Have you identified problems in your business processes, redundant tasks, or frequent errors that slow down your company?
Are you wondering how to fix these issues without knowing where to start?
In this article, AirProcess will guide you in convincing your management to adopt a Business Process Management (BPM) solution.
You will discover:
- What BPM is and why it matters.
- The components of a BPM solution.
- How to assess your company’s needs.
- The specific benefits of BPM for different business functions.
- How to present the advantages of BPM convincingly.
- How to anticipate common objections and respond effectively.
- How to plan implementation and ensure successful adoption.
- How to measure success and continuously optimize your BPM solution.
By the end of your reading, you will be able to:
- Identify the needs and signs indicating that your company requires a BPM solution.
- Prepare a convincing presentation for management.
- Plan and ensure successful adoption by teams.
- Continuously optimize your BPM solution to maximize benefits.
So, without further ado, let’s start with a definition of BPM and its importance.
1) Understanding BPM
a) What is BPM and why is it important?
Business Process Management (BPM) is an approach that allows you to model, analyze, optimize and automate a company’s business processes.
For example, a company that needs to process customer requests can use BPM to optimize responses to customers, reduce associated delays and costs.
b) What are the components of a BPM solution?
A BPM solution generally consists of several elements:
The main ones are:
- A modeling tool to create process diagrams,
- A workflow engine to streamline task processing,
- Dashboards to monitor performance,
- An integration system to connect various information systems.
For example, a platform like AirProcess offers an integrated form editor and modular features, allowing the user to customize and automate workflows according to the company’s specific needs.
2) Identifying the company’s needs
a) What are the signs that a company needs a BPM solution?
1) Some of your processes are inefficient.
When business processes become inefficient, it is an obvious sign that the company needs a BPM solution.
Signs include long processing times, redundant tasks, frequent errors, or difficulty getting an overall view of ongoing tasks or files.
2) There is a lack of traceability and transparency
A lack of traceability and transparency in business processes also indicates the need for a BPM solution.
You must be able to track and audit your processes to improve overall company management.
3) Your teams have difficulty collaborating
Collaboration difficulties between teams can be another indicator.
If departments struggle to share information or coordinate their activities, this can lead to delays and errors.
For example, in a customer support department, lack of communication between technical and sales teams can lead to ineffective problem resolution.
This is why an integrated BPM solution, like AirProcess, facilitates collaboration by centralizing information and automating workflows.
4) Unmanaged growth
Rapid unmanaged growth can also signal the need for a BPM solution.
As the company grows quickly, existing processes can become obsolete and inefficient.
Thus, if a tech startup grows from 10 to 100 employees, it may see its management processes become more complicated.
BPM allows you to adapt and standardize processes to properly handle that growth.
5) There is customer dissatisfaction
Customer dissatisfaction due to slow or poor-quality service is a clear sign.
If customers regularly complain about response times or product and service quality, this may be due to failing internal processes.
Thus, when a company has customers complaining about slow responses to their requests, it could benefit from BPM to automate and improve its customer service responsiveness.
b) How to assess the company’s needs in terms of BPM?
To assess the company’s needs in terms of BPM, start with a detailed analysis of existing processes.
This will allow you to identify critical steps, their current workflows and friction points.
For example, in a financial services company, examine the loan application processing workflow, identifying steps where delays or errors frequently occur.
1) By identifying problems
List the specific problems encountered.
Indeed, if order processing times in a logistics company are too long, this may indicate a need for automation and process simplification.
2) By collecting stakeholder feedback
To do this, interview stakeholders, including employees and customers, to obtain relevant feedback in your information-gathering efforts.
Their comments may reveal problems and frustrations not detected during the initial analysis.
This is confirmed if customer service employees report difficulties in quickly accessing the information needed to resolve customer requests.
3) By evaluating compliance and traceability
Check whether current processes meet regulatory requirements and provide adequate traceability.
Indeed, lack of compliance or traceability can lead to sanctions or financial losses.
For example, in the pharmaceutical sector, insufficient traceability in the production process can lead to costly product recalls.
4) By analyzing costs and resources
Evaluate the costs associated with current processes, including human and material resources, and identify areas where savings can be made.
For example, if an inventory management process in a retail company requires a lot of labor for repetitive tasks, automation via BPM can reduce those costs.
5) By defining objectives
Clearly define the objectives the company wants to achieve with the implementation of a BPM solution.
For example, one objective might be to reduce order processing time by 20% within six months following implementation.
6) By selecting priority processes
There are often many processes in a company: identify the priority processes that will benefit most from optimization through BPM.
These processes should be critical and have a direct impact on performance.
For example, in a manufacturing company, the supply chain management process may be a priority to reduce costs and improve delivery times.
7) By simulation and modeling
You should use modeling tools to simulate current processes and propose improvements.
Indeed, simulation allows you to visualize the impacts of proposed changes without disrupting real operations.
3) Analyzing the benefits of BPM
a) Use quantitative data
Emphasize cost and gain analysis.
Present quantitative data to illustrate potential savings and efficiency gains.
To achieve this, explain how automating the billing system can reduce labor costs by 20% and increase invoice processing speed by 30%.
Tip: use charts to show the financial impact of BPM over a given period.
Play on return on investment (ROI).
Demonstrate the potential ROI using concrete calculations, especially on the time that could be saved and the corresponding financial savings.
For example, if implementing a BPM solution costs 3,000 euros per year and allows saving the equivalent of 10,000 euros per year in operational costs, the ROI is obvious and easy to demonstrate.
b) Present concrete examples
Arrange live demonstrations to show how BPM can solve problems specific to your company.
You can, for example, schedule a call with AirProcess for a live demonstration in the presence of your management.
In this way, they can take advantage of the exchange to ask questions and directly envision the project.
c) Respond to concerns and objections
Cost and project complexity.
Address concerns related to the costs and complexity of implementing BPM.
Explain that although there is often an initial investment, medium- and long-term savings and efficiency gains justify the expense.
Propose a phased implementation plan to minimize the complexity of the initial projects carried out.
Team adoption.
Reassure management about the ease of adoption by teams by showing examples of training and support.
You can, for example, detail how AirProcess offers training and continuous support to ensure a smooth transition.
4) Prepare a convincing presentation
a) Analyze the company’s specific needs
Start with an in-depth analysis of the company’s specific needs by identifying critical processes that can benefit from optimization.
b) Customize the demonstration as much as possible
Adapt the demonstration based on the identified needs.
To do this, use real company scenarios to show how BPM can solve concrete problems.
For example, simulate an order processing workflow to illustrate the streamlining of manual steps and the time savings associated. For this, you can request our AirProcess teams to quickly create a prototype: we can generally build a coherent prototype in less than 30 minutes with AirProcess.
c) Involve stakeholders from the start of the project
Invite key stakeholders to participate in the demonstration.
Encourage questions and interactions so they can envision using the solution.
Thus, you can organize a Q&A session after the demonstration to address their concerns.
d) What elements should be included in a presentation to management?
Quantitative ROI data: include quantitative data to illustrate potential savings and gains.
Present an ROI calculation based on concrete examples.
Case studies: use success case studies to show how other similar companies benefited from BPM. For this, we can also provide examples.
Charts and visuals: use charts and visualizations to make financial and operational information more accessible.
For example, a line chart can show the evolution of savings achieved over several years.
e) What concrete efficiency gains can be presented to management?
Automating repetitive tasks: show how automating repetitive tasks can free up time for higher-value activities.
For example, automating data entry processes can reduce errors.
Improved collaboration: explain how BPM can improve collaboration between teams.
For example, by centralizing information and automating workflows, sales and support teams can better coordinate their efforts.
f) How does BPM differ from other process management solutions?
By its flexibility and customization: BPM offers greater flexibility and customization compared to other process management solutions.
In fact, modeling tools allow you to create custom workflows tailored to the company’s specific needs.
By integration with existing systems: BPM can integrate easily with existing information systems via APIs, minimizing disruptions.
By continuous improvement: BPM enables continuous improvement of business processes through performance monitoring and analysis tools.
For example, interactive dashboards allow you to monitor key performance indicators and make real-time adjustments.
5) Anticipate objections
a) Concerns about high costs
Management may be concerned about the initial costs associated with implementing a BPM solution.
To address this, present a detailed analysis of potential savings and long-term efficiency gains.
Also, do not hesitate to remind them that in the case of AirProcess, the initial investment is very low, and that the platform subscription can be canceled at any time without commitment: the financial risk of launching a BPM project is therefore close to zero in case of failure, and can instead generate substantial benefits in case of success. Why not give it a try?
b) Implementation complexity
Concerns about implementation complexity are another common objection.
In this case, explain that although the initial implementation may seem complex, NoCode platforms like AirProcess make it extremely trivial.
Also propose a phased implementation plan, starting with the most critical processes and progressively integrating other processes: it is unnecessary and counterproductive to try to solve everything at once, and it is generally best to start with the simplest project so that employees can quickly see the benefits of BPM.
c) Resistance to change
Employee resistance to change can also be a concern.
Reassure management by emphasizing that training and continuous support can be provided by AirProcess.
d) A phased implementation plan
Reduce worries about complexity by proposing a phased implementation plan for the BPM solution, starting with a simple project.
6) Plan implementation.
a) How to plan training and adoption by teams for a BPM solution?
1) Assess training needs
Start by assessing the training needs of the different teams.
This will help you identify the skills required to use the solution effectively.
2) Develop a personalized training program
Create a tailored training program adapted to different roles and skill levels.
For example, offer specific training sessions:
– for managers, training focused on using dashboards and analysis tools
– for users, training centered on product usability
– for administrators, training focused on modeling your business processes
3) Use internal and external trainers
Find internal trainers who understand the company’s business processes well, as well as external experts to offer new perspectives and specialized skills.
To help you, AirProcess can provide experienced trainers to guide teams through the platform’s specific features.
4) A progressive training schedule
Plan training sessions progressively to avoid overloading teams.
For example, you could start by training the order management team before moving on to the customer support team.
b) How to ensure successful adoption by teams?
1) Stakeholder engagement
Involve stakeholders from the start of the project to gain their support and buy-in.
Hold regular meetings to discuss progress, challenges and successes.
Thus, you can create a steering committee made up of representatives from each department to oversee the implementation.
2) Maintain transparent communication
Ensure transparent communication throughout the implementation process.
Inform teams of the objectives, benefits and key project milestones.
Use newsletters, team meetings and collaboration platforms to share updates.
3) Pilot and continuous feedback
Launch a pilot project to test the BPM solution in a controlled environment before rolling it out across the company.
Collect feedback from pilot users to identify issues and make adjustments.
4) Implement a recognition and reward system
Celebrate and motivate teams by recognizing their efforts and achievements.
Set up a reward system for employees who adopt the new solution quickly and effectively.
For example, organize a meeting to celebrate the successes of teams and individuals who contributed to successful adoption.
7) Evaluate and optimize
a) How to measure the success of a BPM solution after deployment?
1) Define key performance indicators (KPIs)
Start by defining specific and measurable key performance indicators (KPIs).
These indicators can include process cycle time, error rate, operational costs, and customer satisfaction.
2) Monitor KPIs continuously
Use dashboards to monitor the defined KPIs in real time.
For example, an interactive dashboard can display the performance of inventory management processes, allowing you to quickly spot bottlenecks and implement corrections.
3) Analyze performance data
After collecting enough data, analyze it to evaluate the solution’s impact.
Compare performance before and after deployment to identify improvements.
4) Gather user feedback
Regularly collect feedback from end users to understand their experience with the BPM solution.
Organize feedback sessions and surveys to identify areas for improvement… knowing that you can also use a BPM tool like AirProcess to do this!
5) Conduct periodic audits
Conduct periodic audits to assess process compliance and the solution’s effectiveness.
These audits help identify divergences from initial expectations and make adjustments.
For example, an audit of human resources management may reveal inefficiencies in tracking applications, requiring adjustments.
b) What are the best practices to continuously optimize BPM?
1) Continuous process improvement
Adopt a continuous improvement approach using Lean Management and Six Sigma principles to continuously optimize processes.
Encourage teams to identify and propose improvements.
For example, organize regular brainstorming sessions to discuss improvement opportunities in production processes.
2) Continuous training and development of teams
Ensure teams receive ongoing training on new features and BPM best practices.
Regularly update the training program to include the latest innovations and techniques.
3) Use advanced analytics tools
Implement advanced analytics tools to monitor and optimize processes.
Use Business Intelligence (BI) solutions to analyze trends and performance.
For example, a BI dashboard can show an increase in order processing times during certain periods, enabling proactive measures to address it.
4) Regular process reviews
Schedule regular process reviews to assess their relevance and effectiveness.
Involve stakeholders in these reviews to ensure processes remain aligned with company objectives.
5) Adoption of innovative technologies
Stay on the lookout for new technologies and trends.
Integrate innovative solutions such as artificial intelligence and Robotic Process Automation (RPA).
For example, integrating AI into customer service processes can automatically respond to common requests, freeing agents to handle more complex cases.
8) Conclusion
Adopting a Business Process Management (BPM) solution is a strategic approach that allows you to optimize and automate a company’s business processes.
This article highlights the importance of BPM, the signs indicating the need for its adoption, and the concrete benefits it brings to various business functions.
We also covered how to prepare a convincing presentation for management, anticipate common objections, and effectively plan implementation and team adoption.
To go further and discover how BPM can transform your company, we invite you to explore our other articles on process digitization, advanced automation tools, and best practices in business process management.
These resources will provide valuable information and case studies to better understand and implement a BPM solution in your organization.
And you, what current challenges are you facing in managing your business processes?
Have you already considered moving to BPM to improve your operational efficiency?
FAQ
1) What are the current trends in BPM?
a) Intelligent automation
The integration of artificial intelligence (AI) and Robotic Process Automation (RPA) into BPM is a major trend.
b) Improved user experience
BPM solutions are increasingly focused on improving user experience.
This includes intuitive interfaces, advanced customization tools, and seamless integrations with other information systems.
A good user experience facilitates team adoption and maximizes the solution’s benefits.
c) Advanced analytics and real-time dashboards
The use of advanced analytics tools and real-time dashboards allows companies to proactively monitor the performance of their processes.
d) Cloud computing
Deploying BPM solutions in the cloud is a growing trend, offering benefits in terms of flexibility, scalability and cost.
Cloud solutions enable remote accessibility and easy integration with other cloud services, thus facilitating process management on a global scale.
2) Which sectors benefit the most from BPM?
a) The Finance sector
The financial sector widely uses BPM to automate and optimize processes such as loan application processing, account management and regulatory compliance.
b) The Healthcare sector
In healthcare, BPM improves patient record management, billing and regulatory compliance.
A hospital can, for example, streamline the admission process of patients, ensuring more efficient medical record management and better care coordination.
c) The Logistics sector
Logistics companies also benefit from BPM to optimize the supply chain, reduce delivery times and improve shipment traceability.
d) The Manufacturing sector
Manufacturing industries use BPM to improve production management, equipment maintenance and inventory management.
A factory can integrate BPM to monitor production lines in real time, detect anomalies and schedule proactive maintenance interventions.
e) The Services sector
Service companies, such as consulting firms and marketing agencies, use BPM to manage projects, improve team collaboration and optimize project management, billing and customer support tracking.
f) The Education sector
Educational institutions use BPM to improve administrative management, enrollments and course management.
A university can, for example, automate the student enrollment process or various administrative requests.