Enterprise Rollout: From Pilot to Process Library

Why Pilots Succeed but Rollouts Stall

Pilots prove potential, but scale requires repeatable structure, visible ownership, and simple governance. This playbook shows how to move from “one team trying a new tool” to a managed process library that teams actually use.

Rollout Playbook

1) Choose a high‑impact starting process

• Pick a process with clear pain (slow approvals, rework) and measurable outcomes (cycle time, error rate).
• Define success metrics and a 30‑60‑90 day plan.

2) Standardize templates and naming

• Provide starter templates: notes → BPMN, review checklist, and “clean layout” guidelines.
• Naming convention: Function – Process – Variant – Version (e.g., Finance – Invoice Approval – Enterprise – v1.1).

3) Train champions; run office hours

• Identify 1–2 advocates per function. Give them templates, examples, and a weekly Q&A slot.
• Celebrate wins (before/after visuals) in a shared channel to build momentum.

4) Publish a searchable process library

• Organize by function and lifecycle (Draft, In Review, Approved, Deprecated).
• Tag owners, reviewers, related systems, and compliance domains (e.g., SOX, HIPAA).

5) Light governance cadence

• Monthly triage: dedupe, promote drafts, archive stale versions.
• Quarterly review: top 20 processes per function; check SLAs, exceptions, and links to SOPs.

6) Measure, learn, and expand

• Track: time to approved, review iterations, diagram readability, and template usage.
• Expand to adjacent processes using the same template patterns.

Library Structure (Example)

• Finance/

- Invoice Approval/

- Templates/

- Drafts/

- Approved/

- Expense Reimbursement/

• Customer Support/

- Incident Triage/

• Operations/

- Vendor Onboarding/

Roles and Responsibilities

• Owner: accountable for accuracy and update cadence.
• Reviewer: domain expert who signs off; rotates quarterly.
• Champion: coaches teams, curates examples, runs office hours.
• PMO/CoE: sets naming, templates, and light governance.

Governance That Enables, Not Blocks

• Default to drafts: anyone can propose improvements.
• Visible review SLA: typical 5 business days to approve or comment.
• Exceptions log: track approved deviations with reasons; revisit quarterly.

KPIs to Watch

• Draft→Approved cycle time and number of review rounds.
• % of processes using standard templates.
• Library search success (first‑result click) and duplicate rate.
• Stakeholder satisfaction (quick pulse surveys after approvals).

Rollout Checklist

• [ ] Named champions and weekly office hours scheduled
• [ ] Templates and naming convention published
• [ ] Library folders and tags standardized
• [ ] Review SLA and quarterly cadence defined
• [ ] Metrics dashboard set up

Download the Pack

Grab the rollout checklist, naming guide, and starter templates to accelerate your first 90 days and set a sustainable cadence for the quarters ahead.

Where to Go Next

• Organize a Process Library Your Team Will Use
• Compliance Built‑In: Pass BPMN Reviews the First Time