Project Overview

A key department faced recurring overloads during peak periods due to inefficient workflows, unclear task ownership, and repetitive administrative tasks. This led to uneven workload distribution and frequent delays in communication and approvals.

Problem Statement

Workload and task management were largely manual, with no clear prioritization mechanism. Employees spent significant time on non-value-adding administrative work such as manual approvals, document handovers, and follow-up emails. This hindered both performance and responsiveness to business needs.

Solution

We conducted a comprehensive workload capacity analysis, mapping all departmental tasks and their frequency, duration, and impact.
Using Pareto analysis (80/20 principle), we identified the top contributors to workload inefficiency — tasks that consumed the most time yet delivered limited value.
We then implemented targeted improvements including:

• E-signature integration to eliminate manual approval bottlenecks.

• Standardized process control with clear ownership and documentation flow.

• Automated mailing workflows to streamline communication and reduce follow-up time.

Result

• 1200 hours / year workload reduction in recurring administrative tasks.

• Faster approval cycle, from days to hours with digital signatures.

• Improved transparency and accountability through structured process control.

• Better workload balance and higher focus on value-adding activities.