11 Surefire Tips to Improve Productivity Through BPM Workflow

Learn to optimize output like the Fortune 500s, with a little help from your tech.

/bpm-workflow

Businesses thrive on organization. Regardless of size or type of business, being on top of your game means staying on top of the paperwork. The digital age is making this easier on all of us… but there are better tools out there than spreadsheets and databases.

Better business process management is achievable, with bpm platforms you can simplify task tracking into one convenient platform. BPM platforms use bpm workflow as its core component, allowing you to better map out the tasks ahead. This sort of organization helps you to take better charge of your processes, thereby getting ahead of the competition.

But we are getting ahead of ourselves. Not all of us know what it means to organize our processes, let alone how to complete tasks in the most effective order. Let us start from the beginning and take it from there, before we browse our best tips to improve workflow and therefore your productivity.

What is BPM Workflow?

Software like BPMApp might make BPM workflow a smoother process – but what is this innovative new way of running a business efficiently?

BPM workflow stands for Business Process Management workflow. BPM incorporates every one of those annoying little jobs you need to take care of everyday, to stop your business falling by the wayside. If a task can be written on a “to-do” list, then it is a process that can be managed for better outcomes. Often, these tasks can be streamlined in one way or another, so that they save time, money, or energy.

An example of good business process management is that of the Head Chef in a kitchen. He must prepare three dishes for three different clients, but he must make sure all three dishes are ready at the same time, to leave the kitchen to serve a single table. He (or she/they) must oversee production so that each task takes place at the right time. If properly orchestrated, the three plates will come together at the same time, without any food being allowed to get cold. If done correctly, he will have three happy customers. If not done correctly, he/she/they will not remain a head chef for long!

So, BPM workflow can be thought of as your daily to-do list when you show up to manage your business. Obviously, there are ways you can streamline it to make it easier for yourself. You might group all the tasks in a certain area of the building into one time slot, thereby saving yourself time spent going back and forth. You might find small ways to save money here and there, when you do these things, we refer to this as streamlining your BPM workflow so that it runs more smoothly.

The Importance of BPM

So why does BPM workflow matter so much? The tasks that you do on the day-to-day are those which take up most of your time. As we are sure you will agree, the more time you are able to free up, the more of it you can spend making money for your company. This means eliminating and automating as many small daily running tasks as possible.

Using BPM platforms allow you to take control of this time and helps you to spot and eliminate any wastes of resources. Since BPM workflow is essentially how you manage your business, investing in making it smoother is never time wasted. BPM platforms can centralize your workflow like a task manager for your working life. This then allows you to spot all the areas in which your BPM workflow can be improved.

How BPM makes BPM Workflow… Flow?

BPM platforms help you manage your processes by placing them all into one centralized location. They feature a dashboard from whence you can control and align your tasks, a job manager, which lets you plan in greater detail and even reminds you of when to do certain tasks, and automated workflows so that as many of your tasks as possible can be automated in a day.

This innovative and ergonomic software system lets you look at advanced reporting features, so you can track your analytical data in at-a-glance graph formats. Arguably better than all of this, it includes templates for forms that you can fully customize, allowing you to save time and profit via foregoing the search and download times.

BPM platforms are capable of being your one-stop-browser-tool for getting through your working day with ease. It lets you group tasks, organize them, and streamline them, all in the same space. It gives you an online platform where you can set other access points, so your team can plow through tasks as they appear.

If you find you struggle to get through your daily tasks at work, then this piece of software should be branded as an essential part of your toolkit. Best of all is that you get a free 30-day trial if you head over and start now.

Our 11 Top Tips for Better BPM Workflow Productivity Now that we know how to effectively engage BPM for better productivity, let’s look at other ways we can improve our output. Here are our top tips for BPM Workflow improvements, as told by the experts.

1. Streamline Regularly

The importance of regularly reviewing your system and processes should never be underestimated. Regularly reviewing your processes, tasks, and the management thereof, allows better productivity all round.

streamline regularly

2. Toughen up Security

Nobody wants to lose consumer data to hackers. If you want BPM workflow to improve, keep security tight and watch what comes and goes through your systems. Data breaches cost businesses an average of $3.92 million per scandal , so it is an important cost-cutting tool for you to avoid this for your firm.

toughen up security

3. Build a Map

Map out all the processes that are currently taking place in your business or organization. There are a dozen ways to improve them, but they all start with you recognizing the need for this improvement.

To get there, you need to have an accurate overview of all the tasks you control. Do not worry if you miss a few, you can add to your list as you go.

build a map

4. Ask your Teams

Those who execute the processes on a day-to-day basis are the ones most likely to be able to spot ways to streamline. Get them involved in the analysis stage of BPM optimization and they will give you vital feedback.

Your BPM workflow charts and lists should be easily seen and accessible for all, for this to work. Give everyone plenty of time to think about the ways you could improve – and listen to your staff. 9 times out of 10, they have already got suggestions on improvements… you just need to be present enough to ask.

ask your teams

5. Analyze the Data

Once you have feedback on how to improve processes, go back and analyze the tasks themselves on an individual basis. What can be done to improve them? How can you save time or money? Are the suggestions that your staff gave you feasible or are they unworkable?

Remember that there is data out with your BPM workflow to consider. If clients are seeing anything behind-the-scenes that they should not be during certain tasks, this needs to be considered and accounted for. If things regularly go wrong, or even if they are always smooth flowing – all this data collated can help you build a more complete picture of how your business works. In the business world, feedback is the key to success. Be sure you are using it wisely.

6. Redefine the Parameters

Now that you have looked objectively at the process, do you still have the same outlook as before? Does the process need updating? If you are using out of date machinery or software, this is the stage where you would examine, re-evaluate, and start with something better.

It might be that you need to alter the amount of money, time, or products, that you are spending to complete your task. By resetting the expectations surrounding the task, you can carefully monitor what resources are being exerted in its execution.

A word of warning, though. Redefine your parameters too often and you will end up with confused members of staff. There are only so many times they can adapt to changes before they start to become confused by it all. Do not forget that you need to train staff every time you reset those parameters, so the productivity, time, or cost saving bonuses need to be measured carefully to see if the new savings are worth the expended training costs.

7. Identify New KPIs

Your Key Point Indicators (KPIs) change every time you change your parameters. You should update them after every BPM workflow improvement that you make. KPIs allow you to measure success, so they are important tools for your own use. They should be quantitively measurable things, like an increase in revenue, less inventory used, or a small growth in how much you get done of a day.

Let us use an example. If you spend an hour a day answering emails and you want to streamline this process, you can make changes to the bpm workflow in a variety of ways. Have a secretary answer your emails, automate the system so that the right mails reach the right departments without your intervention… there are any number of ways to update the way your firm handles emails, all of which benefit you by freeing up your time.

By having really clean sales data, creating a sales culture where people can overachieve, setting KPIs that drive actual results and consistently monitoring, measuring and adjusting them, I’ve really been able to improve many parts of business development here at HubSpot. -Hubspot director of business development.

Now… originally, your KPI for answering your emails might have been how quickly you could get through them when you arrived in the morning. Some mornings might be entirely devoured by answering emails… some mornings you might be finished in a half hour. If you redefine your bpm workflow so that your emails go elsewhere, you can no longer use this KPI. A better one could be measuring how many emails get to the correct departments using the software system. It might be in measuring response time, or in measuring how much you can make now that this time has been freed up.

KPIs should always be relative to the task at hand. You can learn more about them (and what makes a good one) over on Investopedia if you are still confused.

8. Clearly Define the New Operational Procedure

If your new procedure is not fully rolled out with the support of a training program if needed, how do you know it is improving BPM workflow? Your new procedures need to be clearly outlined and passed on throughout the company, so that everyone is on the same page. New ways of working are not effective if some of your workforce are still using the old ways.

9. Training and Implementation

Whenever you put together a new procedure – or redefine an old one – you need to retrain your teams, so they know what they are doing. Only when everyone is fully clued up on the changes should they be rolled out.

10. Gather Data

Once you have your new BPM workflow system up and running, you will need to immediately gather data to test its efficiency. If it is not performing as well as or (preferably) better than your old system, then the time spent training, researching, and developing, has all been wasted.

Although gathering data is a vital part of all this monitoring, do keep in mind that initial numbers will not be one hundred percent reliable. With any new system, expect mistakes for the first week or so. After this, your data should start to level off and be more complete.

11. Check In

Once you have created your new process, check in regularly while applying your data gathering techniques. Only when you are sure the changes have been a success should you move on to making others. Remember, new techniques take time to be rolled out properly. If you do not give your team time and allow for a certain number of mistakes, you are likely to do more harm to your own productivity than good. Give it time, work hard, and eventually you will have a more accurate overview of your business world.

BPM Workflow Wrapped Up

Tools like BPMApp can improve your BPM tasks exponentially. Following our hot tips, however, is the next best thing. If you are of a mind to incorporate both into your business, you should see vast improvements in your BPM workflow in a fairly short period of time.

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