{"id":5847,"date":"2022-03-16T08:45:33","date_gmt":"2022-03-16T08:45:33","guid":{"rendered":"https:\/\/2nsystems.com\/?p=5847"},"modified":"2022-03-22T18:34:31","modified_gmt":"2022-03-22T18:34:31","slug":"creating-effective-processes","status":"publish","type":"post","link":"https:\/\/2nsystems.com\/creating-effective-processes\/","title":{"rendered":"TIPS FROM A DATA CENTER MANAGER – Creating Effective Processes"},"content":{"rendered":"

\"\"<\/p>\n

Written by Nate Josephs<\/h4>\n

Sr. Systems Engineer\/Data Center Manager<\/strong>
\nWithin this series of articles on policies, processes, and procedures, I\u2019ve discussed the importance of implementing all three documents in order to minimize risk in the data center.\u00a0 The first article explained the differences between each document and the second one provided details on creating effective policies<\/a>.\u00a0 In this third article, I will cover what processes are, how they differ from policies and procedures, and provide tips for creating effective processes.<\/p>\n

As mentioned, policies are rules that define expected outcomes for activities performed.\u00a0 Both processes and procedures support policies by ensuring activities conform to policy rules and expectations.\u00a0 Processes and procedures are often used interchangeably.\u00a0 However, they are two separate documents each serving a different purpose.\u00a0 Procedures are detailed instructions explaining how to do a task and may contain a lot of text and illustrations to provide a clear explanation on how to do something.\u00a0 In contrast, processes are high-level steps necessary to perform a desired output and therefore contain fewer words.\u00a0 Processes also identify who is responsible for each step when more than one party is involved.<\/p>\n

Less complex processes which are performed in a linear fashion with few parties involved can be a simple list of sequential steps.\u00a0 The following is a straight-forward process with numbered steps and who is responsible for each step in bold:<\/p>\n

Patch Cable Decommission Process<\/u><\/em><\/strong><\/p>\n

    \n
  1. Data center technician<\/em><\/strong> documents existing cable connections and verifies patch cables to be removed<\/em><\/li>\n
  2. Data center technician<\/em><\/strong> creates proposed cable decommission spreadsheet<\/em><\/li>\n
  3. Data center technician<\/em><\/strong> meets with Network Team<\/strong> to confirm accuracy of cable decommission spreadsheet<\/em><\/li>\n
  4. Data center technician and<\/em><\/strong> Network Team<\/strong> determine date\/time of cable removal<\/em><\/li>\n
  5. Network Team<\/em><\/strong> creates a Facilities Change Request per Facilities Change Process and attaches cable decommission spreadsheet<\/em><\/li>\n
  6. Data center technician <\/em><\/strong>confirms ports are deactivated prior to removing cables<\/em><\/li>\n
  7. Data center technician <\/em><\/strong>removes cables per Facilities Change Request\u2019s specified date\/time, attached cable decommission spreadsheet, and any special instructions<\/em><\/li>\n<\/ol>\n

    The above process is effective because it uses short sentences that are easy to follow at a glance.\u00a0 Similar to policies, when identifying who is responsible for each step, names of departments, or job titles should be used instead of people\u2019s actual names.\u00a0 This ensures processes don\u2019t become outdated as people change roles, or leave an organization.<\/p>\n

    As processes become more complex, creating workflow diagrams may be necessary versus a list of steps.\u00a0 Complexity increases when decisions need to be made depending on input, or when a process has any loops where a step starts at a specific point and ends up back at that same point before progressing further.\u00a0 A lot of well-known diagramming software packages include workflow templates containing symbols for start points, connectors with arrows, action items\/steps, documents, decision trees, and end points.\u00a0 The following is a process workflow diagram example using these symbols:<\/p>\n

    \"\"<\/p>\n

    Complexity also increases when multiple people or departments are involved in a process.\u00a0 Adding swim lanes to the diagram is a useful way to delineate who is responsible for each piece of the process.<\/p>\n

    \"\"<\/p>\n

    To recap, processes layout the steps from start to finish in order to generate a desired output.\u00a0 They should identify who is responsible for each step when more than one party is involved.\u00a0 A process can simply be a list of the required steps, but may need to be a workflow if more complex. Process workflows should include symbols representing the start, tasks, decision trees, arrows, outputs, and endpoints along with swim lanes when the process workflow involves multiple parties.\u00a0 In the next article, I will discuss how to create effective procedures.<\/p>\n

     <\/p>\n

    Be sure to check back here soon for the next installment in our series of Policies vs Processes vs Procedures<\/a> .<\/em><\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

    Written by Nate Josephs Sr. Systems Engineer\/Data Center Manager Within this series of articles on policies, processes, and procedures, I\u2019ve discussed the importance of implementing all three documents in order to minimize risk in the data center.\u00a0 The first article explained the differences between each document and the second one provided details on creating effective policies.\u00a0 In this third article, I will cover what processes are, how they differ from policies and procedures, and provide tips for creating effective processes. As mentioned, policies are rules that define expected outcomes for activities performed.\u00a0 Both processes and procedures support policies by ensuring […]<\/p>\n","protected":false},"author":9,"featured_media":5855,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[1],"tags":[],"yoast_head":"\nCreating Effective Processes - 2NSystems Data Center Solutions<\/title>\n<meta name=\"description\" content=\"This third article will explain processes, their difference from policies & procedures, & will provide tips for creating effective processes.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/2nsystems.com\/creating-effective-processes\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Creating Effective Processes - 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