Business Process & Automation Infographic: Workplace Operations

Process Optimization & Automation Infographic: Workplace

Organizing Operational Complexity to Identify Cross-Functional Overlap and Automation Value

⚠️ Data & Confidentiality Disclaimer (Portfolio Context) This project uses real process examples derived from a large enterprise operations manual. All data, system names, team identifiers, and company names have been fully sanitized and fictionalized to maintain client confidentiality while demonstrating authentic, high-complexity problem solving.

Executive Value Proposition: Why This Analysis Matters

Strategic Goal: Defriction & Value Capture

This project transforms unstructured data into an immediate action plan for improving operational margins. The goal is to maximize employee productivity and compliance through surgical automation.

Key Benefits Identified

  • Risk Reduction: Eliminating manual steps in Payroll Compliance and NDA Retention.
  • Cost Avoidance: Identifying redundant processes that can be stopped immediately (de-duplication).
  • Productivity Lift: Automating high-volume tasks like Service Request Triage (30-40% time savings).

Skills Demonstrated (AI & Synthesis)

Generative AI Synthesis: Used LLM capabilities to analyze unstructured operational documentation, categorize 70+ processes, and rapidly assess automation readiness (low/medium/high) based on rule clarity.

Process Modeling: Synthesizing raw documentation into a structured, functional model. Executive Visualization: Creating a clear, prioritized roadmap from initial complexity.

Processes have been reorganized into four functional pillars to reveal functional ownership and identify processes with high automation potential (indicated by High) or friction (Overlap).

Functional Process Map: Operations by Pillar

1. Employee & Guest Services (Front Desk/Access)
  • Visitor Sign-in & NDA Capture (Visitor Management System) Overlap
  • Access Credential Issuance & Access Requests
  • Hardcopy NDA Scanning & Digital Filing Compliance
  • Mail & Parcel Handling (Delivery Management System)
  • Front Desk Coverage & Greeting Protocol
  • Lost & Found Management (Desk Clearing)
2. Infrastructure & Request Management (Core Ops)
  • Request Triage & Ticketing System Work Order Processing Friction
  • SLA Adherence Monitoring (Ticketing/Manual Tracking Log)
  • Desk/Seat Management (Space Planning Tool)
  • Neighborhood Seating Plan Adjustments (Planning Tool/BI Analytics) Partnering
  • Amenity Room Booking (Calendar/Request System)
  • Ergonomic Supplies Ordering (Request/HR System Req)
3. Events & Employee Engagement (F&B/Perks)
  • Daily Lunch Catering & Dietary Check-ins
  • Snack/Beverage Stocking & Standards Enforcement
  • Happy Hour Logistics & Alcohol Compliance
  • Activity Waiver Collection (Request System) Redundant
  • Gifts & Incentives Tracking (Payroll Compliance System Input) Compliance
  • Employee Life Event Gift Ordering (Internal Store)
4. Governance & Finance (Back-Office Support)
  • Purchases Requisitions (REQs) & Budget Code Mgmt Friction
  • Budget Forecasting & Quarterisation (Spreadsheets)
  • Vendor Agreement Renewal/Filing (Lease Management Tool)
  • Office-wide Email Group Moderation (Security/Comms)
  • HSE Incident Reporting (Ticketing Forms)
  • First Aid/Emergency Info Collection (Global Drive)

Overlap & Friction Analysis: High-Value Improvement Areas

High friction points often occur when processes cross functional boundaries or require manual data entry across disparate systems (Ticketing, HR, Spreadsheets, etc.).

Process Redundancy: Guest Access & Compliance
  • Visitor Management/NDA Filing: If the digital visitor management system fails, a manual hardcopy NDA must be signed, scanned, digitally filed (Cloud Drive), and manually deleted after one year. This creates a redundant manual workflow for compliance.
  • Credential Request Chaos: Different credential types (Employee, Vendor, Guest) and different systems for access requests (Ticketing system, email to security teams, etc.).
System Overload: Service Request & Triage
  • Request System/Ticketing Triage: Requests originate in the Request System but are managed in the Ticketing System. The WO team manually monitors SLAs across another doc (Manual Tracking Log).
  • Process Documentation Sprawl: Documentation is spread across Local Office Manuals (Drive), internal comms hubs, project management tools, and training platforms, leading to high maintenance overhead and potential information drift.
Financial Friction: Approvals & Tracking
  • REQs (Purchases): Manual input of budget data into the HR/Finance system REQs to show GL category, resulting in a highly friction-filled approval process based on dollar thresholds.
  • Employee Perks Tracking: Mandatory, manual dual-entry for employee gifts/incentives into both the ordering system AND the Payroll Compliance System input sheet.

Automation Roadmap: Starting the Improvement Cycle

1. Streamline Service Intake & Triage (HIGH AUTOMATION POTENTIAL)

Goal: Reduce Work Order agent manual triage time and eliminate SLA tracking errors.

  • Action: Implement AI-Powered Request Routing (Ticketing/HR System AI).
  • Mechanism: Use GenAI to analyze free-text requests, automatically categorize them, predict required SLA, and assign the correct agent/queue instantly.
  • Result: Estimated 30-40% reduction in Triage Time and near-zero SLA reporting errors.

2. Automate Compliance & Document Lifecycle (HIGH AUTOMATION POTENTIAL)

Goal: Eliminate manual steps in NDA filing and compliance tracking.

  • Action: Implement Automated Compliance Workflow (RPA + Document AI).
  • Mechanism: Integrate the Visitor Management System to trigger an RPA bot upon NDA signing. If manual hardcopy is detected (via scanning folder), Document AI extracts the date, validates signatures, archives it to a governed cloud folder, and auto-schedules **GDPR/Retention purging** after one year.
  • Result: 100% compliance for NDA retention rules with zero manual effort.

3. Simplify Finance Approvals & Data Entry (MEDIUM AUTOMATION POTENTIAL)

Goal: Accelerate the REQ process and eliminate double data entry for compliance.

  • Action: Implement Conditional REQ Routing (HR/Finance Automation).
  • Mechanism: Create a dedicated procurement dashboard where the WO team selects vendor/item/project code. The system automatically retrieves the GL code and applies the correct approval hierarchy based on value, skipping manual approval steps.
  • Result: 50% faster REQ processing (Time-to-Pay) and eliminate payroll compliance input errors by creating a single source of truth.