Each time you develop a new product, contact a client or deal with a customer complaint, you probably follow a particular set of steps. These steps are known as business processes. They not only save you time, but they also help your organization run more effectively. As expectations continue to shift and the market continues to evolve, it is important to regularly improve BPM within your organization. ArkCase provides the structure (from a software standpoint) to simplify BPM.
Business processes can easily become inefficient, wasting time and resources. And inefficient business processes can result in disgruntled employees, higher costs, and missed chances for growth. If you want your organization to continue to grow, operate effectively, and have a higher source of impact on customers, it is essential to regularly evaluate and improve business process management.
Let’s evaluate how you can accomplish this and the benefits it can bring to your organization.
Understanding Business Process Management
Business processes are the core for executing successful business strategies. Technology, supporting structures, and the right employees can all make this happen. But having the right process in place is the best way organizations can deliver value to their clients and continue to remain competitive. So the question is, how do organizations develop high-performing business processes?
BPM examines and evaluates the present processes in an organization. It ensures that processes are effective and cost-effective. It identifies and improves current processes so the organization can continue to find more useful ways to get things done. These processes can be formal and informal.
Formal processes have well-established steps, like creating and receiving invoices. Formal processes are essential when there are legal, financial, and safety reasons.
Informal processes are typically those you have created yourself and may not be documented. You can have informal processes for finding new prospective customers or leading meetings with your team.
The Importance of Improving Business Process Management
Business process management makes daily workflow more productive. But when processes are ineffective or dysfunctional they can result in problems in the organization. They can affect the quality of the service you provide to clients. They can lead to employees that are unhappy and frustrated. And costs can increase as resources are wasted.
Here are the 3 benefits of improving business process management:
- Efficiency: Many processes can become inefficient due to inadequate monitoring of progress or manual effort. Improving processes will increase efficiency and remove activities that waste time and resources.
- Effectiveness: As processes become more efficient, they also become more effective. It will lead to better-informed decisions and execution of necessary tasks and improved customer experiences. It will make the organization more profitable and competitive.
- Greater flexibility: Businesses must have tools that are flexible and easily adjustable. Businesses that have inflexible, out-of-date business processes may be left behind. New opportunities, partners, or regulations can all require flexibility to accommodate different ways of doing things.
How to Improve Business Process Management
The first step to improving BPM is to identify what areas require change. By evaluating what’s working well and what areas could use improvement, you’ll be able to prioritize your focus for business development. You can also review how every process affects your organization and customers.
Once you decide what process you are going to improve, you must analyze the current procedure. You can do it by using a flowchart, which will provide you a visual model of the steps. Bear in mind that some processes may have sub-steps you are not aware of, so it is necessary to study this thoroughly.
When you completely understand the process, set objectives for realistic improvements. Examine the broken steps in the current process and whether or not there are any steps that increase costs. Speak to the people who are affected by this process directly and discover what they think is wrong with it and how to improve it. Once you start redesigning the process, it’s a good idea to include someone who is directly involved in the process. They will have good ideas to contribute, plus, if they are more involved from an early phase, they are more probable to be open to change.
Implementing the New Business Process
Improving a business process management typically involves changing current processes or systems. Implementing a new process can be a difficult task. Therefore, it is important to plan and manage this step very carefully. Keep in mind that people are usually resistant to change, especially when it involves changing a process with which they are comfortable (and have been using it for a long time).
Carefully monitor how things go in the next weeks and months to ensure that the new process in meeting expectations. Also, monitoring progress will allow you to address problems as they appear.
Continue to include everyone involved with the new process and collect their feedback on how they think it is working. Being open to hearing their dissatisfaction or resistance can eliminate bigger problems that may appear. Also, continue to be flexible and regularly make small improvements so you can ensure the process stays efficient and relevant.
Business processes are a set of steps that are repeatedly used to reach a particular goal or provide a particular product or experience. When these processes work well, they will improve efficiency, effectiveness, flexibility, and reduce waste in your organization. An ineffective process causes frustration, delays, and increased costs.
Because the market is always changing, it is important to improve business process management to avoid having outdated, inefficient processes. Organizations must regularly improve business process management to remain competitive and successful. The key to improving BPM is to understand the current performance of the process, identify what level of performance you desire, and come up with a plan to achieve it.
Do you improve business process management regularly in your organization? What steps do you follow? Let us know in the comments!