Merging two organizations isn’t just about integrating systems or data—it’s about harmonizing business workflows and processes to ensure operational efficiency and success. The goal is not to simply blend existing practices but to identify and propagate the best ones to create a stronger, unified organization. Here’s how to approach this critical task effectively:

Assess Existing Workflows in Both Organizations

Start by conducting a comprehensive audit of the workflows in both entities.

  • Document Current Processes: Map out workflows for key functions such as sales, operations, procurement, and customer service.
  • Evaluate Process Efficiency: Identify pain points, redundancies, and bottlenecks in each workflow.
  • Engage Teams: Gather feedback from employees directly involved in these workflows to understand their strengths and weaknesses.
  • Identify SMEs:  Hint: Often those who can most clearly articulate the process and the “why” are the true SME

Identify and Define Best Practices

Every organization has strengths—leverage them.

  • Benchmark Performance: Compare workflows against industry standards or KPIs to identify best practices.
  • Highlight Success Stories: Look for processes that consistently deliver strong results in areas like cost savings, customer satisfaction, or productivity.
  • Establish Evaluation Criteria: Define what makes a process a “best practice” (e.g., efficiency, scalability, alignment with goals).
  • Discern best practice vs. convenience:  Too often organizations align their processes with the skillsets, proclivities, or training of their existing personnel.  This is the proverbial “tail wagging the dog.”

Align Workflows with Strategic Objectives

Ensure that the merged workflows support the overarching goals of the combined organization.

  • Define Key Goals: Are you aiming for increased market share, operational cost savings, or improved customer experience?
  • Map Processes to Objectives: For each objective, identify workflows that directly contribute and prioritize their integration.
  • Standardize Where Possible: Create uniform processes for critical functions while allowing flexibility for unique or localized needs.

Create a Unified Workflow Framework

Design workflows that combine the strengths of both organizations while eliminating redundancies.

  • Integrate Technology:  Use tools like project management software (e.g., Monday.com, Asana, Trello, SmartSheet, Wrike) or workflow automation platforms (e.g., Zapier, Process Street).
  • Simplify and Streamline:  Reduce complexity by combining overlapping steps, roles, or systems.
  • Prioritize Scalability:  Ensure workflows can adapt to future growth or changes in business needs.

Foster Collaboration and Training

Change can be challenging—engage teams to ensure smooth adoption of new workflows.

  • Build Cross-Functional Teams: Bring together representatives from both entities to co-create workflows and foster a sense of ownership.  Be sure to include personnel who actually perform the tasks, not just those who can define the desired outcome.
  • Provide Training: Define a roll out strategy and plan and offer comprehensive training on new processes and tools to minimize disruptions.
  • Encourage Feedback: Establish mechanisms for employees to provide feedback and suggest improvements.

Monitor, Measure, and Refine

Merging workflows is not a one-time event—it requires ongoing evaluation and improvement.

  • Establish Metrics: Define KPIs to measure the effectiveness of new workflows (e.g., cycle times, error rates, cost savings).
  • Monitor Adoption: Track how well teams are implementing new workflows and address resistance or challenges.
  • Iterate as Needed: Use data and feedback to refine workflows over time.

Tools to Aid Workflow Merging

  1. Here are some tools to help streamline the process:
  2. Lucidchart: For workflow visualization and process mapping.  (this is what we use)
  3. Monday.com, Trello.com, Asana.com: For task and project management during the integration phase.
  4. Zapier: To automate repetitive tasks and integrate systems.
  5. Miro: For real-time collaboration and brainstorming on process design.
  6. Process Street:  AI empowered process repository with some built in reporting

Final Thoughts

Merging workflows and processes is a powerful opportunity to create a unified organization that is greater than the sum of its parts. By capturing and propagating best practices, aligning workflows with strategic objectives, and fostering collaboration, you set the stage for long-term success.

If your organization is facing the complexities of a merger, let’s discuss how to build workflows that drive efficiency and innovation.