Once you have integrated a BPM software in your business, comes the next step- How to implement it properly. An entirely new method to everyday business operations cannot be rushed in. It is necessary to make sure everyone is clear about what needs to be done, so as to avoid confusion. Also, if the employees are not clear about the software and its use, it can cause resentment and a drop in morale. As necessary it is to choose the right BPM tool, it is equally necessary to adopt a good implementation strategy. It is even more vital if this is your first time automating your business process. We have a few tips on how you can efficiently introduce BPM in your office ecosystem
1. Make sure your team is informed:
If your team is aware of what automation means, it is good. If they are not, it can be rectified. It is always a good idea to sit with your employees and explain them the merits of the automation while clarifying any doubts they might have. Yes, believe us, there will be doubts. The first and foremost thing that most people would worry about is automation resulting in layoffs. Clear their doubts, inform them that BPM automates the workflow to make it smooth. Inform them of the benefits of BPM. Let them know that BPM is an enabler. It helps them do more with less effort, and in less time, increasing their efficiency while considerably reducing their workload. Make sure that all existing tools that your organization uses have been integrated with the new BPM software which shall make the transition smoother.
2. Start with small workflows
Make sure you start small and slow. Trying to automate everything will result in more chaos than clarity. Start with processes that are easily manageable in the manual setup. That way, your employees are aware of the workflow, and the transition to the automated BPM is easier. These small processes act as stepping stones towards a completely automated business environment. Another very important point is to make sure that when you automate a workflow, it should not be drastically different from the manual approach to the same workflow. This helps avoid unnecessary confusion. An easy way to achieve this is to involve the same people in implementation of the automated workflow who were a part of the manual version. This helps your team to readily accept the software and work method.
3. Keep it easy and simple
Many workflows require multi-level approvals by admins or managers or others in the organizational hierarchy. This means that your workflows have to be neatly structured with proper validations, so has to reduce errors. Also, these processes need to be simple and easy to use. BPMs are designed so that they can be used without having an expertise in coding or computers even. However, if a workflow is too complicated, it negates this advantage. For example, if you have to automate travel reimbursement process, make sure you create a form with all the required fields like invoices, dates etc. Include easy to use , maybe drop-down options for approving, and clearly define a hierarchical access. This helps maintain order, while helping people with zero knowledge of computers easily adapt to the new work environment.
4. Implement data access protocols
When working with automated processes, always implement proper data access protocols. This is necessary to avoid unpleasant situations in the office environment. Data like peer review reports, appraisal reports, budget allotment etc. can be sensitive to people, and hence should be accessible only to people who are authorized. This can be easily done, as BPMs come with access protocols that are easy to implement. IBISM also offers section level access protocols for forms that enable users to make certain sections visible, hidden, or read only. Similar protocols are available for all workflows, tasks and data.
BPMs are automating businesses everywhere. If implemented properly, they can help your business grow at a tremendous rate. If you are planning to implement a BPM in your office environment, but aren't sure how to proceed, or how to implement workflows, contact IBISM. We will be happy resolve all your queries and also provide you a free demo. Happy automating!
Published on Mar 22, 2018