Realizing a structured business process

Loads of Excel lists, hundreds of e-mails and a lack of exchange of information which is generated in these processes, most organizations know the struggle. Organizations are often already trying to structure the web of business processes. Only these processes are interpreted and executed differently by the different layers in the organization. A good organization of the business processes in combination with the right digital platforms are the solution. This often sounds very complicated, but you can start today by applying the basic principles that Nimble uses. 

1. Process-oriented thinking

The first step is to change the way of thinking from randomly performing tasks to process-oriented tasks. But doesn’t this result in much less job satisfaction? Not at all! The tasks that are classified according to processes are often the tasks that we dislike the most. For example, administrative tasks such as entering Excel lists, maintaining email conversations and excessive meetings where actually no decisions and action points are recorded. By efficiently organizing these tasks in a process-oriented way of working, there is time for the really nice things about our job: the creative process, creating value for customers or members, new internal and external collaborations and after all this has been done, even an extra cup of coffee with that colleague you speak less to is possible. 

2. Transparent business processes through BPMN processing

A tool that helps to provide insight into business processes is Business Process Modeling Notation (BPMN). BPMN serves as a map or drawing of all processes that take place within a department or organization. Nimble uses Bizagi for this, but there are also other free tools available. 

 Making the processes transparent shows easily where unnecessary steps take place. It also clearly shows the relationships and dependencies between different departments and functions. It is important when analyzing the steps to get back to basics by asking the question: what does this step add to the end product or to the customer experience? Probably some steps can be avoided or rearranged if this question cannot be answered clearly. You then determine which action or information follows at each step. Are there actions that are duplicated or is there information that is used by multiple departments? Then this can be better coordinated. 

3. Coordinate applications with each other via a best of breed structure

Applications play an important role in this. Many organizations have applications that promote collaboration, efficiency and effectiveness. Consider, for example, the CRM system (Microsoft Dynamics, SalesForce, etc.) or email marketing applications (MailChimp, Spotler, etc.). A risk is that there is often overlap in the applications and that different departments use different applications. This ensures that data is transferred, and that data is not stored centrally, creating the risk of data loss or outdated data. A simple example is that one colleague who always manages to work in a copy or old version of the Excel file that is not up to date. Or data of potential leads that are stored in the email marketing application but are not visible to sales staff in the CRM system. 

 When all processes within an organization have been mapped out, it can be determined who uses which information and applications. Are there perhaps multiple applications with the same purpose or is there information in applications that would be relevant to other functions or departments? If this is the case, the efficiency and reliability of the processes can be improved by better deploying or linking applications. By better deploying applications, you increase efficiency within processes. 

TIP: The developers of the applications you use are continuously making improvements that may (partly) solve your problems, so try that button you have never seen before and keep yourself informed about the developments in this area. 

4. Accelerate business processes

As an organization you can achieve a lot yourself in terms of efficiency and reliability of business processes. But by means of digitizing business processes, integrating systems and smart dashboards that analyze and visually display data, business processes are taken to the next level. This is possible by using one database to which all systems and processes within an organization are linked. This is called a best of breed structure. The advantages of using this are that: 

  • Information is stored centrally 
  • Relevant data is pushed to internal and external stakeholders 
  • Data is no longer missing, inconsistent or duplicated 
  • Business processes are clearly and visually displayed 
  • The business processes can be fully tailored to the customer 

 

Would you like to know more about digitized business processes or the integration of systems in a best of breed structure? Then contact us!