Learnya Academy
Lesson 10 of 10 · 9 min

The WorkStreams cycle, continuous improvement

Move through analysis, co-design, artefacts and optimisation, then start again.

ObjectiveBy the end of this lesson, you will be able to run the four-stage WorkStreams cycle and organise regular reviews that improve the assistant without distorting it.

This course has followed a method: the iterative WorkStreams cycle. It comes down to four stages, which repeat. Each turn improves the assistant, and with it the organisation of the work around it.

  • Activity analysis: understand the real work, its pain points and its know-how.
  • Participatory co-design: design the assistant with those who will use it.
  • Transformative artefacts: produce concrete objects that change practice.
  • Continuous optimisation: measure, correct, then resume the analysis on the new situation.

Transformative artefacts

An assistant alone changes little. What transforms the work are the artefacts it helps produce and that the team makes its own: a clarified procedure, a Flow e-learning module, a review deck for newcomers, a reference presentation. Each artefact must have a precise use and a person who keeps it alive.

Try it in LearnyaUsing our assistant’s instructions and the most frequent questions of the quarter, create a fifteen-minute Flow module to train new staff on expense claims, with a five-question multiple-choice quiz at the end. Try in Learnya

Organising the iteration

  1. Set a rhythm, for example a review every six weeks.
  2. Schedule a task that prepares the review: usage over the period, declined approvals, questions left unanswered.
  3. Bring the users together and go through the review together.
  4. Decide on one to three changes, no more.
  5. Apply them, run the test set again and record the result in the project.

Continuous optimisation avoids two pitfalls. The first is the frozen assistant, which ages along with its documents. The second is the assistant changed constantly, which nobody recognises any more. A regular rhythm and a small number of changes per turn keep the team’s trust.

Starting the analysis again

After a few turns, go back to the first step. The assistant has changed the work: some tasks have disappeared, others have appeared, and new pain points may have replaced the old ones. This is the starting point of the next cycle.