Review of the New Product Development (NPD) process

about this project

The manufacturing client’s New Product Development (NPD) process was widely perceived as too slow, lacked agreed service levels, and suffered from poor visibility across departments. While the initial focus was on reviewing the NPD process, the most significant transformation came from digitising the workflow, improving collaboration, and automating reporting.


Using MURAL, the existing process was mapped into a clear Stage & Gate framework before being transferred into Microsoft Planner for live management. This ensured standardisation, improved visibility, and a single source of truth for all NPD projects. A Power Automate flow was then introduced to save the NPD Project Lead significant time by automatically compiling daily summaries of overdue and upcoming tasks from multiple plans into one email.

Key Project Summary "At a glance"

Project Scope


  • Review and redesign the NPD process to improve speed, visibility, and cross-functional collaboration


  • Digitise the process using Microsoft tools to align with the client’s recent shift to Microsoft 365


  • Automate daily reporting to free up project management time



  • Establish service levels and improve adherence to Stage & Gate governance


Improvement Strategy


  • Use MURAL to visually map and refine the NPD Stage & Gate process with cross-functional input


  • Transfer the agreed process into Microsoft Planner for real-time tracking, applying Kanban principles to manage WIP


  • Implement Power Automate to send a daily consolidated email report showing all overdue and upcoming tasks across all active plans


  • Apply Visual Management and Standard Work concepts to ensure consistent execution


  • Focus on reducing wasted time spent manually reviewing plans, freeing capacity for proactive project management


  • Involve IT in building the automation solution for long-term sustainability

Benefits Delivered


  • 229 hours saved annually for the NPD Project Lead (equivalent to 28.65 working days or 5.73 working weeks)


  • Improved visibility of NPD project status across the business


  • Clear definition of project categories and critical path timelines


  • Shift from a sales-driven to a process-driven approach with defined launch windows


  • Improved communication, collaboration, control, morale, and adherence to process


  • Automation supports both daily management and campaign room updates without additional admin time

People Involved

  • Sponsor: Technical Director
  • Delivery team: NPD Project Lead, IT Department, Representatives from Production, Procurement, Sales, Commercial, Technical, and Finance
  • Role of PBI: Facilitated process mapping workshops in MURAL, led transfer to Microsoft Planner, designed and tested Power Automate flow, and coached NPD and IT teams on sustaining the solution



Focus Area

  • Primary issue: NPD process too slow, with poor visibility and no agreed service levels
  • Impact: Delayed launches, inconsistent execution, low cross-functional alignment
  • KPIs targeted:
  • Hours saved in project admin
  • Percentage of projects launched on time
  • Adherence to Stage & Gate process
  • Internal and external service level tracking



Process Taken

  1. Discovery and mapping: Ran MURAL workshops to map the existing NPD process, identify pain points, and define Stage & Gate criteria.
  2. Process redesign: Developed a standardised NPD workflow, integrating Kanban to control WIP and ensure realistic project loads.
  3. Digitisation: Built the Stage & Gate process in Microsoft Planner, ensuring all projects were visible and trackable in real time.
  4. Automation: Worked with IT to develop a Power Automate flow sending a daily summary email of all overdue and upcoming tasks, eliminating the need to check each plan individually.
  5. Rollout and training: Introduced the new system to all relevant stakeholders, ensuring understanding and adoption.
  6. Monitoring and improvement: Embedded regular reviews and data-driven reporting to measure success and adjust the process as required.