Process management: definition, main benefits and our take on BPM softwares

Can you imagine getting to the office every day and finding out that each time you pass through the door, things are done in a different way? Funny, maybe for some time. Productive and efficient, definitely no. It is precisely to avoid this kind of surreal situation that business process management methodologies were created. 

The situation we just described may be a bit exaggerated, but it is definitely rooted in reality. Maybe you won't have to reinvent things every single day, but without processes, you end up improvising a lot, and that is not a positive thing in this context.  

Having a method and a definite way things are done in your company is a path towards efficiency and productivity. If this is what you are looking for, here is what we prepared for you: 

• What is business process management? 
• Why is process management important for my company? 
• Is it worthy to hire a process management software?

Get ready to learn more! 

What is process management? 

A business process is a series of tasks that you need to accomplish in order to do something. The "thing" you need to do may be related to any step of your journey to deliver a product or service to your client, or it can be related to your company's operations. 

For example, your recruitment can be a process, the packaging of the goods you sell can be another process, and the delivery can be a third one - just to give a few examples. 

Now that you know what a business process is, we can define business process management (BPM) as a methodology that will orient you towards designing, implementing, monitoring and improving your business processes. 

Not to be mistaken by workflow automation, BPM focuses on a continuous gain in productivity by looking at how things can be done in a more efficient way - that is, achieving better results with less effort. 

In fact, not all processes can be automated. Some processes are more structured, have a predefined and predictable path. Others, on the other hand, are unstructured and follow a less predictable path towards the completion of the task. The first processes are better candidates at automation than the second, but both are important for the good functioning of your company. 

Why is process management important for my company? 

Managing your processes has a number of benefits that we are going to explore in this topic. But, ultimately, it is a way to have more well oiled operations in your company. 

When you don't have processes for the tasks that need to be accomplished, you must reinvent the wheel on a regular basis. And this is the formula to time consumption and frustration, not to mention the risk of not reaching your strategic goals. 
Read more about the main benefits of BPM below. 

Operationalize your processes

Although describing your processes is of essence, it is not enough for an efficient process management. What makes the whole difference is being able to actually execute so said processes.

Having a structured process management program means you will have all your processes formalised and will keep record of all actions. This will enable you to keep track of your KPIs, check your progress, assign tasks and keep your operations running even in the absence of a key member of the team.

Pinpoint operational weaknesses

More than a practice, business process management is a mentality, and your ultimate goal is to always look for ways to improve how things are done. This will allow you to identify and tackle your operational deficiencies. 

Normally, most companies face resistance when they propose changes in the way things are done. But if you incorporate BPM, change will be part of the game and it will be easier to get the team on board. 

Optimise costs and investments

Once you start to monitor your processes closely, you will have a closer look at your workflows. This will allow you to fix things promptly, eliminating bottlenecks and adjusting your operations to the reality of the company. 

This control over your operations should give you a clearer view on how your money is being spent. Thus, you can make wiser decisions about where to invest and how.    

Shorten onboarding for new employees

Let's say your company doesn't work with designed and monitored processes, and every employee has their own way of doing things. When one of your team members change jobs, you will have a much longer onboarding process, because the new person will need to figure out by themselves how to do their job. 

When you do have organised processes, on the other hand, the new talent has a starting point. Of course, they might suggest modifications on the process to make it even better - and that is exactly the idea -, but it will be easier for them to understand how things work and fit right in. 

Become more agile

Once you have your processes designed, implemented and monitored, the ship is sailing at cruise speed. Whenever you need to make changes, they will be easier to incorporate and your team will respond quicker. This will reflect upon your whole company, turning it into a more agile engine. 

Is it worthy to hire a process management software? 

Many people believe business process management is a tool, not a methodology, The confusion is due to the fact that, in the current market, having a software is virtually mandatory for an optimal management of your processes.

Of course, there are many companies that still run their operations with the help of spreadsheets. But, with businesses becoming ever more complex, the task starts demanding for more potent tools. 

A BPM system will make your process management easier and much more efficient. Take ScriptorServer by Viatecla, for example, a low code highly personalizable solution. The software allows you to design your processes, assign people responsible for each stage or task, monitor your KPIs in a simple way and generate reports with just a few clicks. 

Besides, the software also helps you preserve knowledge within your team and facilitates the communication among team members. Since everyone can have access to the visualization of the processes, they can all check the status of each task, how close they are to their goals, what needs to be done and when and who they should speak to in case they have questions regarding a specific process or task. 

If process management is a tool that will help your company gain in efficiency and productivity, ScriptorServer is the tool that will optimise your BPM. 
Tell us your needs and let us help you implement a digitalised and intelligent business process management culture in your company!