Business Process Management Software: Definition, Key Aspects and Common Mistakes

Business process management software can improve the company’s workflows. The only stipulation is to implement it correctly and avoid certain mistakes.

Business process management, known also as BPM, is quite an established notion. Nevertheless, the official definition of this term was relatively recently developed.

What Is Business Process Management Software

Specialists say that BPM is a discipline, which involves the set of measures used to model, automate, execute, control and improve a company’s business workflows. All these procedures are aimed to support the organization’s business goals, its staff, customers, and partners, as well as the internal systems of the enterprise. Many people mistakenly think that business process management software is a separate tool or solution, which can be used in isolation from other processes within the given company. In fact, such systems are by nature the combinations of interrelated activities focused on automation, prioritization, streamlining and monitoring of the business’s workflows.

Look, for example, at bpm’online: this cloud-based business process management software involves a variety of processes concerned with the company’s life and development. A user chooses certain tools and features and implements them in order to satisfy the needs of his business. For instance, he can employ email-marketing tools, lead management tools, productivity tools, use the 360-degree overview of the customers, the system designer, and so on. This CRM software can be easily aligned in accordance with the user’s requirements and needs; therefore, it’s not exactly accurate to call it a single solution, it’s rather the set of interrelated and integrated processes that serve the shared objective.

Let us discuss some other mistakes concerning BPM platforms.

Standard Errors about Business Process Management Software

As a rule, most companies make the same mistakes when implementing the chosen BPM system. Let us have a look at them and discuss the ways of their avoidance.

Taking on it alone

Most commonly, high-level executives feel like having all the answers to possible questions. They immediately assume that it won’t be difficult for them to implement a new system and make the most out of it. As a result, they start the process without consulting other departments, employees and other members of the team and soon they face a number of unexpected problems. Therefore, it’s very important for the managers to discuss the new business process management system with the stuff and listen to their requests and desires. Besides, the reps should have the possibility to share their opinions about how the platform operates, how it can be improved and so on.

Not listening to other people’s opinion

Remember that every member of your team has a certain degree of exposure to the new BPM software. This is why it’s up to you to consider everyone’s opinion about the chosen solution and ensure that the process of its implementation represents a collaborative effort. Specialists note that it is very important to reach common ground on how the platform will be used. It is the first step to make the BPM project as efficient as possible. At the same time, you should not let one opinion have too much influence on the outcome of this process. Let it be a many-sided project where everyone made his or her contribution.

Giving vague tasks and responsibilities

When you implement the chosen business process management software your staff receives a variety of new assignments. They have to monitor organizational charts, use workflow management tools, create the series of automated email campaigns and perform a number of other tasks. Make sure their missions and responsibilities are clearly defined. It is very important to agree with your employees about how their work will be measured and make sure they have understood all the aspects of this agreement.

Not reviewing the results of work

Implementation of the business process management platform is never a one-time endeavor. It is a long-lasting process implying constant changes and improvements. Therefore, you and your team should pay special attention to reviewing the results of the project. Set aside some time to determine whether the implementation of the chosen solution (or certain steps of this process) was successful or not. Ask your reps whether the project has satisfied their expectations. Gather this data, define the most successful stages of the work and then decide, which tasks and decisions were the most influential in the process of BPM software implementation.

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Expecting too much from the chosen business process management software

Often the company’s managers expect that a new solution will turn around all their business processes. Having implemented the selected platform they wait for the great increase in their revenue and feel disappointed when it doesn’t take place. If you don’t want to be disenchanted with the new BPM solution, get ready to small, scarcely noticeable results of its work. Sooner or later, the system will gain traction. All you need is a bit of patience and persistence.

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