4 reasons your university should invest in a permanent process improvement team—and how to maximize its impact
June 30, 2025, By Elana Charlson, Analyst, Research Discovery & Design
Amid growing financial constraints and public scrutiny, it’s more important than ever for colleges and universities to use their limited resources efficiently. While new technologies can augment existing systems, institutions must first ensure they possess a foundation of sound processes and agile structures. Given the urgency of this work, many universities have created dedicated process improvement (PI) teams to spearhead campus-wide efforts aimed at reducing inefficiencies and improving performance.
Whether you’re establishing a PI team for the first time or looking to expand the capabilities of an existing one, here are four reasons why a dedicated PI team is essential to your institution’s success.
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Note: Your institution may refer to process improvement (PI) by a different name, such as continuous improvement, institutional effectiveness, or business optimization. EAB uses the term process improvement to broadly describe the practice of streamlining or simplifying the activities by which a task gets done.
1. PI teams help institutions navigate pressing budget constraints and operational challenges
A permanent PI team publicly signals an institution’s commitment to its role as a steward of resources. This image is critical as higher ed faces threats to funding and public skepticism about its value. Furthermore, the data that PI teams collect on process improvements provides critical information to university leaders about how divisions are leveraging resources to advance institutional priorities.
For example, tracking process outcome metrics helps justify initial project costs and strengthens the case for future funding—especially in times of tight budgets. This internal- and external-facing data compiling—combined with the improvement of processes—quickly allows PI teams to make a return on investment and pay for their annual cost.
2. PI teams provide a central repository of knowledge and expertise on complex process improvement tactics
Though staff or faculty may intuitively (or emotionally) know when a process needs improvement, many campus stakeholders lack the technical expertise or focused time to develop and implement the right fix.
Dedicated PI teams assume this responsibility, which creates accountability and quality assurance across a myriad of complex tasks. Members of a PI team often have extensive training in areas such as project management, business optimization, and data analysis that move PI initiatives forward.
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Implementation tip
To expedite your PI work, consider using an existing business optimization method and tailoring it to your specific needs. For example, the University of Utah’s Strategic Planning and Process Team uses the Prosci Methodology for their process improvement work. Other teams use LEAN Six Sigma or Kaizen events (see for example the University of Pittsburgh’s Continuous Process Improvements).
PI teams that use a standardized methodology can more easily diagnose process breakdowns and rapidly implement lasting improvements.
3. PI teams serve as an important liaison between the cabinet and campus community
PI teams offer a unique vantage point into the operations of a university. By working closely with department-level staff and faculty, they uncover operational inefficiencies that may go unnoticed by senior leaders.
PI teams serve as trusted connectors across campus, bringing granular issues into broader strategic conversations. In turn, PI teams are well-positioned to secure the visibility, support, and resources needed to address inefficiencies.
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Implementation tip
When possible, include relevant cabinet and director-level leaders in PI brainstorming sessions, planning, and evaluation. A PI initiative that has built-in opportunities for dialogue ensures that prioritized processes align with institutional objectives.
For working sessions, limit the number of participants to around 10 individuals to facilitate diverse perspectives while ensuring the team can still reach consensus.
4. PI teams set the tone for a culture of continuous improvement
Continuous improvement, the act of consistently refining and enhancing processes and systems, requires buy-in from stakeholders across the university. A good PI team instills this culture by providing training and resources to employees, empowering them to notice areas for improvement in their day-to-day work.
Building a continuous improvement mindset from the bottom up enhances campus-wide commitments to innovation (such as Generative AI pilots) and ensures staff and students will be receptive of small- and large-scale change.
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Implementation tip
Solicit feedback on a regular basis from staff and faculty to inspire a continuous improvement mindset. Take inspiration from the University of Alabama’s Finance & Operations division, which created an “Agility Channel” in Microsoft Teams to encourage department colleagues to share leading practices and brainstorm new ideas for continuous improvement.
Jumpstart your PI team’s success
As institutions navigate financial and political pressures, a dedicated process improvement team is essential to maintaining operational excellence with limited resources. While there’s no one-size-fits-all approach to standing up a PI team, the most effective ones are highly responsive to the institution’s most pressing needs.
For additional resources on creating the optimal process improvement team for your institution, explore EAB’s Process Improvement Resource Center.
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