{"id":164600,"date":"2026-07-21T13:26:27","date_gmt":"2026-07-21T06:26:27","guid":{"rendered":"https:\/\/bap-software.net\/?post_type=knowledge&p=164600"},"modified":"2026-07-21T13:26:27","modified_gmt":"2026-07-21T06:26:27","slug":"%e6%83%85%e3%82%b7%e3%82%b9%e3%81%ae%e6%a5%ad%e5%8b%99%e3%82%92%e6%a8%99%e6%ba%96%e5%8c%96%e3%81%99%e3%82%8b%e6%96%b9%e6%b3%95%ef%bd%9c%e5%b1%9e%e4%ba%ba%e5%8c%96%e3%82%92%e9%98%b2%e3%81%90%e3%81%9f","status":"publish","type":"knowledge","link":"https:\/\/bap-software.net\/en\/knowledge\/%e6%83%85%e3%82%b7%e3%82%b9%e3%81%ae%e6%a5%ad%e5%8b%99%e3%82%92%e6%a8%99%e6%ba%96%e5%8c%96%e3%81%99%e3%82%8b%e6%96%b9%e6%b3%95%ef%bd%9c%e5%b1%9e%e4%ba%ba%e5%8c%96%e3%82%92%e9%98%b2%e3%81%90%e3%81%9f\/","title":{"rendered":"How to Standardize IT Department Work | Practical Points to Prevent Individual Dependence"},"content":{"rendered":"

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\n<\/p>\n

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“Only that person knows.” One of the most serious problems on the IT floor is over-reliance on individuals. A staffer’s departure or absence turns directly into business risk. This article explains how to standardize IT department work and the practical points for preventing individual dependence.<\/p>\n\n\n
\n
\n
Dependence <\/span><\/div>\n
A state where a departure\/absence is an immediate risk<\/div>\n<\/div>\n<\/td>\n
\n
\n
Standardization <\/span><\/div>\n
A state where anyone can handle it at the same quality<\/div>\n<\/div>\n<\/td>\n
\n
\n
Systematization <\/span><\/div>\n
From individual reliance to organizational capability<\/div>\n<\/div>\n<\/td>\n<\/tr>\n<\/table>\n
1<\/span>What is work standardization?<\/span><\/div>\n

Running on a “system,” not relying on a “person”<\/p>\n

Work standardization means bringing work that once depended on a specific person to a state where anyone can perform it by the same steps, at the same quality<\/strong>. Through documenting procedures, unifying rules, and setting up tools, you run work on a “system” rather than on a “person.”<\/p>\n

The IT team is especially prone to individual dependence. Knowledge of each system and its operation lives only in a few people’s heads \u2014 leave that unaddressed and the moment they leave, work stops.<\/p>\n

\n

“”Only that person knows” is not praise \u2014 it’s a risk.”<\/p>\n

Relying on a specific person may look efficient, but it’s a major vulnerability for the organization.<\/p>\n<\/div>\n

2<\/span>Three risks caused by individual dependence<\/span><\/div>\n

Why it can’t be left alone<\/p>\n\n\n\n\n\n
\n
🚨 Work stops on departure\/absence<\/div>\n

The moment the person is gone, no one can respond and work halts. The most serious risk.<\/p>\n<\/td>\n

\n
📉 Quality variance<\/div>\n

Quality and judgment change depending on who handles it, so service levels aren’t stable.<\/p>\n<\/td>\n<\/tr>\n

<\/td>\n<\/tr>\n
\n
🐌 Hard handover and training<\/div>\n

Because procedures aren’t written down, handover takes an enormous amount of time.<\/p>\n<\/td>\n

\n
🔒 Improvement stalls<\/div>\n

Work becomes a black box, so you can’t spot problems or improve.<\/p>\n<\/td>\n<\/tr>\n

<\/td>\n<\/tr>\n<\/table>\n
3<\/span>How standardization “changes things”<\/span><\/div>\n

Escaping individual dependence<\/p>\n\n\n
\n
\n
Before \u2015 individual-dependent state<\/div>\n
\n
\u2715<\/span>Only a specific person can respond<\/span><\/div>\n
\u2715<\/span>A departure\/leave is an immediate risk<\/span><\/div>\n
\u2715<\/span>Quality varies by who’s in charge<\/span><\/div>\n
\u2715<\/span>Handover takes enormous time<\/span><\/div>\n<\/div>\n<\/div>\n<\/td>\n
\n
\n
After \u2015 standardized state<\/div>\n
\n
\u2713<\/span>Anyone can respond by the same steps<\/span><\/div>\n
\u2713<\/span>A structure resilient to staff turnover<\/span><\/div>\n
\u2713<\/span>A consistent quality level maintained<\/span><\/div>\n
\u2713<\/span>Handover is quick and smooth<\/span><\/div>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n<\/table>\n
4<\/span>Five steps to drive standardization<\/span><\/div>\n

From visibility to sticking<\/p>\n

The key to success is not to rush into writing manuals, but to proceed step by step.<\/p>\n

\n
\n
<\/div>\n
\n
STEP<\/div>\n
01<\/div>\n<\/div>\n
\n
Inventory and make work visible<\/div>\n
First, map out what work is done by whom. Identify the individual-dependent tasks.<\/div>\n<\/div>\n<\/div>\n
\n
<\/div>\n
\n
STEP<\/div>\n
02<\/div>\n<\/div>\n
\n
Prioritize the work<\/div>\n
Don’t standardize everything at once. Start with high-frequency work carrying the greatest dependence risk.<\/div>\n<\/div>\n<\/div>\n
\n
<\/div>\n
\n
STEP<\/div>\n
03<\/div>\n<\/div>\n
\n
Document the procedures<\/div>\n
Put operating steps, judgment criteria, and cautions into a manual. At a granularity anyone can execute.<\/div>\n<\/div>\n<\/div>\n
\n
<\/div>\n
\n
STEP<\/div>\n
04<\/div>\n<\/div>\n
\n
Systematize with tools<\/div>\n
Use checklists, workflows, and a knowledge base to turn the standard into a “structure that’s easy to follow.”<\/div>\n<\/div>\n<\/div>\n
\n
\n
STEP<\/div>\n
05<\/div>\n<\/div>\n
\n
Sustain and keep updating<\/div>\n
Improve the manual while operating. A standard isn’t done once made \u2014 continual updating matters.<\/div>\n<\/div>\n<\/div>\n<\/div>\n
5<\/span>A checklist of work to standardize<\/span><\/div>\n

Targets to tackle first<\/p>\n

If you’re unsure where to start, it’s effective to begin with “high-frequency, dependence-prone work” like the following.<\/p>\n

\n
Work to standardize first<\/div>\n
✓<\/span>Request handling \/ help desk (response procedures and FAQ)<\/span><\/div>\n
✓<\/span>Account provisioning and permission-management flow<\/span><\/div>\n
✓<\/span>Regular monitoring, backups, and patching<\/span><\/div>\n
✓<\/span>Initial incident response and escalation criteria<\/span><\/div>\n
✓<\/span>New-hire PC setup and initial configuration<\/span><\/div>\n
✓<\/span>Communication and management with vendors \/ outsourcing partners<\/span><\/div>\n<\/div>\n
6<\/span>The continuous cycle for successful standardization<\/span><\/div>\n

Don’t stop at making it<\/p>\n

Standardization is not a one-off project. Reviewing continuously through the PDCA cycle is what produces a standard that actually works.<\/p>\n\n\n
\n
\n
P<\/div>\n
Plan<\/div>\n
Define the work to standardize and the goals.<\/div>\n<\/div>\n<\/td>\n
→<\/td>\n\n
\n
D<\/div>\n
Do<\/div>\n
Turn it into a manual and put it into real operation.<\/div>\n<\/div>\n<\/td>\n
→<\/td>\n\n
\n
C<\/div>\n
Check<\/div>\n
Operate and surface problems and friction.<\/div>\n<\/div>\n<\/td>\n
→<\/td>\n\n
\n
A<\/div>\n
Act<\/div>\n
Update the manual and evolve the standard.<\/div>\n<\/div>\n<\/td>\n<\/tr>\n<\/table>\n
7<\/span>Common failures in standardization<\/span><\/div>\n

Three points to watch<\/p>\n

\u2460<\/span>Aiming for a perfect manual<\/strong>Demanding perfection from the start stalls progress. \u2192 Make a 60-point version first and improve while operating \u2014 it sticks better.<\/span><\/span><\/div>\n
\u2461<\/span>Made but never used<\/strong>A manual that’s “made and forgotten” goes unused. \u2192 Assign an update owner and mechanism to keep it a living document.<\/span><\/span><\/div>\n
\u2462<\/span>No cooperation from the floor<\/strong>Top-down alone becomes a mere formality. \u2192 Involve the floor and share the benefits of standardization.<\/span><\/span><\/div>\n
8<\/span>What lies beyond standardization<\/span><\/div>\n

Leveraging an external partner<\/p>\n

Standardized work brings a big added benefit: it becomes easier to entrust to an external partner<\/strong>. With clear procedures, quality holds even when outsourced. Standardization is a shortcut to both goals \u2014 easing the IT team’s burden and effective outsourcing.<\/p>\n

\n
BAP \u2014 a development partner supporting standardization and operations<\/div>\n

BAP Solution Japan Co., Ltd. \u2014 a software development and offshore company serving the Japanese market, with a legal entity and offices in Tokyo and Osaka. BAP supports everything from work standardization to operation & maintenance.<\/p>\n

✓  Documentation-focused development:<\/b> procedures and specs clearly written down \u2014 a structure that prevents individual dependence.<\/div>\n
✓  Consistent through O&M:<\/b> continuous 24\/7 support for standardized operations.<\/div>\n
✓  Quality & security:<\/b> internationally certified to ISO 27001 and ISO 9001.<\/div>\n
✓  Japanese-language support:<\/b> bridge SEs prevent misalignment and enable smooth handover and collaboration.<\/div>\n

Talk to BAP \u2014 free consultation \u2192<\/a><\/p>\n

Start from an inventory of your work. We propose a structure that doesn’t depend on individuals.<\/p>\n<\/div>\n

#ITdepartment<\/span>#Standardization<\/span>#IndividualDependence<\/span>#InformationSystems<\/span>#OperationalEfficiency<\/span>#ITOperations<\/span>#OffshoreDevelopment<\/span>#BAP<\/span><\/div>\n<\/div>\n

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