Results At a Glance
- Hands-on preparation time reduced by 50%
- Accuracy improved to 100%
- Up to 10 hours saved during peak cycles
Challenge
The Board of Trustees’ Academic Excellence and Student Experience Committee (AESEC) approves tenure and promotion, hires with tenure, and honorary academic titles. After approval, the Board Office prepares and distributes more than 240 notification letters annually — with as many as 120 in peak cycles. The process was labor-intensive and time-consuming, compressed and deadline-driven, prone to rework, and inconsistent in distribution due to varying college preferences.
Improvements
Through process mapping, stakeholder interviews, error analysis, and facilitated work sessions, the project team identified opportunities for improvement and designed targeted actions:
- Confirm content requirements
- Standardize document and file formats
- Streamline and standardize notification audiences
- Develop a centralized shared-folder model
- Strengthen intake and review
Results
The redesigned process preserves the integrity and formality required of Board actions while significantly reducing unnecessary time, rework, and variation.
As a result of the improvements:
- Hands-on preparation time will be reduced by 50%
- Up to 10 staff hours will be saved during peak cycles
- Distribution accuracy will increase to 100% from 75%
The result is a faster, simpler, and more consistent notification process aligned with institutional priorities.
Learn More
- Read the full report [pdf].
- Download a printable summary [pdf].