You may be wondering why the digitalization of processes is so important?
To understand well, imagine that your company has slow processes, inefficient workflows and paper-heavy operations.
That sounds frustrating, doesn’t it?
In this article, AirProcess explains the purpose of digitalization, how to set up a digitalization process and the key concepts to consider to carry out your project successfully.
After reading this, you will not only be able to understand digitalization, but also implement it effectively within your company.
So get ready to transform your processes and join the digital innovation movement! Now, without further delay, let’s explore the first aspect of process digitalization and how it can revolutionize the way you work.
1) Process digitalization: definition
Process digitalization is an overall transformation where companies integrate digital technologies (BPM, ERP, IoT, etc.) into their operations.
This transformation affects both business processes, data management, and the way people work.
It is therefore part of a digital transformation approach and can concern:
- The digitalization of accounting processes
- The digitalization of document processes
- The digitalization of industrial processes
- The digitalization of business processes
- The digitalization of HR processes
This list is of course not exhaustive, as the concept can apply to any type of organization.
2) The key to digitalization: workflow and business process modeling
a) Workflow: the foundation of digitalization
The modeling of business processes for a clearer vision
The heart of process digitalization lies in the notion of workflow.
It involves the precise modeling of business processes, illustrating every task, step and resource needed for their optimal operation.
b) The goal of workflow: fluidity and automation
Improvement and streamlining of processes
The main goal of a workflow is to streamline these business processes.
This includes identifying bottlenecks and inefficiencies in order to make them more agile and operational.
At the same time, a major part of this approach is implementing automation of business processes to increase productivity and reduce repetitive tasks.
3) What is the purpose of digitalization?
The main objective of digitalization is to improve company performance by optimizing processes and leveraging digital technologies.
Well, this transformation offers the advantages below:
- Productivity and automation: digitalization boosts productivity by automating repetitive processes. This simplifies tasks, improves the flow of operations and minimizes human errors. Automation becomes a major lever for operational efficiency.
- Service quality and information management: it also improves service quality. With easier access to data, management becomes more agile, contributing to an enhanced customer experience. The digital workflow ensures better traceability and optimizes business process management.
- Cost reduction and innovation: digital transformation helps reduce costs by eliminating costly manual processes and excessive paper use. It also encourages innovation, opening the way to new working methods and the emergence of novel products or services.
- Adaptability and responsiveness: digitalization makes companies more adaptive to market changes. It enables quick reactions to customer needs through flexible and modular processes. Agility becomes a key factor in competitiveness and growth.
- Integration of advanced technologies: by integrating technologies like AI, digitalization transforms information systems. It encourages the use of new digital tools, from big data to cloud solutions, thereby improving business processes.
- Collaborative involvement and agile management: it fosters a collaborative environment. Dematerialization and automation of processes make information sharing easier and strengthen process-based management. Decision-makers can thus manage effectively while actively involving employees.
Ultimately, digitalization is not just a trend, but a true strategic necessity.
Its adoption radically transforms company processes, providing a multitude of advantages ranging from productivity to innovation.
Therefore, embracing these changes means preparing for a future where competitiveness and success are defined by the ability to evolve with the digital world.
4) What does digitalization mean?
Digitalization is a broad concept that encompasses all transformations related to the use of digital technologies.
It notably includes:
- Digitalization: digitalization is much more than a simple trend. It is a global transformation involving the integration of digital technologies into all aspects of a company. This digital shift affects both internal processes and customer relationships.
- Dematerialization (the shift to digital): the shift to digital starts with dematerialization. Goodbye paper, hello digital! Documents and data move to the cloud, making access and sharing easier and more secure. It is the first step toward a more agile and less cluttered work environment.
- Automation: thanks to sophisticated software or robotics, repetitive tasks are handled automatically, freeing employees for higher-value assignments.
- Connectivity: in our digitized world, everything is interconnected: objects, systems, people. The Internet and wireless networks weave a dynamic network, facilitating communication and collaboration both internally and externally.
- Mobility (access without limits): mobility is the freedom to access and use digital resources regardless of location. Working from a café or while traveling has never been easier. The boundary between the office and the outside fades, offering flexibility and responsiveness.
- Interoperability (system harmony): finally, interoperability is essential. It ensures that various information systems communicate and exchange data smoothly. This allows coherence in the workflow, a clear overall view and rapid, informed decision-making.
5) How to set up a digitalization process?
Establishing a digitalization process requires a structured, methodical approach.
Thus, to succeed in your project, you can follow the following steps:
1. Defining project objectives and scope
To get off to a good start you must determine the objectives you want to achieve through digitalization, as well as the project scope.
So, a good starting point would be to ask yourself these two questions:
- 1️⃣ Which business processes will be digitalized
- 2️⃣ In which parts of the company
2. Analyzing existing processes
To optimize your processes, you must first understand how they currently operate.
It is therefore important to carry out a mapping of existing processes and identify possible points for improvement.
This step is like taking stock before starting the work.
Conducting this audit will ensure you don’t forget anything!
3. Evaluating available technologies
Digitalization relies on various technologies such as artificial intelligence and BPM software like AirProcess.
It is important to evaluate the solutions available on the market and choose those that best meet your needs.
So, to prepare your project well, AirProcess invites you to book a slot and attend a demonstration of its solution.
To take advantage quickly, click the button below now and let yourself be guided!
4. Designing the new process
Once technologies are selected, you must design the new process taking into account technical, organizational and regulatory constraints.
5. Implementation and rollout
You're all set!
Now the task is to implement the new process within the company.
This generally involves modifying information systems, training employees and communicating about the project.
6. Measuring results and adjusting actions
Finally, you must measure the results achieved through digitalization and adjust the process if necessary to reach the set objectives.
To reach perfection, adjustments will need to be made iteratively.
6) How does process digitalization improve performance?
By integrating digital technologies into its processes, a company can achieve significant performance gains.
These performance gains are identified and achieved through several levers.
- Streamlining operations: the digitalization of company processes leads to significant streamlining of operations. By removing superfluous steps, processes become smoother.
- Optimal use of data: another major advantage is improved data utilization. Digitalization enables simplified data collection, analysis and sharing. This provides more precise company steering thanks to dashboards and efficient information systems.
- Enhanced organizational agility: organizational agility must be taken into account. Digitalization makes companies more agile, allowing them to adapt quickly to market changes and respond effectively to customer needs.
- Faster decision-making: with information available in real time, decision-making accelerates. Decision-makers can react promptly, relying on updated data to steer the company in the right direction.
- Stimulating innovation: finally, digitalization stimulates innovation. It opens the door to new opportunities, encouraging the development of unique products or services. This allows companies to stand out in a competitive market.
Process digitalization is therefore a strategic lever to remain competitive in your market.
Thus, by adopting digital technologies, companies can not only optimize their operations but also gain in competitiveness and innovation.
7) The most commonly digitalized processes in companies
Each company has its own way of working and specificities depending on the industry it operates in.
However, some processes are commonly digitalized. Let’s now see which ones.
a) Production
The goal: optimizing monitoring and control of production.
In industries, digitalization plays a central role.
Indeed, it facilitates planning, monitoring and control of the entire production cycle.
With dedicated software, real-time monitoring, problem detection and implementation of corrective measures become easier.
b) Inventory management optimization
The goal: improving inventory management.
Digitalized inventory management allows adjusting stock levels and therefore minimizing costs.
Specialized software offers real-time stock monitoring, facilitates replenishment and effectively manages stock movements.
c) Procurement management
The goal: automating purchasing procedures.
Digitalization also transforms procurement management.
Software automates purchasing processes, from handling requests to dealing with suppliers, through order tracking and receipt management.
d) Optimizing maintenance through digital tools
The goal: efficiency and reduced maintenance costs.
Digital tools make it easier to plan preventive maintenance, track interventions and manage spare parts.
e) Quality assurance via digitalization
The goal: compliance and quality risk management.
In quality management, digitalization helps maintain compliance with quality standards.
Software enables monitoring non-conformities, implementing corrective and preventive actions, and tracking quality indicators.
f) Customer support
The goal: providing the best possible assistance to customers
This can involve collecting and processing complaints, handling after-sales service, or providing assistance in service areas.
g) Sales activity tracking
The goal: streamlining prospecting and getting to know customers better
Here, you track all actions implemented as part of sales prospecting, and also create a consolidated “file” containing everything related to the customer: orders, projects, assignments, interventions, billing, etc.
h) Project and task tracking
The goal: better organization and planning
By digitalizing your project management processes, you ensure that at any time you know all the tasks to be performed, what is in progress, what is overdue, as well as the human or material resources needed to complete the project. Ultimately, this promotes coordination among stakeholders and helps improve quality of your deliverables.
8) How to promote digitalization?
As we have seen throughout this article, digitalization is a powerful tool for staying competitive in your market.
However, if the topic is poorly managed, it can be rejected by the people expected to adopt the project.
So now, let’s look at some steps to follow to promote digitalization in your company.
a) Raising awareness and training stakeholders
Objective: educate and engage teams.
One of the first steps to promote digitalization is awareness-raising.
Indeed, it is extremely important to educate employees about the benefits of digitalization.
Regular training on the use of digital tools and best practices in digital transformation is recommended.
b) Leadership and role modeling
Objective: lead by example.
Management must set the example by adopting and valuing digital tools.
Engagement from the executive teams in the digitalization process is a powerful lever to encourage the whole company to follow.
c) Ready-made communication
Objective: highlight concrete benefits.
This means presenting the tangible benefits of digitalization, such as cost reduction, increased agility and improved customer experience.
Using real case studies and testimonials can be very persuasive.
d) Facilitating access to tools
Objective: provide the necessary resources.
To encourage adoption, it is important to provide easy access to the required digital tools.
This may include investing in management software, collaborative platforms or information technologies.
e) Recognition and incentives
Objective: reward digital initiatives.
Recognizing employees’ efforts in implementing digital solutions is a real driver.
Indeed, incentives, such as rewards or promotions for those who actively adopt digitalization, can boost overall engagement.
9) What are the advantages and disadvantages of digitalization?
1. Advantages
The advantages have already been discussed earlier; here we will simply summarize them in a few points.
- An increase in productivity.
- Process optimization.
- Improved customer experience.
- Increased agility and competitiveness.
2. Disadvantages
A risk to data security
Dependence on digital systems increases risks related to data security.
Companies must invest more in data protection.
A high initial cost
Implementing digital solutions can be costly initially, notably in terms of software purchases, hardware and employee training.
Resistance to change
Some employees may resist change, especially if they are not familiar with new technologies.
This can slow down the digitalization process.
Technological dependence
Heavy reliance on digital tools can pose problems in case of outages or IT malfunctions, affecting company operations.
10) Who are the actors of digitalization?
Actors are varied and their roles differ depending on their level of responsibility.
Let’s now examine the role of each actor.
a) Executive management and leadership
Type of actor: Strategic pilots of the transformation.
Executive management and leadership play a crucial role in digitalization.
They define the strategic vision, steer the project and provide the necessary resources.
b) Employees and collaborators
Type of actor: users and ambassadors of change.
Employees at all levels are essential actors.
They use digital tools daily and actively contribute to the transformation of business processes.
c) IT teams and digital specialists
Type of actor: technical architects and support.
IT teams and digitalization specialists, such as IT consultants, are the technical architects.
They deploy and maintain digital solutions.
d) Digital solution providers
Type of actor: partners in innovation.
Software and digital solution providers, such as ERP, BPM and SaaS companies, are key partners.
They offer the tools and support necessary for digitalization, such as our company AirProcess.
e) Customers and partners
Type of actor: active participants in the digital ecosystem.
Customers and business partners are also influential.
Their feedback and interaction with digitalized processes contribute to the evolution and improvement of digital strategies.
f) Trainers and educators
Type of actor: facilitators of digital skills.
Trainers and educators, internal or external, are essential to develop employees’ digital skills, ensuring a smooth transition to digitalized processes.
11) Conclusion
Process digitalization is a strategic revolution for companies.
To achieve this, it encompasses the integration of technologies such as BPM, ERP and AI, transforming business processes, data management and ways of working.
Key benefits include increased productivity, better information management, cost reduction and strengthened organizational agility.
This transformation is not just a technical change, but a profound cultural shift in the company.
It creates an ecosystem where agility, innovation and efficiency are the watchwords.
Companies that embrace this evolution position themselves to succeed in an ever-changing digital world.
By offering a flexible platform that natively integrates workflows, BPM, automation and AI, AirProcess guarantees to accelerate your process digitalization approach in a simple and smooth way. Contact us to evaluate together how to save a lot of time!
Frequently Asked Questions
1) Who uses digitalization?
The digitalization of processes comes in several types:
- Accounting: automation for more efficient management.
- Document management: moving from paper to digital for more agile processing.
- Industrial: IoT and other technologies to optimize production.
- Business functions: ERP and BPM to improve workflows.
- HR: digitalization for modern human resources management.
- Marketing: content creation pipeline and publication management.
- Sales: improving prospecting processes and customer knowledge.
2) What are the digital tools?
In the vast universe of digitalization, various tools stand out to revolutionize company processes.
Among them, BPM (Business Process Management) and ERP (Enterprise Resource Planning) play a key role in the modeling and optimization of business processes.
They promote automation, making operational tasks smoother and more agile.
CRM (Customer Relationship Management) solutions transform customer relationship management, offering an enriched and personalized customer experience.
Document management systems and digital workflow tools ensure effective handling of documents and processes, facilitating dematerialization and information sharing.
Finally, the integration of advanced technologies such as artificial intelligence and big data propels companies toward greater agility and competitiveness, while providing valuable insights through sophisticated dashboards.
These digital tools, essential to the digital transformation, help to manage company processes effectively, thus promoting continuous improvement and significant added value.
3) What is a digital strategy?
A digital strategy is an overall action plan designed to boost a company’s digitalization.
The goal is to harmoniously integrate digital tools into all processes. The idea is to make operations more agile, improve productivity, and transform the customer experience.