Everything in a company is a process. The creation of quotations, time recording, purchase requisitions… these linear or conditioned sequences of tasks represent the organization’s know-how. Setting up a process management system (whether or not ISO 9001-compliant) means that all operations can be carried out, controlled and optimized.
In addition, some process management software enables you to digitize your company’s activities by creating customized workflows, connecting existing software andautomating non-value-added tasks.
But how do you set up simple processes? How can we ensure that they are adopted by all employees? In this article, after a theoretical section, we’ll be revealing some tips and methods to help you make simple progress with this approach.
What is Process Management?
Definition – Process
A process is an organized and conditioned set of tasks designed to achieve a business objective. Steps may be consecutive or simultaneous, individual or collaborative. Each step is associated with resources, stocks, tools, software and data.
A company is therefore made up of multiple processes covering all its activities. But how do you ensure that all employees follow the instructions that guarantee the company’s productivity and quality?
Definition – Process management
Process management is a method for managing processes and making them operational. It enables each process to be mapped, equipped and optimized.
This approach focuses on satisfying customer needs and continuously improving performance. In particular, adopting a process management system ensures the efficient collection of data leading to various business analyses.
There are 3 types of process management: documentation, digitization and automation.
- Process-based management via documentation. Historically, this was the first step for companies moving towards maturity in this area. The aim of this approach is to understand exactly how a process works, map it out and then share it with the teams to make operations more fluid. These documents and procedures are often in paper or pdf format, and have the major drawback of being difficult to update and not very popular.
- The next two types, which are relatively new, aim to make processes tangible for operational staff. They create a guided experience: the right tasks, for the right people, at the right time. They deliver rapid efficiency gains:
Process management through digitalization.
With process management software, otherwise known as BPM software, each process is designed as a computerized, 100% customizable workflow. Thanks to dynamic forms, validation circuits, etc., the process evolves efficiently from one employee to another. The instructions are then automatically followed by the teams. As a result, you no longer have to concentrate on following procedures, but only on quality or deadlines.
Partial process automation
Beyond digitization, this approach enables you to connect your company’s software at every stage of the process. A data entry can be sent automatically to several software programs without effort. And conversely, specific data from a software application (e.g. customer lists, invoice lists, etc.) can be automatically displayed to employees without complex searches. A process is thus built up as a set of “human” and “automated” tasks, freeing teams from non-value-added tasks.
Process management objectives
Ease of working for teams
Each process, supported by BPM software, is made operational and executable. Non-value-added tasks are automated (such as data entry, updates and information retrieval). Teams enjoy a guided and comfortable experience.
Connect company software
Connecting business software, CRM, ERP and HRIS reduces the need for multiple entries, complex searches for information, and the disorganization of collaborative work. They automate and free teams from non-value-added tasks.
Process management
Team management is made easier for managers and directors. BPM software provides tools for monitoring and measuring activity. Instructions are followed, and managers can focus on quality and deadlines.
Productivity improvement
These platforms make it easy to optimize your processes, improve efficiency, cut costs and break down silos. Start by simply digitizing the process, then correct any sub-optimizations along the way.
Harmonizing practices
No more team interpretations and shortcuts to instructions. No more siloed, individual Excel spreadsheets. You no longer have to monitor task completion. Spend more time on quality and reducing deadlines.
Traceability and control
Data travels seamlessly between existing software and people. Guided experiences consolidate company know-how. Relevant data can be analyzed to improve process monitoring and steering.
How do you set up a process management system?
Step 1 – Understand your process with a quick audit
Each process needs to be studied at the very least, to ensure that we understand exactly how it works before we digitize and automate it. To do this, we recommend a process audit tailored to your needs.
Don’t hesitate to involve your colleagues in this exercise. This collaborative approach will facilitate the project’s change management.
We reveal a simple, guided method for carrying out a process audit in the article opposite.
Find out more in our article on how to conduct a process audit.
Step 2 – Mapping your process
Process mapping or modeling is a fantastic tool for your digitalization project, enabling you to represent know-how and share it easily with your teams. A flowchart presents all the tasks, roles and tools used. Interfaces between teams and software are identified for greater efficiency.
Step 3 – Choose the right BPM software and set up your first process
Although we’d love you to use our no-code Lapala software, we’ve written an article comparing the various process management solutions on the market (Nintex, Appian, ProcessMaker, Iterop, Kissflow…). There are many factors involved in choosing the software best suited to your needs: price, implementation methods, functionalities…
In any case, don’t hesitate to try them out for yourself, or get in touch with the sales representatives for these solutions.
Each solution helps you, in their own way, to create an initial process to prove the effectiveness of their process management software.
Step 4 – Continuous process improvement
Process management solutions have one major advantage: they naturally highlight optimization opportunities as they are used. The simplicity of these tools means that parameters can be adjusted autonomously, without the need for a complete restructuring of the company. This flexibility contributes directly to continuous performance improvement.
It is also advisable to create communication channels enabling employees to share feedback and identify friction points in their day-to-day activities.
Conclusion: A new method and a new tool that will change your business.
The implementation of a process management system, whether documentary or digital via BPM software, represents a major optimization lever to enhance the value of your know-how.
Deployed progressively and collaboratively, this approach not only automates non-value-added tasks, but also efficiently connects the company’s various software applications, while guaranteeing better traceability of operations.
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