Time-management - the new direction of business process optimization of Gazpromtrans company

Gazpromtrans in partnership with Organization of Time company implemented technologies of corporate time-management on the Microsoft Outlook platform, the developer company of a product reported on November 30, 2012.

Previously

"In the Company all employees worked with Outlook as with an email client, functionality of the Calendar, Tasks and Contacts was practically not used. Appointment were made in mail correspondence or by phone, because of it there were difficulties in their approval when the number of participants was considerable. Information on the appointed operational instructions was fixed in paper form in daily logs or on stickers, and only instructions on the basis of documents got to an electronic document management system. The uniform culture of operational communications was not", – Elena Borovleva, the head of the secretariat of Gazpromtrans company noted.

The remoteness of several branches from each other significantly complicates interaction of staff of the company.

Solution

The Gazpromtrans company asked for the help in optimization of internal processes JSC Organization of Time. Specialists carried out the analysis of a situation, current status of document flow and also diagnostic interviews with heads and steps according to the solution of assigned tasks are planned. The preliminary structure of the corporate standard is prepared.

The second stage of system implementation of corporate time-management - training and formation of arrangements on corporate time-management. In the course of the two-day strategic session top managers got acquainted with the main instruments of corporate time-management, worked them on practical exercises, developed key provisions of the corporate TM-standard.

Carrying out individual coaching for managers of top group, for the personalized setup of a system of personal time-management for Outlook became the next step.

Along with it the stage of preparation of the secretariats of the leading heads started. In workplaces of secretaries templates for control of execution of instructions, planning of meetings and support of operational work of top managers by personal assistants were configured.

Consultants of Organization of Time together with the working group of the Customer developed the corporate standards of time-management in Outlook describing the following rules and the principles of corporate interaction:

• Regulations of planning of meetings and coordination of working schedules using the Outlook calendar,
• Regulations of team communications by phone and in correspondence by e-mail,
• Regulations of control of execution of operational instructions, including using secretaries,
• Regulations of preparation, carrying out and fixation of results of the operational and project meetings.
• Upon completion of development of the corporate standard evident instructions on each of the discussed sections of rules and recommendations were made.

"A clear understanding by employees of value of the flowers used in the calendar became one of simple and very effective rules of planning of working time. Now it is possible to analyze and understand in read seconds what meetings in the calendar of the employee are tied to certain time what are exit and what budgeted. The organization of internal meetings began to occupy time minimum", – the Chief information officer of Gazpromtrans company Dmitry Klass told.

Results

As a result of training employees understood rules of new corporate TM-culture, learned to use optimum the Outlook tools according to the corporate standard.

"In a project deliverable we received the system based on Microsoft Outlook providing control of operational instructions, the managed exchange of e-mails and planning of working time in a uniform format within all company. Operational work became faster and convenient. The culture of use of electronic communications increased that allows not to allow the excess growth of the formalized document flow. Noticeably the gliding speed of meetings, solutions of operational issues, executions of priority instructions, the organizations and holding meetings increased", – the CEO of Gazpromtrans company Vyacheslav Aleksandrovich Tyurin emphasized.