Analyze IT & Building Services processes to enhance support, asset management, and facilities requests.
84
Mapping IT & Building Services Core Processes
This critical task within our Phase 0: Discovery & Learning will establish the foundation for implementing Notion as your organization's central operational hub. By methodically analyzing the IT & Building Services department's systems and workflows, we'll ensure your Notion workspace effectively captures how your team manages support requests, assets, and facilities management.
Why This Process Analysis Is Essential
Before building an effective Notion system, we need to thoroughly understand the unique operational patterns of your IT & Building Services department. This goes beyond documenting current workflows—it's about identifying opportunities to enhance service delivery, streamline asset management, and create more efficient facilities request systems.
This analysis process will reveal:
- Support request workflows: How internal support tickets are submitted, prioritized, assigned, and resolved
- Asset management systems: How technology and building assets are tracked, maintained, and replaced
- Facilities request processes: How space, maintenance, and building service requests are handled
- Cross-functional dependencies: Where IT & Building Services interact with other departments and how these touchpoints can be optimized
Our Approach to Analyzing IT & Building Services Systems
We'll take a structured yet adaptable approach to documenting your department's core processes:
1. Comprehensive Discovery Sessions
We'll conduct targeted interviews with key stakeholders in IT & Building Services to understand:
- Support ticket lifecycle: How requests are received, categorized, assigned, and resolved
- SLA management: How service level agreements are tracked and maintained
- Asset procurement and lifecycle: How technology and building assets are requested, approved, deployed, maintained, and retired
- Inventory management: How physical and digital assets are tracked and accounted for
- Facilities request handling: How space modifications, maintenance needs, and building services are requested and fulfilled
2. Current Systems Assessment & Integration Planning
We'll thoroughly evaluate your existing support and management systems to understand:
- Help desk platform analysis: How support tickets are currently managed and what metrics are tracked
- Asset management tools: How inventory, warranties, and maintenance schedules are currently tracked
- Facilities management systems: How building-related requests and services are coordinated
- Integration touchpoints: How these systems connect with other tools in your organization
- Reporting capabilities: What insights are currently extracted and what additional visibility is needed
3. Identifying Pain Points and Opportunities
During our analysis process, we'll specifically look for:
- Request bottlenecks: Where are support or facilities requests getting delayed or lost?
- Asset visibility gaps: Where is asset information incomplete, outdated, or difficult to access?
- System fragmentation: How many different platforms are being used to manage related processes?
- Knowledge silos: Where is critical information trapped with specific individuals or in isolated systems?
- Automation opportunities: Which manual, repetitive processes could be streamlined in Notion?
4. Documenting Cross-Departmental Dependencies
We'll pay special attention to how IT & Building Services interacts with other departments:
- IT → All Departments: How technology support needs are communicated and addressed
- Building Services → Operations: How facility needs impact operational capabilities
- IT & Building Services → Finance: How expenditures, assets, and depreciation are tracked
- IT & Building Services → Executive Team: How service performance and asset investments are reported
Expected Outcomes
This analysis exercise will produce several valuable deliverables:
- Visual process maps: Clear diagrams showing request flows, decision points, and resolution paths
- Asset management framework: Structured approach to tracking and maintaining physical and digital assets
- Service catalog: Comprehensive listing of IT and building services with associated SLAs
- System inventory: Current platforms used throughout support and asset management workflows
- Pain point register: Prioritized list of challenges and inefficiencies to address
How This Fits Into Your Broader Notion Implementation
This IT & Building Services analysis is a critical component of our overall discovery phase. It will directly inform:
- Database structure design: Creating the right relationships between tickets, assets, services, and departments
- Workflow automation planning: Identifying where Notion can reduce manual tasks in request handling
- Knowledge base requirements: Determining what documentation should be centralized for self-service
- Dashboard specifications: Establishing what metrics and KPIs should be visible to different stakeholders
Time Estimation Breakdown
Below is a detailed breakdown of the estimated consultant hours required to complete this IT & Building Services analysis project:
Activity | Estimated Hours | Notes |
Initial project planning | 3-4 hours | Preparation, research, and coordination with internal team |
Discovery interviews (department leaders) | 6-8 hours | 2-3 sessions with IT and Building Services leaders (1.5-2 hours each) |
Team workflow observations | 8-10 hours | Shadowing help desk, asset management, and facilities team members |
Current systems assessment | 10-12 hours | Technical review of help desk, asset tracking, and facilities management systems |
Cross-departmental dependency mapping | 6-8 hours | Interviews with departments that frequently request services |
Process documentation & visualization | 12-15 hours | Creating detailed workflow diagrams and support process maps |
Gap analysis & opportunity identification | 8-10 hours | Evaluating current vs. ideal state, prioritizing improvements |
Client review sessions | 4-5 hours | Presenting findings and collecting feedback (2-3 sessions) |
Refinement based on feedback | 6-8 hours | Incorporating client input and making necessary adjustments |
Final documentation preparation | 8-10 hours | Finalizing all deliverables in client-ready format |
Subtotal | 71-90 hours | |
Company delay buffer (5%) | 3.5-4.5 hours | Accounting for potential scheduling conflicts, system access delays |
Total Estimated Hours | 74.5-94.5 hours |
Timeline Considerations
This work will be completed over approximately 4-6 weeks, depending on:
- Stakeholder availability: Access to key personnel for interviews and system demonstrations
- Systems complexity: Number and sophistication of existing support and asset management tools
- Documentation quality: Availability of existing process documentation and system guides
- Access permissions: How quickly access to relevant systems can be granted for assessment
We recommend allocating 80-85 hours in your project budget to ensure comprehensive coverage while maintaining flexibility for unexpected complexities that may arise during discovery.
Moving Forward: From Analysis to Implementation
Once we've thoroughly analyzed your IT & Building Services processes, we'll integrate these insights with findings from other departments to create a holistic view of your organization's operational needs.
This comprehensive understanding will enable us to design a Notion workspace that truly serves as your centralized service hub—streamlining request handling, improving asset visibility, and creating a single source of truth for all IT and building-related services.
The insights gained during this analysis phase will directly inform our database architecture, page structures, and automation design in the subsequent implementation phases, ensuring that your Notion workspace transforms how your IT & Building Services team delivers value to the organization.