As the leader of a global R&D group of database administrators at a large telecom company, I set an ambitious goal: reduce the two-week delivery time for database resources to same-day delivery in an R&D environment. Our team was tasked with providing administrative databases for R&D as well as delivering databases to the company’s development teams.
To tackle this challenge, we focused on streamlining the process by simplifying the workflow and reducing the number of people involved. Originally, the process required five actors, but we cut that down to just two—the person placing the order and the person fulfilling it. By identifying areas of waste and delay (following the Kaizen principle of eliminating “muda,” or waste), we uncovered several low-effort changes that brought significant benefits.
One major improvement was eliminating the need for three managerial approvals for a database request. In the previous setup, developers had to go through multiple layers of approval, which slowed down delivery. We proposed that developers should be able to request a new database directly, without unnecessary bureaucratic hurdles. After all, if developers need a database, the priority should be flexibility, not excessive tracking.
Another key change was removing redundant steps in the ordering process. Initially, users were required to place their orders through an online portal and then fill out an additional Excel sheet with extra details. This added complexity and frustration for the end users. By eliminating the Excel sheet step, we not only simplified the process but also reduced unnecessary work and frustration for the developers.
Throughout this project, I used Business Process Modeling Notation (BPMN) to map out the process, giving us a clear overview and allowing us to transform it efficiently. The optimization was driven by a combination of Kaizen, Lean principles, BPMN, and a healthy dose of freehand improvisation.
By focusing on reducing waste and increasing flexibility, we significantly improved the speed and efficiency of database delivery, enabling the company’s development teams to move faster and be more productive.
The unoptimised process
Reduction of actors, redundant work and tasks
The last process I work with. This would have eventually led to self-service
