Role Clarity Document – Process Improvement Function
1. Manager – Process Improvement
Role Definition
The Manager is responsible for driving company-wide process improvement initiatives. They identify critical business processes, set priorities, define improvement strategies, and ensure measurable results in terms of time, cost, and quality savings.
Responsible for
- Establishing the process improvement roadmap.
- Leading cross-functional initiatives aligned with organizational goals.
- Reporting progress directly to management.
- Coaching Team Leads and Executives to achieve improvement outcomes.
Major Tasks and Activities
Select and prioritize processes for improvement.Approve methodologies, tools, and frameworks to be used.Review weekly progress reports from Team Leads.Present consolidated performance reports to senior leadership.Remove organizational bottlenecks to enable improvements.Ensure sustainability of improvements post-implementation.KRA's and KPI's
KRA : Company-wide process efficiency.KPI : % reduction in cost, time, errors; % improvement in productivity, quality.KRA : Leadership and governance of improvement projects.KPI : Number of initiatives completed successfully vs. planned.KRA : People development.KPI : Skill levels and effectiveness of team members.Self Image, Motive, Traits, Skills and Knowledge
Self Image : Strategic leader, change agent.Motive : Achievement, organizational impact, growth.Traits : Analytical, decisive, collaborative, visionary.Skills : Strategic thinking, stakeholder management, advanced process improvement methodologies (Lean, Six Sigma, Kaizen).Knowledge : Deep business process knowledge, financial impact analysis, change management.2. Team Lead – Process Improvement
Role Definition
The Team Lead is responsible for managing process improvement projects at the department or function level. They translate strategic direction into actionable plans, supervise Executives, and ensure timely and effective execution.
Responsible for
Coordinating between Manager and Executives.Translating priorities into project charters.Monitoring execution of improvement tasks.Ensuring accurate weekly reporting.Major Tasks and Activities
Select processes within department for improvement.Guide Executives in conducting studies and collecting data.Track KPIs and progress against targets.Escalate risks or bottlenecks to Manager.Conduct review meetings with Executives.Validate and document improvements achieved.KRA's and KPI's
KRA : Timely execution of assigned process improvements.KPI : % achievement of departmental targets in cost, quality, and time.KRA : Team performance and reporting.KPI : Accuracy and timeliness of weekly reports.KRA : Stakeholder coordination.KPI : Satisfaction levels of department heads on improvements delivered.Self Image, Motive, Traits, Skills and Knowledge
Self Image : Team coach, problem-solver.Motive : Responsibility, recognition, contribution.Traits : Proactive, structured, people-oriented.Skills : Project management, root cause analysis, facilitation, conflict resolution.Knowledge : Process mapping, KPI measurement, improvement tools.3. Executive – Process Improvement
Role Definition
The Executive is responsible for executing specific process improvement tasks. They study processes, collect data, suggest improvements, implement approved changes, and report progress weekly.
Responsible for
Performing process studies and time–motion analysis.Implementing improvement activities at ground level.Preparing weekly reports with KPI measurements.Supporting Team Lead in departmental initiatives.Major Tasks and Activities
Select a process (as guided by Team Lead) for study.Collect quantitative and qualitative data.Identify inefficiencies and propose improvements.Execute approved changes in collaboration with process owners.Document activities, learning, and results.Submit weekly report :1. Process selected with priority
2. Progress as per KPI (cumulative + weekly)
3. Activities conducted
4. Plan of Action for next week with target KPI
KRA's and KPI's
KRA : Execution of process studies and improvements.KPI : Number of processes studied; measurable gains in time, cost, quality.KRA : Reporting accuracy.KPI : Timely submission and completeness of reports.KRA : Implementation support.KPI : % of planned activities completed.Self Image, Motive, Traits, Skills and Knowledge
Self Image : Problem-solver, analyst.Motive : Learning, achievement, contribution.Traits : Detail-oriented, disciplined, inquisitive.Skills : Data collection, analysis, reporting, collaboration.Knowledge : Basic process mapping, MS Office / Zoho tools, KPI concepts.Skills Required
Project Management, Data Collection, Analysis, Ms Office, Root Cause Analysis, Lean Six Sigma, Conflict Resolution, Kaizen, Process Mapping, Facilitation, Collaboration, Reporting
