goal". And authorization to view

1. Create Journal, 2. Check Journal, 2b. Send Back, 3. Check Journal