How to manage business processes?

What is BPM

Business Process Management will allow identify, and then improve company processes. It is a comprehensive approach that includes activities:

• usually implemented at a company-wide level, affecting all departments within its organisational structure;
• tightly integrated - the process management system should ensure a rapid flow of material, information and capital resources;
• oriented towards achieving the company's strategic goals, such as increasing profits.

Business process management aims to ensure that the company can respond effectively to the customer needs. BPM enables the rapid implementation of solutions, for example in the field of automising processes.

The concept of optimising business processes can be twofold, so it is not just organisational, covering the entire business. A BMP is also encountered tool, which is used to support business decisions. It can be useful, for example, when it comes to deciding what requirements to place on candidates for certain positions. However, an organisational BPM is usually chosen because it will allow comprehensive improvements to be made.

What elements does the BPM model consist of?

The most important role in the BPM is played by IT solutions, systems that allow data to be processed quickly and can be automatically exchanged between different departments of the company. Systems such as the following are very popular Robotic Process Automation. They are particularly useful for optimising processes of a repetitive and routine nature, including office processes.

Building an effective business management system requires isolating and defining:

• the strategic objectives to be achieved by the organisation in the long term;
• the data that will be used as the basis for decision-making - they should be easily measurable so that they can be compared over specific time periods;
• the responsibilities of individual people who perform tasks in the BPM system.

Beyond this, it is worth determining which data visualisation tools will be used. These can take the form of simple charts or tables, as well as dashboards that include a graphical interface to facilitate the presentation of information. It is also important to isolate measurement systems, which should be uniform across the company. An example is the BSC, or balanced scorecard.

Business process management and workflow

Although the BPM and workflow are closely related and are tools for improving the functioning of the company, it is nevertheless possible to see important differences between them.

• The BPM concerns optimisation of all processes, while workflow focuses on modernising the flow of information.
• BPM encompasses both operational issues and a strategic approach to managing an organisation. Workflow is narrower in scope, as it seeks to define how documents circulate within a company, including the roles that individual employees play in the process. It also addresses how data is processed.

Effective business process management is not possible without workflow. Only the simultaneous application of both concepts will make it possible to introduce into an organisation process thinking and achieve tangible results.

What company business processes does BPM cover?

BPM should cover the company's activities in every area of its operation. These are implemented at 3 levels.

• Management refers to the decision-making processes that set the direction of the company. They occur at the highest levels, for example at board level. Internal audits are an example.
• Operational covers the core processes that will enable a business to operate in a given market. This includes production, marketing or sales.
• The auxiliary supports the main processes. The implementation of BPM relates, for example, to the area of employee recruitment or accounting.

In order to put the BPM concept into practice, it is necessary to identify and thoroughly understand every process in the organisation.

How to manage business processes?

BPM is sequence of events, which aim to achieve business objectives. They involve extracting and defining processes, then modelling and building an IT solution and monitoring the results. It is worth maintaining the right sequence of activities and ensuring close integration between them, as only then will BPM lead to the desired results.

Start by identifying current and future processes, which the BPM project will help you to do

At this stage, it is a matter of isolating all the processes that are and should be present in the company. It is worthwhile to carry out their maping, i.e. visualise the flows that occur within them. You can use flow chart, The value stream map is a tool that makes it easy for you to use symbols to determine the order in which your processes should be carried out. Another suggestion is the value stream map, which will show you how your products reach the customer and which resources are used during production.

Determine success factors and obstacles to performance

The next stage is process modelling. Involves the analysis of specific variables that can affect the efficiency of a company's management. An example is financial resources.

Implement and test a business process management application

This stage represents the essence of process management. As part of it, you need to build dedicated software that is ideally suited to:

• the company's strategic objectives;
• its organisational structure;
• market situation.

Building an application is not easy, as it has to take into account, for example assignment of tasks or workflows. To develop the right software, it is worth use the support of a professional agency, which will also take care of providing useful solutions such as access control systems or energy monitoring.

Constantly monitor and optimise business processes. Measure business indicators

BPM is proper management not only at the project implementation stage. The BPM system also allows business processes to be continuously monitored. This is needed to detect possible deviations from established plans or standards, for example with regard to production volumes. It provides the basis for initiating corrective action in the form of further optimisations.

What benefits does process management bring to a company?

With its ability to identify and streamline business processes, BPM will allow your company to increase efficiency in the market. This is important in terms of winning more customers and achieving competitive advantages.

Increasing flow rates

Process automation is the ideal way to optimise material (production), information and financial flows. This is done, for example, by eliminating paper-based workflows or replacing employees on the production floor with machines. In this way, your company will operate more efficiently.

Improving product quality

By defining processes, production can be improved. Knowing exactly what they are, will help to eliminate bottlenecks and reduce employee errors. Combined with automation, this will produce high-quality products that are free of defects. The result will be cost reduction, increased customer satisfaction and improved brand image in the market.

Better adaptation of the company to market changes

The BPM will accurately analyse the situations encountered, which will serve to improve future decision-making. By having access to comprehensive data on your company, you will be able to pursue your strategic objectives effectively, regardless of the market situation. This will be aided by the innovative activities that BPM will enable.