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Inefficiencies with the orientation system - Coggle Diagram
Inefficiencies with the orientation system
Possible Solutions
Monday.com
Pros
Allows for connectivity with third-party softwares
Decreases confusion and misunderstanding of wants and needs of other departments
Aligns department goals and priorities
Helps departments understand how other departments operate and what their priorities are
Provides onboarding software
Provides software development tools
All the software tools needed are in a centralized location
Provides file sharing between departments
Provides departments with communication channels
Increases productivity
Increases communication and collaboration
Cons
Confusing pricing for enterprise price tier because you pay per "seat", which means you pay per employee that uses it
Can be expensive with large organizations
Will have to take time to train employees and department heads
Will take IT staff members away from other projects to train employees
Relevant Facts
The orientation system is not prioritized by the IT department
Little time is allotted to fix issues or make updates to the orientation system
No documentation is available for the orientation system
Maggie has a hard time finding someone from the IT department to talk to about updating and fixing the orientation system
Timeline
Ryan attends a orientation session for his new job
Ryan notices inefficiencies with the orientation process and makes a mental note of them
Ryan talks about these inefficiencies with Nick, his boss, and Nick gives him permission to try to contact those responsible for the orientation sessions
Ryan find the contact information for Maggie, the Onboarding Manager, and contacts her to set up a meeting
Maggie admits that she too has noticed the inefficiencies of the system and describes how she has attempted to fix these issues with the IT department
Orientation sessions are held in the summer to welcome new college graduates and to educate them on how the company operates
In the fall, Maggie would try to contact the IT department to fix the issues that arose during the orientation session
Maggie struggles to find an IT staff member to talk to and usually starts with the last person who had done work on the orientation system. However, Maggie finds out that this person has either been moved to a different project or does not know who is currently responsible for the system
1 more item...
Ryan tracks down the results for the IT review for options to improve the orientation system
Ryan reads the IT review of options and notices that the options included four systems being used by Cascade that could be used to implement a new orientation system with
The results were a bit puzzling and confusing with no recommendation for what system would be the best fit to implement the new orientation system, but the results seemed to favor the ERP system
1 more item...
Stakeholders
Maggie, onboarding manager
Ryan, IT staff member
Cascade Sustainable Energy
VP of Human Resources
Nick, Ryan's boss
Key Problems
Inefficient Orientation system
How did it impact the IT group?
The IT department now must make changes and updates to the system
Makes the IT department look like they are disconnected to what features the orientation system must have
Makes the IT department look like they have a lack of knowledge of other departments’ processes and roles
What is the consequence?
Money wasted on empty hotel rooms
Money wasted on printing paper and ink
Confusion for new employees at the orientation as to where they need to be
An uneven distribution of new employees with specialties in sessions
Employees at the orientation did not have access to current information about the organization
Inadequate method to sign forms and documents at the orientation
What is the cause?
Lack of documentation
Lack of communication and collaboration between departments
IT department’s lack of knowledge of other departments processes, wants, and needs
How did it happen?
The lack of training for the IT department on other departments’ processes caused a misunderstanding on wants and needs for the system
Lack of communication and collaboration between departments causes the IT department to misunderstand the wants and needs of the other department for the system
Lack of prioritizes of the system creates time constraints on the project
The IT department is not creating and not leaving documentation for the work done and by who makes it hard to pick back up where it was left off the next time changes and fixes need to be made
Why does the problem exist?
Lack of prioritization for the system
Lack of documentation
Lack of communication and collaboration between departments
o The IT department has a lack of knowledge of the wants and needs of other departments
Lack of documentation for the orientation system
How did it impact the IT group?
Makes the task of updating the system harder due to not having documentation and having to figure out what has been done, how it works, and how to add new features
Makes contacting and finding those who have worked on the system to ask them about the system harder to find
Makes the IT department look like they do not care about the wants and needs of other departments
What is the consequence?
Causes confusion for other IT staff members who work on projects after someone else
Makes it hard to understand what has been done and by who
Makes it hard to get in contact with those responsible for making changes
Causes a lack of information that is available for the system
Makes it hard to work on the system
Causes it to take longer to work on the system because you must figure out how it works
What is the cause?
Lack of priority of the orientation system
Mismatched department and organization priories
How did it happen?
A mismatch of department prioritization caused the IT department to not put much effort into fixing and updating the system
Time constraints caused the IT department to rush through the fixes and updates
Why does the problem exist?
A possible reason why the problem exists is because the IT department does not prioritize this system and staff members think it as a subtask to their daily duties. This might cause whoever is working on the system not to put forth much effort into documenting what has been done or who has worked on the system
Lack of communication and collaboration between the IT department and the HR department
How did it happen?
Lack of communication channels between departments caused a lack of knowledge of the wants and needs of the other
The lack of training for the IT department in other departments and the roles of others caused the IT department to misunderstand and have a lack of awareness of how other departments operate
What is the cause?
Lack of understanding between departments
Lack of adequate communication channels between departments
Mismatched department and organization priories
What is the consequence?
Causes a mismatch of priorities
Causes confusion between departments
Causes a lack of knowledge of the wants and needs of other departments
Causes a lack of knowledge of other department’s processes
How did it impact the IT group?
Causes the IT department to be confused and misunderstand what the needs and wants of other departments are
Why does the problem exist?
This could be caused by a lack of understanding between departments or inadequate communication channels. Mis-matched priorities could also cause this problem
The IT department shows a lack of knowledge of system processes in the company and does not know all the responsibilities of other departments
How did it impact the IT group?
Makes it harder for the IT department to collaborate with other departments
What is the consequence?
Causes a mismatch of priorities
Causes the IT department to miss wants and needs of other departments in the systems the create and maintain
What is the cause?
Lack of knowledge of other departments processes
Lack of communication between departments
Lack of documentation on systems
How did it happen?
Lack of training for the IT department of other departments caused the IT department not to understand the wants and needs of other departments
Why does the problem exist?
Lack of communication between departments could lead to the IT department misunderstanding and having a lack of awareness of the process of other departments