Automating study abroad blueprints
As a next step, we created process maps, including designated “swim lanes” with all stakeholder workflows that are running chronologically and simultaneously. This document played a key role in creating transparency around each person’s role and dependencies with other team members. This step also included improving and standardizing existing processes for creating new programs versus ones that already exist, e.g., site visits, reimbursement parameters, etc.
Our team began leveraging several of the software functions available in Study Abroad to automate our established workflows and provide a structure for staff to understand what to do next based on designated job roles. This was critical for enabling our processes to be sustainable, as each person no longer needs to track down individuals to move to the next stage. It serves as a hub where stakeholders can access key information as needed or when prompted by the system. For example, when a new program’s final proposal has been approved, the study abroad director changes its status in the system to “authorized to recruit.” This status change triggers a query watch that sends an email to relevant stakeholders to begin developing marketing materials, website/brochure content, etc., and prompts designated staff members to schedule a budget meeting. It also provides each person a checklist of what to do next based on their respective role. This level of automation helps us move steps along more quickly and enables our university team members to stay on top of priority tasks.
Related: 5 best practices for streamlining your study-abroad program
By implementing an automated and progressive approach to managing the entire faculty-led program lifecycle, we can accommodate growth and expand Western Michigan’s programs. In fact, we’ve recently had a large increase in faculty-led programs, including five new Spring Break programs in 2018.
By routing Western Michigan’s faculty-led program management through an automated system rooted in efficiency and work ownership, we will be able to focus on providing more enriching global experiences for our current and future students.
Sarah Reid is a study abroad specialist at Western Michigan University.
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