There are many examples of how business process management software improves a company’s performance, and your organization is sure to get the most out of such system, too.
Business process management or simply BPM is the methodology of reengineering and streamlining the company’s workflows for their better performance, higher efficiency, and effectiveness. The software of the kind is implemented for the better engagement with clients, media (both online and social), partners, and suppliers. As the approach comes into operation, the organization gets the opportunity to automate most of its repeated tasks, improve the quality of customer service, better understand the needs and preferences of buyers, speed up production, and thus increase the ROI.
Bpm’online is a good case in point. This business process management software possesses a wide set of off-the-shelf tools and solutions for connecting the dots between sales, management, and client service. The platform has received a number of international awards, and it is widely used by medium-size and large companies from all over the globe. If you want to get more detailed information on this BPM software, please, visit this page on Wikipedia. Besides, the features and benefits of the system are described at https://www.bpmonline.com.
Business Process Improvement Examples
Let us have a look at some real-life examples of how BPM tools can streamline and enhance the workflows and the overall performance of your enterprise:
- Business process management software can, for instance, reduce expenditure in the company. It organizes the firm’s inner and outer processes, makes them more transparent, removes duplicated procedures and unnecessary tasks. All this lets the enterprise focus its forces and resources on efficiency and intelligence, which results in process improvement and cuts of expenses. Actually, with BPM and CRM, big companies can save millions of dollars.
- Another example of how the systems of the kind can improve your business is associated with communications inside the organization. When you implement BPM software, you get the opportunity to slash the number of e-mails exchanged between people and departments, as the interactive platform will be available to all the parts of your enterprise. Your employees will see and share all the necessary information in online mode. Besides, you won’t have to worry about the data that can get lost in a mailbox.
- Business process management software implies a constant monitoring and visualization of the company’s workflows, which are in their nature the best BPM improvement examples. Process modeling makes it much easier for the whole organization to follow the coherent plan of action, find out possible bottlenecks, and check for the improvement points. Having a clear diagram of what your team is doing, with all the steps of the process and lofty agenda, you can provide continuous optimization of the firm’s performance.
How to Implement BPM Improvement
With all these advantages of business process management software, it is unwise to ignore such solutions. In order to implement the system of the kind, follow these steps:
Examination and Planning
Setting the goals is the first step to take while implementing the chosen BPM solution. Here, you need to define the key processes associated with this project, determine the metrics for each process and single out current workflow metrics. At this stage of BPM software implementation, you should focus on the business process itself. It is the major constituent of your future projects; therefore, it is important to distinguish the sets of processes belonging to different departments and staff members. Examine your business processes properly well and be ready to describe them in every detail.
As for the technical issues of this stage of BPM implementation, they are as follows:
- Defining and describing your workflows, as well as their external and internal events;
- Finding out how every process is linked to other areas of your company’s life;
- Noting all the aspects of technical integration;
- Bringing technical data up with your stakeholders and finding out their requirements;
- Making up a detailed plan of the BPM system implementation;
- Assessing possible risks;
- Completing the architecture of business processes with the corresponding links;
- Determining the workflow’s KPIs and documenting them.
Design and Description of Processes
At this stage of BPM implementation, your key objective is to structure the workflows you’ve defined as to-be processes. Here, you need to prepare the final specification of your project, taking into account all the requirements of the stuff and the stakeholders.
The major points of process design and description are as follows:
- Your first step is to convert every process performed in your company into an artifact, describing the workflow from a certain side. Make a list of actual KPIs and set the improvements leading to your business goals. Taken together, all your processes will form the to-be structure you expect to see.
- In order to implement the chosen business process management software, prepare the list of technical requirements for this procedure, with the corresponding architectural specifications. This will be the key guide for your technical specialists.
- Draw up a set of contact points, both internal and external, associated with your system and define its integration aspects. Do not forget to specify the major business artifacts and link them to the workflows.
- Finally, you should start the process of documentation preparation. Do it step by step, discussing every issue with your stakeholders and partners until all the details are approved.
As a result, you will obtain a set of documents, prepared in the form of technical specifications or a project charter.
Development and Analysis
This is the final stage of the implementation process, when you should convert the system’s detailed description into the application. Here, the customer’s unique example should be taken into account.
In order to make the most out of the chosen business process management software, try to analyze both your clients and your workflows. Do it throughout the process of BPM implementation, and when the project is completed, too. Remember, that it is almost impossible to obtain immediate results. In most cases, it takes companies from several weeks to several months to accomplish the predicted outcomes.
The analysis of project results can be performed in several steps:
- Conduct operational testing and make sure your users approve it. Take into account that if they do not support the projects, the system will fail to work properly.
- Put down all the data on the new BPM solution, so that you could use and develop it in the future.
- Make sure you have all the necessary instruments for the automatic (semi-automatic) monitoring of the workflows’ KPIs set at the beginning of the implementation process.
Business Process Management Software
Some Tips Concerning BPM
The following pieces of advice will help you get the most out of the chosen business process management software:
- Your BPM projects should be based on facts, not on perceived problems of the company
When you start your research before implementing the chosen software, you are sure to find a lot of problems connected with different aspects of your firm’s life. But do not hurry to improve all the issues you see. It’s very important to verify all the problems you’ve found before starting the project.
- Business process management software is not about technology, it’s about changes
The very idea of such systems is to improve the way the organization works. Naturally, they are interconnected with technology, but it is not the key aspect of the system. For instance, the platform can identify the areas of work duplication and free up some resources of your enterprise. But it is up to you whether to focus these resources on other points of the process.
- Focus on process improvement, not mapping
It happens that we devote too much time to over-thinking and over-analyzing of the situation. On such cases, we fail to make a concrete decision on what improvements to undertake. We substitute improvements by mere mapping, as it is very easy to get lost in the complexity of modeling. Thus, you must always know where to stop when thinking over the process of BPM implementation.
- Consider the processes enhancement vs. their replacement
Do not waste time on reinventing the wheel. If you see that certain aspects of your workflows need improvement, do your best to make them more effective and efficient, but do not try to fundamentally change all the existing processes.
- View your workflows from end to end
When you start improving a process, map it completely, through the length and breadth. It is absolutely futile to enhance a portion of the workflow, leaving the rest unchanged. Such an approach affects the very purpose of BPM solutions, which is associated with process, data and system integration.