Observe the current workflow
Write down how work moves from the first request to completion. Include who acts, what information they use and where decisions are made.
Find the points of friction
Look for repeated questions, unclear ownership, missing information and duplicated work. Ask the people doing the work where delays occur.
Agree a manageable improvement
Choose a specific change your team can put into practice. Clarify ownership and what a better result would look like.
Review what changed
Check whether the new approach helps in day-to-day use. Update the process with the team as you learn.