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Gluu Academy

Common process understanding

Why process initiatives fail

In this lesson, we unpack why so many process initiatives stall in year one—and what to do about it. You’ll learn to spot risks early and course-correct fast, use practical moves to secure sponsorship, adoption, and ROI, and apply a simple checklist to keep the work alive after launch.

Lesson resources

Key learnings

  • 47% of first-year failures are management-level: weak sponsorship, unrealistic expectations, ROI pressure, shifting strategy, poor measurement, and stop-start resourcing.
  • 36% are organizational readiness/resistance: low maturity, “process = control” mindset, overload, process maps not matching reality, no ownership/network/training, silo thinking.
  • 7% are launch failures: never implemented, “process for process’ sake,” or no employee rollout.
  • Longer-term pitfalls: shiny tech + quick fixes without clarity; tech stack changes that outpace process governance.
  • Maturity first: start where you are, not where you want to be.
  • Make it organizational, not departmental: process work is a strategy, not a project.
  • 3) Get the foundation right: governance = process hierarchy + landscape + clear responsibility.
  • Perfect is the enemy of good: finish 80%,  then test and iterate.
  • Practical safeguard: Sponsor + Metrics + Owner Network + Feedback Loop = sustained adoption and visible ROI.

Video transcript

Welcome! In the next few minutes, we’ll unpack why so many process initiatives falter—and how you can avoid the same traps.

Processes give you a helicopter view of how value flows across teams and systems. Yet many initiatives never get altitude. The pattern we see: great intent, then drift—because expectations, sponsorship, and readiness weren’t aligned. Think of this lesson as your anti-failure playbook.

From tracked companies who stopped their process initiatives in the first year, the causes clustered like this:

• 47%: management-level causes
• 36%: organizational readiness and resistance
• 7%: implementation not finalized

We’ll cover each group, plus the longer-term pitfalls that can kill momentum later.

The 47%: Management-level causes: Let’s start with failures at the management level.

Weak or inconsistent executive sponsorship.
Appoint a named executive owner who shows up monthly.
Publish a simple RACI per process to confirm who decides, who edits, who executes.

Unrealistic timelines and pressure for rapid ROI.
Set a tiny “first win” (e.g., cycle time, error rate, rework) and share it widely.
Strategy instability from leadership or role changes.
If top leadership changes, re-map the initiative to the new top-3 company priorities within 30 days.
Protect continuity with a process owner network and shared templates so knowledge survives turnover.

Treating process work as a one-off project instead of a long-term strategy.

Treat process work like hygiene: continuous ownership with a review cadence.
Avoid “big bang.” Time-box mapping and improvements into short, recurring workshops.

Poor engagement and evidence: top-down rollout, hard-to-measure results, and heavy resource demands.
Co-create with frontline doers—if people can’t see themselves in the flow, they won’t follow it.
Make results measurable: define 2–3 outcome metrics per process (e.g., lead time, first-time-right, NPS) and instrument them as part of the work.

Management issues are solvable—so focus on visible sponsorship, right scope, measurable wins.

The 36%: Organizational readiness & resistance

Now let’s look at recommendations to ensure organizational readiness and lower resistance.
Focused start & capacity control
• Accept your process maturity level. Start where you are and pick one end-to-end flow and stabilize it.
Reframe “process = control”
• Position processes as shared agreements that reduce cognitive load and risk.

Design for reality & the whole flow
• Map the as-is (not the to-be).
• Use processes to show teams the handoffs and understand the work of others to break silos.

Ownership & feedback loop
• Name owners per value stream and meet monthly to share blockers/wins.
• Add a “Suggest improvement” button on every activity and triage weekly.

Adoption enablement & strategy tie-in
• Close the “not followed” gap with in-task guidance and short how-to clips.
• Give editors/owners role-based micro-training (10-minute modules).
• Tie each process to a KPI and a strategic objective on the process landscape.

The 7%: Implementation not finalized
Finally, let’s look at the projects that failed for other reasons. Here are some causes:
• Not implemented.
Don’t stop at mapping—publish, assign, and schedule tasks. Remember that perfect is the enemy of good.
Do a pilot → expand rollout; announce changes in existing stand-ups and channels.

• Processes for the sake of processes (“internal BPM project”). Always link to a real business outcome.

Now let’s finish with a few longer term failure risks that you should watch.
Organizational:
• Shiny new tools hijack attention. Keep them downstream of clarity—process first, then tech.
• Quick fixes (RPA, etc.). Automate the stable parts; redesign before you automate.

“Don’t automate. Obliterate.” Michael Hammer

It’s not a project, it’s continuous improvement.

So let me summarize this into 10 recommendations so you can avoid failure.

  1. Get a named exec sponsor and monthly showcase.
  2. Scope one value stream or case flow; time-box discovery.
  3. Define 2–3 outcome metrics and instrument them in the process.
  4. Make sure the process becomes a tool for the people working in the process.
  5. Build a process owner network; empower editors near the work.
  6. Launch with a pilot, then scale; keep training bite-sized.
  7. Embed a feedback loop on every activity; improve weekly.
  8. Connect each process to a strategic objective and KPI.
  9. Review quarterly: map → run → learn → stabilize—then consider automation.
  10. Communicate purpose and goal repeatedly at all levels of management.

Pick one process connected to senior management’s current top 3 priorities. Secure an executive sponsor, set two outcome metrics, and launch a pilot with real users. Keep it simple, visible, and measured—that’s how you beat the odds.