When you start to identify optimization potential in your company, you will quickly find it and can start to initiate an optimization project. The challenge is to keep track of the optimization initiatives and to coordinate them. The goal is to save resources and avoid having two parties working on the same process in an uncoordinated manner. To achieve this, you need to be in constant exchange with your process owners. The exchange gives you an overview of the optimization initiatives so that you can intervene when necessary. Your task is to check together with the process owners whether the optimization projects contribute to the business strategy, whether there is another project that wants to optimize the same process, whether all stakeholders are involved or whether the project needs to be set up larger to optimize the entire organization. An example of this is the Access Management process. Access management sets the goal of giving authorized users access to systems and excluding non-authorized users. One technology that is often used to optimize this process is single sign-on. If your sales process owner wants to implement single sign-on to optimize the CRM access management process, then it's your job to see if others also have the need for a single sign-on solution. The questions remain, how do you coordinate the projects and how do you hear about them?

It is a good idea to set up a coordination meeting with your process owners once a week. This should be used to exchange information about the ongoing projects and to bring the stakeholders together. Many organizations have little cross-functional exchange, so the impact of process changes is often not seen until after implementation. By sharing regularly, your process owners gain insight into all departments, which encourages cross-functional thinking. Additionally, don't underestimate how productive such an environment can be, as unresolved issues in one area may be solved by a process change in another. Use the meeting for this open exchange and allow it to lead to discussion if it is purposeful. The most important thing is that the appointment is well moderated so that the appointment remains constructive.

Have the meeting chaired by a neutral person who has the necessary standing in your company to force decisions and initiate projects. The person responsible for the system landscape or process management is a good choice, as they are neutral on process changes and create the bridge to the IT department.