The concept (or some would say buzzword) of “digital transformation” has been around for years. But it’s only in the last 18 months that we’ve truly relied on the modern workplace, and organizations have been rushing to get themselves and their processes up to speed.
With the increase of hybrid work environments, and some companies deciding to ditch the office for good, now is the time to invest in real digital transformation for your workforce.
In this blog, we’ll uncover how process management can form a key part of your approach to digital transformation, and how you can work to continuously improve your processes to keep your business up to date.
Understanding and taking control of your processes
First of all, some readers may be wondering what “process management” means. As the name suggests, process management deals with how your business processes are documented, managed, and optimized throughout your organization.
This encompasses a wide scope, including how employees work, how documentation and invoices are delivered and created, which departments deal with which tasks, and the instructions that sales and customer-facing teams follow.
Using process management, you can better understand your processes, gain greater control over them, and develop improvements and innovations. Essentially, you’re re-engineering how your business operates – and that delivers huge value.
Why process management is crucial to your digital transformation journey
Today, it’s becoming increasingly important that business processes are digitized, so that they can be accessible to workers wherever they are – on-site or working remotely. Digitization can standardize and streamline all kinds of vital processes, making them into efficient, well-ordered digital systems.
Process management is vital to this. Without proper process management, you can’t ensure that the new digital processes you’re creating are fit for purpose and that they’re as effective as they can be.
What’s more, applying digital process management software can allow you to gain new efficiencies and insights that you would otherwise have missed. There are many benefits – and we’ll examine them soon.
The three stages of process management
Now we’ll explore how process management actually works. Essentially, it can be boiled down into three stages:
- Mapping processes
- Automating process
- Analyzing processes
Let’s take a look at what each of these stages means for your business.
Process mapping allows you to gain the vital foundational understanding of your processes. It’s what everything else is built on, and even though it’s the earliest stage, it delivers great rewards.
Increasing awareness and transparency
Mapping out processes of each department helps to make the whole team aware of the bigger picture. By creating an accurate process map and making it available, not only can you standardize a process and make sure everyone is on the same page, but you also make your work more transparent too. Understanding the way others work builds an organization that is focused on the end product or service, rather than simply completing their tasks.
Identifying strengths and weaknesses
If you’re using process mapping software, you should be able to see where your processes are working and where there are bottlenecks and issues. This helps when drawing up reports and when for more informed restructuring. Knowing where there is room for improvement can help your organization scale with stability and will help during the analysis process later.
Process automation means that repetitive tasks usually carried out by employees can now be completed by automation software, which sometimes uses digital robots known as “bots”. This software is now more accessible than ever before, meaning all kinds of businesses can use it.
Saving time and effort
By using process automation software to streamline the way departments work, businesses can reduce the amount of time employees spend doing less valuable work and increase the time they spend adding real value through meaningful work.
Increasing employee satisfaction
Following on from the point above, giving your employees more meaningful work to do, and cutting down on repetitive boring tasks (by automating them) makes them feel more valued. That could be because they are indeed adding more value! In a somewhat cyclical fashion, these employees then also feel compelled to work harder and add more value to the company – perpetuating a positive and productive environment.
Streamlining your departments
Carrying out tests on your processes might reveal that there are manual areas of your business that could be automated, and therefore a whole department might be better utilized in another area of the business. This prevents overfunding inefficient departments and ensures that you’re getting the most out of your employees.
Once your new processes are in place, you need to be sure they’re working. Analyzing them in a number of different ways means that you’ll be best informed to make any changes.
Gaining insights from analytics
If you use process management software at your company, you will most likely have access to analytics data that show where your processes are working as well as which areas require some work
Consulting your team
Perhaps one of the best indicators of whether a process is working or not is how the team in question react to it. As the employees who are working in that specific area, they will be best placed to tell you if there’s an issue and they may even have an idea of how to create a solution. But you won’t know if you don’t ask.
Getting feedback from customers
It might also be wise to consult customer feedback to get a better idea of how well your processes are working. If a customer had to wait hours for a callback or their support inquiry wasn’t dealt with, your team may need to look into the relevant processes.
Start driving digital transformation with process management software
Businesses are made up of thousands of processes, big and small. There are thousands of variations as to how these processes could turn out. Process management is an effort to control these variations and use them to help improve your business.
Using process management software, you can understand, control, and improve these variables better than ever before. You can digitally transform every aspect of how your business operates, right down to the last process.
To find out more about the importance of process management to your company, watch our webinar digital transformation and how driving a successful business process management initiative can help you get there.