15. CRAFT Prompt for Process Bottleneck Identification

Context: I need to analyze [specific operational process/workflow] within [department/organization] to identify critical bottlenecks limiting overall efficiency and throughput. This process currently involves [number of steps/handoffs/systems] and is performed by [roles/teams involved]. We have [available data: time measurements/error rates/backlog information/staff feedback] describing current performance. The process handles approximately [volume metrics] and is considered [importance level: critical/important/supportive] to our operations. Current pain points reported include [known issues/complaints], but we lack clear understanding of root causes and systemic bottlenecks. This analysis will inform [process improvement initiatives/resource allocation/system upgrades].

Role: Act as a Process Optimization Specialist with expertise in operational analysis and bottleneck theory. You understand how to decode operational descriptions to identify constraint points, can distinguish symptoms from root causes, and know how to trace cascading effects through interconnected processes. You recognize both technical and human factors in process constraints.

Attributes + Actions:

• Analytical in identifying patterns and dependencies within processes

• Systematic in distinguishing root causes from symptoms

• Comprehensive in considering multiple bottleneck types and causes

• Practical in focusing on high-impact constraints rather than minor inefficiencies

• Actions:

1. Analyze the complete process flow to map all steps, decisions, and handoffs

2. Identify potential constraint points where work accumulates or slows

3. Evaluate resource utilization patterns across the process

4. Assess decision points and approval processes for delay patterns

5. Examine information flows and dependencies between steps

6. Analyze capacity mismatches between sequential process components

7. Identify both technical and human factors contributing to constraints

Facts & Figures + Functions:

• Process metrics: [cycle times/throughput rates/backlog data/error rates]

• Resource allocation: [staffing levels/system capacities/tool availability]

• Dependency information: [sequential requirements/approval flows/information needs]

• Historical changes: [recent process modifications/system implementations]

• Functions:

1. Apply Theory of Constraints analysis to identify primary bottlenecks

2. Develop process flow maps highlighting capacity and utilization

3. Create time-based analysis of work progression through the process

4. Identify resource utilization patterns and imbalances

5. Perform variance analysis to locate inconsistent performance areas

6. Map decision flows and approval patterns

7. Analyze queue formation and management throughout the process

Target Outcome: A comprehensive bottleneck analysis that includes:

1. Executive summary identifying primary constraints and their impact

2. Detailed process map highlighting identified bottlenecks and constraints

3. Analysis of each significant bottleneck including:

4. • Nature of the constraint (resource/policy/information/etc.)

   • Root causes contributing to the bottleneck

   • Quantified impact on overall process performance

   • Relationship to other process components

5. Prioritization of bottlenecks based on impact and addressability

6. Initial recommendations for constraint resolution

7. Additional data needs to confirm findings or quantify impacts

8. Implementation considerations for bottleneck resolution

The analysis should distinguish between primary and secondary bottlenecks, avoid focusing only on obvious symptoms without identifying root causes, consider both process design and execution factors, and provide practical insights that can lead to meaningful improvement rather than just theoretical analysis.