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Thursday, April 28, 2016

What to ask before you decide to invest in a business process management system (BPMS)

By Amira Chugunova

Business process management systems (BPMS) focus on helping an organization improve their efficiency and productivity. BPM systems strives for business process optimization, helping businesses to minimize their costs and maximize employees’ time and, eventually, increase their profits.

A lot of organizations spend a significant amount of time analyzing various business process management solutions, in search for the perfect match. Most of them end up finding a solution but they are not sure which processes should be automated in their workplace.

An issue arises when an organization is unsure whether to start by automating the easiest or complex processes. Finding out which processes will benefit most from automation can be tedious.
This article presents you with five questions to ask yourself before you make your final decision. Keep in mind that BPM solutions are offering a solution to your existing issues. As such, you should not choose a BPM system that is the most complex and not fully applicable to your organization’s needs (a good discussion on this topic is found here at LowCodeBPM.com).

business process management
How business processes are structured and integrated impacts overall operational efficiency

Is a paperless office more efficient and beneficial to bottom lines?

The first question that should be asked is if your business is very reliant on paper processes. To help you out with this one, a paper process could be a form that is sent around the office to multiple employees as part of a task.

Does delayed access to information cost your business money?

Question two is how long your employees spend searching for paperwork, documents, files, and forms necessary to complete their daily tasks. If they are spending a lot of time on such a basic tasks, you will benefit by using BPM system since it keeps all of your data and files in one place.

Is data duplication and transposing worthwhile?

A third question to ask is if some of the business processes require data multiplication by manually copying information from one system to another. For example, if your employees spend significant time transferring contact information of your clients from one system into another.

Do business process glitches waste time?

Fourthly, ask if you have ever been a part of, or heard of a situation in your work environment where a task is interrupted because an email “didn’t go through”. That email could have been crucial for the next step of the task. If this happens, BPM software is your system solution because all communication happens in one place, just as data and files are stored in the same place.

How many tasks are redundant?

How many repetitive, routine tasks consume a lot of your employees’ time. If an email needs to be manually sent out each day to remind clients of their payments, then you might as well implement an automatic process. The time you save can be put to great use in other parts of your business.

If you said “yes” to just one of these questions, you will certainly benefit from investing and implementing BPM in your organization. You can also speak to your employees and ask for their opinion. If a majority finds BPM solution to be beneficial, then you have a clear sign that BPM system will help your company. Most of the employees’ might have already used their creativity and created their own automated solutions. Why not help them out and unite your whole workforce with a unique BPM system that can be used across different departments.

About the author: Amira Chugunova is a business writer with an interest in Business Process Management solutions, such as JobTraQ.

Image: NIH.gov, USGov-PD