The Ultimate Guide to Managing Process in a Digital World!

Office space is all about handling work on time, keeping employee activities in a streamlined manner, and ensuring client/ customer deliveries are done on time. All three major aspects of every business are handled through process management.

After all, decision-makers and the top management are always after a predictable, automated environment to provide them the assurance that the tasks are being carried out. Process management is the long-standing answer to everyday office hurdles and to maintaining quality and deliverance at the promised hour.

You need to comprehend how the trend of objectification of the firm has persisted over the last few decades, where firms need to manage portfolios of multiple projects. With the increasing demand for business process management, a plethora of software vendors provides various process management solutions in the market, which increases day by day. However, it is found that less than 20% of organizations only use special software for process management and 83% of the firms use separate software for schedule and time management.

If you are looking forward to implementing and streamlining office workflows, the first and foremost is to understand how process management is done. The process helps improve the quality of overall tasks being handled in one place while providing the guidelines required for employees to understand their expectations.

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A Comprehensive Guide to Process Management

• What is Process Management?
• Components of the process
• How to perform process management?
• Measuring the Effectiveness of the Process Management
• Purpose of Process Management Systems
• Important benefits of having a Process Management System

What is Process Management?

Process management is the practice of creating, documenting, and implementing a process that manages resources in order to achieve the desired results. It is a systematic way of dealing with your business activities and tasks. This can include any job or activity that needs to be done in order to achieve a goal or objective.

Process management can be implemented to improve the effectiveness of your company by improving efficiencies, reducing costs, and increasing revenues. Processes are designed to make your business more efficient by making sure that all your important tasks are carried out in an organized manner. You should also have a process for monitoring the performance of each task or activity so that you can identify problems if they arise.

Process management comprises techniques, tools, and skills which can be used to control business processes within the organization. This term is generally used in business analysis, systems engineering, and in productivity studies.

Sometimes, people use process management and workflow management synonymously. But it is essential to understand the core difference between the two. Workflow management is all about getting multiple involved to do individual tasks in a specific way at a specific time, whereas process management is all about finding ways in which the organization’s process can be improved and be more coherent.

What is a Process?

A process is one of the easiest components that anyone can understand. A series of tasks will be combined into a major process that will sequentially be moved from one step to another. In order to make work more efficient, at times, parallel tasks will also be handled so that both of them can meet at a juncture and combine to produce the desired end result.

Processes work like a series of gears in a machine: They are interdependent but also isolated from each other by a barrier called “the wall”. Each process has its own wall around it so that when one process starts up, other processes can’t start up until their walls are down and they’re ready to work.

They always have a specific start and end point and will have a direction prescribed by a series of yes or no answers that will help determine how work is handled. An overview of the process will also provide deep insight into the bottlenecks that could or would affect the product or service quality.

The more processes you have running at once, the harder it is for them all to get started at once — which means that it takes longer for those processes to start up.

So if you want your business to be efficient and agile (both of which are good things), then you need to manage its processes properly.

A well-designed process will help you streamline your company operations and boost productivity. By automating repetitive tasks, you can free up manpower to focus on more value-added work.

Processes are the core of any organization. Without processes, there won’t be any organization, to begin with. Processes are also the way that people and systems interact with each other.

A good process has dependencies, allocation, rules, flow charts, and checklists. When all these elements are combined to execute a single huge process and expressed in a visual format, it is the primary objective of any Process Management System (PMS) that you use.

Besides, most firms rely on process management because it is an essential tool that allows employees/ teams to coordinate with one another to complete the tasks they were assigned in a productive manner.

Components of the Process

Process management is a little complicated and requires a great deal of attention to detail, communication skills and analytical skills, and the ability to meet the objectives of the project precisely. Managing the processes in an organization involves large-scale documentation of the ongoing process, evaluating them, and analyzing their efficiency to identify potential redundancies and bottlenecks and the overall process costs.

Those three factors remain the same in all process management regardless of the business sector. It is essential to adhere to a strict and formal process management process as it is bounded by the cost containment method. Knowing all the steps of process management and components of a process helps firms save a significant amount of time and resources.

The first step is to commence the purpose of process management, and it is time to start inputting all the ideas from different team members. It helps create a sense of participation and review the ideas so that the non-productive ones can be removed.

In a broader and easier-to-understand context, the major components in process management includes,

i) Assignee
ii) Assignor
iii) Files, data, or images involved
iv) Alternative solutions to failed steps
v) Authority intervention vi) Quality control

Based on the nature of the industry, some of these steps may or may not be applicable. Every process should include the person in charge and the one assigning the task as the major elements. Every other aspect can be altered according to the project, industry, or the expected output quality from the organization’s decision-makers.

How to perform process management?

Process management is better streamlined with the help of using business process management software. The decision-makers often handle the management work, but the employees are the sole users who use it on a daily basis to get their work done.

In another perspective, management is a term referred to as an application of the system. For example, when management needs to pass an invoice or has to hire a new employee, the entire task can be handled on a platform. Software like Cflow comes into the picture point as it provides the guidelines necessary for employees to follow.

An advantage is irrespective of how experienced or not they are, they will still be able to work with minimal guidance from others. Every instruction to follow and documents to collect will be listed on the process management software for their convenience.

Measuring the Effectiveness of the Process Management

You will need KPI and metrics for measuring how effective is your process management. The quote by Peter Druker, “if you can’t measure it, you can’t manage it,” became the topic of debate which makes KPIs and metrics to be the most important tools in steering solid process management.

A key performance indicator (KPI) is a measurable entity that provides useful insight into how well an organization performs and is achieving its goals. A metric, on the other hand, represents the target value for a KPI. The metrics are defined by the process initiatives, which set the target value and measure the current value, and set a target date for achieving the goals.

Having a well-defined KPI and metrics such as a balanced scorecard or Kaplan or strategy maps helps you set up a framework and business objectives. Some organizations have well-trained candidates for setting up KPIs and metrics.

Strategic KPIs and metrics are essential for each layer of the organizational structure so that every department can play a specific role in attaining the set objectives. It is highly important that you avoid any unscripted approach in listing the KPIs, and it becomes unmanageable.

So while developing the final set of KPIs for process management, you need to keep the following things in mind:

You need to include specific KPIs which can improve your process management scope. You should have both leading and lagging KPIs and metrics.

The leading indicators are the ones that focus on the company’s future actions and goals. They focus on agility and mobility and set up staging interventions to move the needle in the right direction. This is highly essential as they work in real-time project scenarios.

On the other hand, the lagging indicators focus on the past performance of the organization. The percentage of client calls done each month is an example of a lagging indicator. This is comparatively simple in assessing and tracking them using accurate historical company data.

In addition to the above, you need to include KPIs and metrics which would improve the quality of process outcome and enhances the timelines and efficiencies of process operations. So you need to be SMART in choosing the metrics. Have goals that are – Specific, Measurable, Attainable, Relevant, and Time-bound.

The effectiveness of the process management can intervene quickly and drive the KPIs towards the target aggressively. Have user configurable reporting periods and set alerts with multiple options with facilities for drill-down analysis. Export functionalities and have robust role-based security to allow personal performance metrics.

Effective performance metrics are essential for maintaining communication as it is critical for effective business operations. You can also improve process management through constructive feedback as has a better sense of interventions. This will help them improve their process improvement as a new initiative.

Purpose of Process Management Systems

The purpose of a Process Management System is to make office life easier, streamlined, and much more productive with less to no confusion at any point. Such perfection is achieved with the help of timely notifications, an easier-to-understand graphical user interface, inboxes feature to let people know what they should be doing next, and permissions based on role.

It will be evident who handled the particular task at the said time, which minimalizes the chance of an error. They will also have to take responsibility for both mistakes and credits that motivate employees to work harder and smarter in a constructive environment.

Important benefits of having a Process Management System

Process management helps you streamline your operations so that they deliver the results you need. It has three main functions:

Diagnose and control

Identifying the causes of problems and taking action to eliminate them. Understanding what drives success at different levels within a company provides information on how to improve performance at every level of your organization. Managing processes so that they deliver consistent results over time, reducing risk and increasing efficiency within an organization.

Retain projects better

A smart way to ensure even the most complex project is handled with the utmost professionalism. It secures the projects, decreases any delay in the release schedule, and lets teammates know what their utmost priority should be.

Improved workflow management

With a Process Management System in the center, handling all types of workflows and providing timely notifications, the way work is handled in any organization will be more precise and up to a point. Implementing new rules is easier than ever.

Access to the right information

Everyone in the team will not be able to access confidential files, which helps in compliance and reduce the chance of someone accidentally deleting it. Besides, role-based access ensures they are solely responsible for handling important documents and information which will not be shared with the rest of the team unless authorized.

Improve project deadlines and deliveries

When someone responsible for a file is not available in the team, it is easy to delegate the process to someone else. The system, even though it sounds trivial, could significantly improve the efficiency in project deadlines and assured deliveries or, in some cases, even earlier delivery that leads to better integrity with your clients.

Top Management can focus on business goals

Instead of using their valuable time on HR management and project deadlines, managers, team leaders, and decision-makers can better focus on customer management. It leads to more projects, the organization will be on a steady improvement rate, and everything is made possible by Business Process Management Software.

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Process Management Examples

Process management is not just about automating your business; it’s also about improving efficiency and effectiveness. Some companies use process management software as an automated way of managing their systems, while others still use traditional methods of flowcharts and manuals. Here are some real-world examples:

Aerospace manufacturer Boeing uses process management software to automate its complex supply chain system. The company has more than 100 vendors involved in the production process, which means that each vendor has its own set of rules on how to do things — from how much time should be spent on order to how much packaging should be used when shipping merchandise overseas for delivery. Boeing’s system allows suppliers to enter orders into their system using Excel spreadsheets, which automatically sends them along to other suppliers, who then enter new information into another spreadsheet file before submitting it back up

Process management is a system for ensuring the production of food, beverages, and other products in a safe and consistent manner. Process management systems control the flow of operations in manufacturing plants and food processing facilities. Process management also involves managing the processes used in the production of raw materials, semi-finished goods, final products, and packaging.

Process management software allows you to create detailed process maps for your facility so that you can better meet customer needs. It also provides you with the capability to manage all aspects of production, including planning, scheduling, monitoring, and control.

— Airline baggage handling is one of the most chaotic processes in an airport. To improve efficiency and reduce errors, a new system was implemented that automated the entire process. The system uses RFID tags to track each bag as it goes through the airport, with the information being stored in an electronic database. This allows for real-time analysis of passenger load levels, which enables airlines to make more accurate scheduling decisions. The system has also greatly reduced manual errors associated with baggage retrieval and placement on planes. It’s been so successful that other airports have adopted similar systems.

A customer service representative at a bank receives an email from a customer who is having trouble with their debit card. The customer service representative opens the email and finds that the user has typed in their PIN and then pressed ENTER twice. This must be what caused the problem, so this is a good place to start troubleshooting.

The first thing that needs to be done is to find out more about what happened. The customer service representative logs into the banking website and uses a browser to access the banking records for this account.

The customer service record includes all of the previous transactions, including how much money was withdrawn from the account, when it was withdrawn and where it was withdrawn from. The transaction record is also useful because it shows which form of payment was used (e.g., cash withdrawal or credit card).

The second step in troubleshooting is to confirm that this problem only affects this specific person’s account by checking another account where they have access to their PIN but have not yet made any withdrawals or purchases. If there are no problems with this other account, then it would seem likely that there is something wrong with this specific account’s settings or configuration.

Digital transformation is one of the most profound and influential developments of our time, leading to large-scale technological changes in work. Therefore, we need to create sustainable structures and expand environments without losing sight of the primary goal of what people and companies want. This is where process management comes to work outside your organizational hierarchy.

Process management, when done using the right software program, can go a long way in making everyone productive, organized, and be able to respond to queries with strong data. Cflow – Business Process Management Software can probably bring about the much-needed change in your organizational procedure with a whole lot of additional benefits.

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