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Key takeaways
A process selection workshop gets the owner and the people who run the work in one room to list processes, score them and agree verdicts. Two hours is enough for most SMEs if the process list and weekly hours are prepared beforehand. The output is a scored register and the first one or two processes to move.
- Invite the owner and the people who do the work.
- Prepare the process list and hours in advance.
- Score in the room; take the lower score on disagreements.
- Leave with verdicts and one named first process.
Want us to facilitate a process selection workshop? Message us on WhatsApp.
Chat on WhatsApp →Who should attend?
The owner or managing director, one person who runs each main area of work, and someone who will own the outsourcing relationship. Four to seven people works best. The people who do the work are essential: they know the real steps, exceptions and hours.
What should be prepared beforehand?
A draft process register with each process named by trigger and output, its owner and estimated weekly hours. Send it a week ahead and ask attendees to correct it. Print the five scoring tests so everyone uses the same definitions.
What is the two-hour agenda?
Work through four blocks. Keep to time: the aim is decisions, not perfect scores.
- 0 to 20 minutes: why we are doing this and what stays in-house.
- 20 to 60 minutes: confirm the process list and hours.
- 60 to 100 minutes: score the top ten processes.
- 100 to 120 minutes: agree verdicts and the first process.
- The process selection score: outsource, split or keep?
- Outsource, split, fix or keep: four process verdicts
Want the workshop pack and scoring sheet? Message us on WhatsApp.
Chat on WhatsApp →How do you handle concerns in the room?
Staff may worry about their jobs. Say clearly at the start what the workshop is for and what will happen to people's roles, and make sure that is true. Outsourcing routine processes usually frees people for better work, but they need to hear it from the owner, not infer it.
What does this look like in practice?
A pattern we see: the most useful moment in a workshop is when two people realise they are both doing parts of the same process. That discovery alone often justifies the two hours.
Workshop checklist
Leave the room with these.
- Corrected process list with hours.
- Scores for the top ten processes.
- Verdict for each scored process.
- First process and its owner.
- Fix-first list with dates.
- Date for the next review.
Next step
Tell us how many people and processes you have. We will send a workshop pack, or run the session with your team.
Message us on WhatsApp, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- Labour productivity · Office for National Statistics
- The Sourcing and Consultancy Playbooks · Cabinet Office
Frequently asked questions
Who should be involved in deciding which processes to outsource?
The owner or managing director, the people who run each main area of work, and the person who will manage the outsourcing relationship. The people who do the work are essential, because they know the real steps, exceptions and time involved.
How long does a process selection workshop take?
About two hours for most SMEs, if a draft process list with weekly hours is prepared beforehand. That allows time to confirm the list, score the top ten processes and agree verdicts and a first process to move.
How do you reassure staff during an outsourcing workshop?
Explain at the start what the workshop is for and what will happen to people's roles, and make sure it is true. Involve staff in scoring, because they know the work best, and follow up with a clear, honest message once decisions are made.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
