It’s easy to let your organization’s processes develop organically. But without intention and planning, inefficiency takes hold. Poorly planned processes lead to lack of standardization, bottlenecks and inconsistent outcomes.
The solution lies in business process management (BPM). This approach gives you a competitive edge by identifying areas for improvement and streamlining operations, serving as a strategic driver of efficiency, growth and agility.
Find out how process management improves your business processes through analysis, design and continuous improvement and get tips for starting a successful process management program.
What is process management?
Process management is a structured practice of designing, monitoring and optimizing workflows to ensure consistency, quality and efficiency. The goal is to streamline processes and align them with strategic goals, both in front-office and back-office functions. While structuring through formal methodologies like BPMN or Lean is an option, many companies choose less rigid or technical approaches.
The business impact of effective process management
It’s hard to overstate the importance of process management today. When implemented properly, process management reduces operational waste, improves resource utilization, enhances scalability and boosts decision-making through data. For example, an organization with optimized processes sees smoother onboarding for new hires, faster product delivery and fewer customer service errors.
In today’s data-informed business environment, process management is foundational to digital transformation and business agility.
Core elements of process management
Several building blocks of process excellence apply to any organization.
Process identification
A good process management system starts with identifying which processes matter the most at your organization. This includes any frequent, high-impact or error-prone systems. Think in terms of your strategic objectives and not just surface-level workflows.
Process mapping
Organizations use process mapping to visualize workflows. Tools like Lucidchart or Miro help teams map out processes from start to finish and show how they impact the organization. When engaging in process mapping, it’s important to include front-line managers and full teams to capture every aspect of the process, and to gain buy-in for further process management initiatives.
Process analysis
Once you identify and map processes, the next step is assessing inefficiencies, redundancies and value-added vs. non-value-added steps. It’s important to rely on data for this step, rather than gut instincts, to look objectively at processes to define what works and what doesn’t.
Process optimization
After identifying where and how to improve processes, it’s time to optimize your workflows. This includes eliminating steps, standardizing outputs or realigning responsibilities. It’s important to view this step as part of continual improvement, and not just a one-time fix.
Process automation
Automating processes is a powerful way to reduce manual work, errors and costs. For example, automated approval flows reduce the time managers need for approvals. Automatic scheduling and notifications save teams time, but must follow proper design to work properly — an automated but broken system is still broken.
The benefits of having a process management system
When done right, process management unlocks strategic advantages for business leaders who want to increase efficiency and improve efficiency.
Productivity
With good productivity management techniques in place, productivity skyrockets. Employees spend less time figuring things out and more time executing. Teams reduce delays by streamlining handoffs. The result is streamlined processes benefiting everyone.
Work quality
Efficient processes reduce variability and ensure team members consistently follow best practices. The quality of work improves and teams spend less time fixing errors.
Cost savings
Companies that implement process management techniques save costs throughout the organization, mostly in labor hours. With the right processes in place, team members make fewer mistakes, which means less rework. This saves the company in overtime and manual oversight.
Employee satisfaction and engagement
When employees have a clear understanding of how they’re supposed to do their work and what goals to aim for, they’re less frustrated. Defined expectations and workflows lead to better performance as well. This increases employee satisfaction and engagement, which leads to lower rates of absenteeism, turnover and burnout.
Adaptability
Continuous improvement is integral to process management, with companies constantly search for the right tools and methods for perfecting operations. The result? Organizations that manage their processes effectively are better prepared to pivot or scale operations in response to market changes.
Risk management and compliance
Operational compliance is a key issue for many organizations. Process management enhances documentation and controls, which makes it easier to meet regulatory standards and fulfill audit requirements. By optimizing your workflows, you avoid costly non-compliance or litigation.
Customer satisfaction
Process management streamlines customer service workflows, leading to more consistent service delivery and faster issue resolution. The result is higher NPS and better customer loyalty.
How to create a process management system
Follow this practical step-by-step guide for leaders who want to build or rebuild their systems.
Step 1: Define your goals
First, ask yourself what you’re trying to solve or improve with process management. Be as specific as you can and include measurable KPIs. For example, set a goal of reducing customer response times by 30%.
Step 2: Identify your processes
Take a look at how your existing processes function now and map them out. Include back-office workflows such as HR and finance as well as customer-facing workflows like delivery or customer service. Prioritize your processes based on impact, frequency or how inefficient they are today.
Step 3: Analyze the processes
Once you’ve outlined what processes matter to your business, it’s time to analyze them to find pain points. Use data to find workflow slowdowns or bottlenecks and ask teams where they feel processes break down.
Step 4: Redesign the processes
Outline what needs to change and how to change it. Simplify workflows, clarify responsibilities and owners and document everything clearly. Many of your processes may work fine now but face impacts from other process improvements.
Step 5: Implement the redesigned processes
Put your new processes to work. Communicate changes clearly, train your teams and set expectations. No process functions well without employee buy-in, and change is difficult for teams if you don’t communicate why it’s necessary.
Step 6: Monitor and continuously improve processes
Remember: process management is an ongoing system. Monitor performance, gather feedback and revisit your processes regularly to continuously improve.
How to improve process management
Regardless of your business, here is actionable guidance for driving process excellence across your organization.
Foster a culture of continuous improvement
Encourage feedback loops from all levels of your organization and work to make small, iterative improvements. Recognize and reward process innovation to motivate employees to communicate fixes that work.
Invest in training and development
Teams need clarity on both the why and how of process changes. Involve employees in training to ensure they understand why processes are the way they are.
Leverage data and technology
Use analytics to track performance and uncover efficiencies so you don’t rely on gut feelings. Workforce analytics tools like ActivTrak measure process adherence and time allocation to guide your decision with data.
Align processes with strategic objectives
Ensure all processes support broader business goals – not just departmental tasks. This eliminates “busy work” and gives teams a reason behind the process.
Promote cross-functional collaboration
Silos are one of the biggest bottlenecks to process efficiency. Encourage teams to co-design and co-own processes spanning departments.
Take your process management to the next level with ActivTrak
Process management isn’t optional for businesses today – it’s a competitive necessity. Identifying and fixing process bottlenecks unlocks your company’s ability to get work done so you increase efficiency, lower costs and improve employee productivity.
ActivTrak helps you measure, optimize and scale your processes with objective data. By analyzing digital activity, you gain visibility into workflow bottlenecks, productivity benchmarks and markers of employee well-being. These insights allow you to make more informed decisions and set your teams on a path for success.
Ready to streamline your operations and empower your team? Explore how ActivTrak takes your process management to the next level. Schedule a free demo today.
