Managing internal orders can quickly become a real headache without the right strategy.
You may already have encountered data entry mistakes, endless processing times, or poor coordination between different departments in your company.
These issues can not only affect your productivity, but also the satisfaction of your internal and external customers.
In this article, you will learn how Business Process Management (BPM) can transform the management of your internal orders by covering the following points:
- 1️⃣ Definition and benefits of BPM.
- 2️⃣ Steps to implement BPM in your internal processes.
- 3️⃣ Practical case of implementing BPM in an SME.
- 4️⃣ Using AirProcess for internal order management.
- 5️⃣ Benefits of order traceability.
- 6️⃣ Key performance indicators (KPIs) to monitor.
By the end of your reading, you will be able to understand the principles of BPM, identify the steps needed to implement it in your internal order management processes, and use tools like AirProcess to optimize your processes. So, without further ado, let's start with a definition of Business Process Management and its benefits for internal order management.
1) What is Business Process Management (BPM)?
Business Process Management, or BPM, is a structured and organized approach to addressing and solving problems.
BPM uses pre-established, logical steps that make it possible to improve and automate a company's processes.
a) The benefits of BPM for internal order management
Using BPM offers several advantages for managing your internal orders, including:
- Reduced human errors thanks to automation.
- Improved productivity by eliminating redundant tasks.
- A real-time overview of order performance.
- Easy implementation of new strategies according to market needs.
2) Definition of internal order management
Internal order management encompasses all processes and systems used to track, manage, and execute orders within a company.
This includes supply requests, service requisitions, and transfers of products between different departments or sites.
3) How to implement BPM in internal order management?
To easily implement BPM in your internal processes, you should follow the steps below.
a) Analyze your existing processes
A thorough audit of the current state is a crucial phase of your project.
Indeed, it requires a detailed assessment of current procedures, which will allow you to detect practices that are not working properly and potential improvements.
Thus, a deep understanding of these processes highlights the bottlenecks present in the system.
b) Define your objectives
Once the analysis is completed, clearly define your objectives.
Whether it is to reduce order processing times or improve real-time tracking, each objective should be specific, measurable, and realistic.
c) Select a BPM tool suited to your needs
There are many BPM tools available on the market.
Each tool offers various features such as workflow customization, data analysis, and much more.
Of course, the right tool selection will depend on your specific needs and the volume of your orders.
4) Practical case: implementing BPM in an SME in three steps
Imagine a small company specialized in supplying spare parts.
This SME wants to improve the management of its internal orders with BPM.
Here is how it could proceed step by step.
Step 1: process mapping
Mapping consists of drawing a graphical representation of each step in the lifecycle of an order.
This helps to precisely visualize where the problems are located.
Step 2: implementing a BPM tool
After choosing a tool like AirProcess, the team configures the workflows to automate repetitive tasks.
Step 3: user training
Ensuring a successful transition requires proper training of employees on the new BPM tool.
Indeed, training enables a quick onboarding, ensuring that everyone uses the tool optimally.
5) Example of an internal order management process with AirProcess
a) Submitting the request
It all begins with an employee who identifies a specific need, whether for office supplies, spare parts, or any other product required for their activity.
They fill out a detailed form in AirProcess, specifying the products concerned, required quantities, and any other relevant information.
b) Request validation by the purchasing department
Once the request is submitted, it is automatically routed to the purchasing department for validation.
The purchasing department then assesses the relevance of the purchase request and may review the budget.
2.1 The request is approved
If the request is deemed justified and compliant with internal criteria, it is approved by the purchasing department.
This approval automatically triggers the generation of an order.
2.2 The request is rejected
If the request does not meet the criteria or contains inconsistencies, it is rejected.
The employee is informed of the decision and can, if necessary, make changes and resubmit their request.
c) Generating the supplier order
For approved requests, AirProcess automatically generates an order for the relevant supplier.
This automated process eliminates human errors and ensures that all necessary information is correctly transmitted.
d) Automatic sending of the purchase order
Once the order is generated, AirProcess handles the automatic sending of the purchase order to the supplier.
This mechanism ensures good communication and helps reduce delays and the risk of oversights.
For example, in a manufacturing company, a technician can easily request spare parts via AirProcess.
After validation by the purchasing department, the order is immediately transmitted to the supplier, ensuring a quick delivery and preventing any production delays.
Similarly, in a service company, office supplies can be ordered smoothly thanks to this well-structured and automated process.
6) Detailed presentation of AirProcess
a) General presentation
AirProcess is a no-code platform designed to simplify the creation and management of workflows.
With more than 25 years of expertise in business process optimization, AirProcess allows you to transform and automate your operations without requiring programming skills.
b) Key features
1) Creation and management of workflows
Simplicity and speed: you can create workflows in minutes thanks to an intuitive interface.
The drag-and-drop system makes it easy to define the workflow steps, the actors involved, and possible decisions.
Customization: AirProcess offers the ability to customize each step of the workflow to meet your company's needs.
This includes defining actions to be taken, notifications to be sent, and conditions to be checked.
2) Flexible forms
Field types: the platform offers 21 field types to create rich and varied forms.
Among them are text fields, number, date, time, AI paragraph, dropdown list, checkbox, progress bar, and many others.
Built-in editor: the integrated form editor allows you to improve the layout of forms with simple clicks and drag-and-drop features.
This ensures an ergonomic and efficient user interface.
3) Custom views
Data configuration: users can configure their views by selecting columns, applying filters, and defining sorting criteria.
Data can be grouped and aggregated across multiple levels for a better overview.
Efficient navigation: the side navigation bar condenses all necessary information, and users can choose between a tabbed presentation or a single view, according to their preferences.
4) Automation and integration
Automated events: AirProcess automates tasks such as printing shipping labels, sending invoices, and sending notifications.
Integrated workflows ensure that all steps are followed without manual intervention.
Integration with other systems: the platform can connect to other information systems (ERP, CRM, etc.) to synchronize data in real time and ensure consistent management of all operations.
c) Other use cases
1) Customized CRM
Customer management: AirProcess allows you to build a tailor-made CRM with all the fields and indicators needed to track customers.
You can define your own sales pipelines and automate repetitive tasks.
2) Human resources
Recruitment processes: you can create tools to manage recruitment processes, training, and contractual documents.
Workflows allow you to track each step of the process, from application to hiring.
3) Project tracking
Project management: AirProcess facilitates project management by integrating all parameters specific to the activity.
Specifications, documentation, and deliverables can be centralized in a simple and accessible tool.
d) Security and confidentiality
Data security: AirProcess ensures the security and confidentiality of data by hosting information exclusively in France, with an HTTPS protocol that guarantees the protection of data in transit.
Access control: each application creates a dedicated, compartmentalized, and secure database accessible only by authorized users.
Even members of the AirProcess team do not have access to application contents without authorization.
7) Continuous improvements and re-evaluations
Integrating BPM is far from a one-off initiative.
It is necessary to conduct regular evaluations to ensure objectives are met and to make necessary adjustments according to the evolution of the market and technologies.
8) How is digitization transforming internal order management?
a) Through traceability and transparency.
Thanks to digital systems, each step of the order process can be tracked in real time.
Management software offers traceability features that allow you to know exactly where each order stands.
For example, a manager can see if an order has been approved, shipped, or received, which improves transparency and the ability to react quickly in case of an issue.
b) Through flexibility and customization
Digital tools offer great flexibility and can be customized according to a company's specific needs.
Thus, AirProcess allows you to create tailor-made workflows adapted to the internal processes of each organization.
For example, an e-commerce company can configure AirProcess to handle demand peaks by automating certain tasks and adjusting validation parameters based on order volume.
c) By improving productivity
By eliminating manual and repetitive tasks, digitization enables employees to focus on higher-value activities.
Time savings achieved through automation and system integration translate into increased productivity.
For example, the purchasing department can focus on negotiating with suppliers and optimizing costs rather than on administrative order management.
9) What are the main challenges you will face in managing your internal orders?
a) Coordination issues
1) Lack of communication between departments
One of the major challenges in internal order management is the lack of communication between different departments.
For example, the sales department may place an order without informing the purchasing department, which can lead to duplicates or errors in inventory.
2) Coordination with suppliers
Coordination with suppliers is important.
Poor alignment can cause delivery delays, which would affect the entire supply chain.
For example, an urgent order for raw materials can be delayed if the supplier is not properly informed.
b) Data entry errors and manual processing
1) Manual order entry
Manual entry of orders is a frequent source of errors.
Typos, incomplete or incorrect information can delay order processing.
For example, a typo in the ordered quantity can lead to overstock or stock shortages.
2) Data processing and integration
Data integration between different systems can be problematic.
If inventory management and ordering systems are not well integrated, this can lead to inconsistencies and data errors.
10) What are the benefits of order traceability?
a) Improved inventory management
With better traceability, you can optimize your replenishment processes and thus accurately forecast future needs and place orders at the right time.
b) Increased customer satisfaction
Internal customers can track the status of their orders in real time, which improves their experience and satisfaction.
With better traceability, you can quickly identify issues and take corrective actions before they seriously impact other departments' satisfaction.
c) Compliance and accountability
Certain industries, such as food or pharmaceuticals, require strict traceability to comply with regulations.
Good traceability ensures that each product can be tracked throughout the supply chain, guaranteeing compliance.
For example, in the pharmaceutical industry, each batch of medicine must be traceable from manufacturing to distribution.
11) What KPIs should you track to measure the effectiveness of your order management?
a) Order processing time
1) Order processing lead time
The order processing lead time is an essential indicator to evaluate efficiency.
It measures the time elapsed between receiving an order and its complete processing.
2) Delivery time
The delivery time measures the time required for an order to be delivered to the end customer.
A short and predictable delivery time is key to maintaining a good customer relationship.
3) Validation time
This KPI measures the time taken by the purchasing department to approve or reject a request.
A short validation time ensures that urgent orders are processed quickly, minimizing disruptions in the supply chain.
b) Order accuracy rate
1) Data entry error rate
The data entry error rate indicates the number of incorrect orders due to human mistakes.
Automation and integrated validation systems, like those offered by AirProcess, can reduce these errors and improve order accuracy.
2) Order return rate
This KPI measures the percentage of orders returned due to errors or non-conformity with customer expectations.
A high return rate may indicate problems in the order management process or product quality.
c) Costs related to order management
Cost per order includes all expenses associated with managing an order, including processing, shipping, and returns handling.
For example, by using automated systems for order management, a company can reduce its costs and improve profitability.
d) Customer satisfaction
The customer satisfaction index measures customers' satisfaction with order management and delivery.
Regular surveys and feedback can help identify areas for improvement.
The complaint rate is a direct indicator of customer satisfaction.
A low complaint rate indicates that customers are generally satisfied with order management and deliveries.
12) Conclusion
In this article, we explored in depth how Business Process Management (BPM) can transform internal order management.
We defined what BPM is and its benefits, including reduced human errors, improved productivity, and real-time performance insights.
We then discussed BPM implementation, emphasizing the importance of analyzing existing processes, setting clear objectives, and choosing suitable tools like AirProcess.
We also examined a practical case and common challenges in internal order management, as well as the benefits of traceability and the main KPIs to monitor.
Internal order management is a complex challenge for many companies.
With growing operational complexity and demands for speed and efficiency, integrating BPM and digital tools becomes essential.
The traceability, automation, and customization offered by these technologies not only improve internal processes but also enable you to meet customer expectations more proactively and accurately.
To deepen your knowledge on the digitization of internal processes and discover innovative tools for your company, we invite you to explore our other articles and resources available on our website.
You will find practical guides, case studies, and demonstrations of our BPM and no-code solutions such as AirProcess.