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Methods for streamlining business processes with expert process consulting

By putting into place streamlined or simple processes, you can improve the productivity of your company or organization. This would be obvious. Streamlining serves this specific aim. Whether your organization handles patient care, virtual technology sales, product shipping, employee onboarding, or virtual technology sales, simplifying business procedures can increase overall productivity.

What Does It Mean to Streamline Something?

According to its definition, streamlining is the process of making something simpler or more effective. By making sure the phases in the process are uniform and repeatable, for instance, you can reduce the task of preparing and mailing bills to clients.

What Does It Mean to Streamline a Process?

A business process is a collection of routine steps completed in a specific order to complete a task. All activities are part of a task. A task itself may be an ongoing process or a one-time event.

For instance, you might complete paperwork, give a new hire a workplace tour, set them up with tools and a workspace, and introduce the team members. You have some documentation to fill out in this situation.

Returning to the process of billing customers, the first step in figuring out the tasks that go into generating invoices might be to document this procedure. Once your workflow has been recorded, you can discover tasks that can be automated or removed altogether to create a more efficient invoicing procedure.

What Is Streamlining Business Processes or Operations?

Different organizations will have different levels of business process formality. A formal process typically has documentation, whereas an informal process happens without any forethought or planning. A streamlined business process produces quicker results with fewer issues.

Software solutions for managing business processes and workflows are specially made for streamlining and automating corporate operations across departments. Numerous business divisions can benefit from streamlined processes:

  • Human resources and administration: New employee onboarding
  • Sales and marketing: Follow-up email distribution
  • Finance and accounting: Vendor invoice submission
  • Operations: Product delivery
  • Procurement: Product orders
  • Management: Employee review

Benefits of Streamlining Business Processes

According to recent research, only 32 percent of U.S. workers were engaged in their jobs in 2015. Streamlined corporate procedures enforce accountability, explain work responsibilities, eliminate errors and speed up progress. As a result, doing so can raise employee morale and promote employee engagement.

Processes that are streamlined are advantageous for companies of all sizes. The following are some other benefits:

  • Increased efficiency, productivity, agility, and profits
  • Improved communication
  • Documented procedures and greater visibility into processes
  • Reduced errors, holdups, silos, missed deadlines, and redundant work
  • Improved compliance with industry standards
  • Simplified employee training
  • Improved employee adoption
  • Streamlined team coordination

How to Choose the Business Processes to Streamline

Each organization employs a wide range of business processes daily. Others might not be as effective as others. There are several techniques to spot these ineffective processes. Unsatisfied clients, rising costs, and overworked personnel can identify complicated processes. Not all inefficiencies are obvious. An excellent approach is to list all business processes, classify them by department, and rank them in order of significance.

How to Streamline Business Processes

You can start streamlining once you have identified and prioritized all business operations. This necessitates understanding the procedure and recording each step or activity undertaken to accomplish the goal. The steps below should be used to streamline a business process:

  • Identify the goal or result.
  • Break down the process into discrete steps or tasks.
  • Analyze the process steps, perform value chain analysis, evaluate handoffs, and identify bottlenecks.
  • Gather input from those who perform the process and related tasks or who benefit from the process.
  • Identify unnecessary activities.
  • Identify redundant activities.
  • Identify activities that can be automated using technology.
  • Redesign/automate tasks.
  • Request resources to deliver on the process.
  • Communicate process plan and gain stakeholder/management support.
  • Offer training.
  • Define key performance indicators (KPIs).

The size and kind of your business will influence the scope of the work needed to streamline your operations. For instance, a small corporation might not need stakeholder approval, whereas a huge enterprise will need buy-in from stakeholders and different levels of management.

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Streamlining Techniques

Six Sigma, a set of techniques and tools for process improvement, was developed in 1986. Even now, the manufacturing sector, in particular, still uses Six Sigma to enhance processes.

Even if each company and sector has its special methods for process optimization, process mapping is a strategy that most businesses use to increase productivity. Flowcharts, process models, and workflow diagrams are other names for this that are frequently used. The participants in a process are all made clear by a process map. To find areas where the organization may improve, process mapping is used.

Below you will find sample business process maps:

  • Flowcharts: Graphical illustrations of your processes.
  • Swimlane Diagram: Delineates accountability in a process by placing tasks and activities within the swimlane of the appropriate employee, team, or department
    Swimlane Diagram
  • Value Stream Mapping: A lean enterprise technique that is used to improve the flow of materials and information in the production of a product or service.
    Value Stream Mapping
  • SIPOC (suppliers, inputs, process, outputs, customers): A visual overview of a business process.
  • Gantt Chart: Used in project management to map project tasks and schedules.
    Gantt Chart

Depending on the industry, several additional methods for business process management may also include the following:

  • GUT Matrix
  • BASICS Matrix
  • Root Cause Analysis
  • Systems Diagrams
  • Impact Analysis
  • Risk Analysis
  • Cause and Effect Analysis
  • Value Chain Analysis
  • Fishbone Diagrams
  • Brainstorming
  • Customer Experience Mapping
  • The Change Curve
  • Business Case preparation
  • Kotter’s 8-Step Change Model
  • Kaizen
  • Petri-Nets
  • Universal Process Notation

Once you construct the process map, you may begin analysis. This is one of the most crucial steps in process improvement. Your analysis will discover significant problems that need to be addressed.

Other common philosophies and analysis techniques include the following:

  • Gap analysis
  • Root cause analysis
  • Observation
  • Value chain analysis
  • 5 Whys analysis
  • Cause and effect
  • Impact analysis
  • Risk analysis
  • Failure mode and effects analysis (FMEA)
  • Business Process Modeling and Notation (BPMN)
  • Customer experience mapping
  • Lean
  • Total quality management (TQM)

Technologies to Streamline Business Processes

Business process management is a concept that is strongly related to TQM, continuous improvement, Six Sigma, and Lean process improvement methods. The administration of business processes has grown to be a significant source of revenue for software providers, who have created a wide range of cutting-edge solutions to optimize workflow.

These tools are designed for gathering, automating, measuring, and enhancing company operations. The details of some business/workflow process automation programs are provided below.

Business Process Management (BPM) Software: Business processes are viewed as important assets by the discipline of business process management, which is part of operations management. These assets must be controlled and explicitly defined to provide value. BPM software aids in the automation and optimization of business processes for enterprises. According to Gartner Peer Insights, a BPM platform must contain, at the very least: a graphical business process modeling capability, a process repository to manage the modeling metadata, a process execution engine, and a state management or rule engine. Current BPM solutions are used in digital transformation initiatives to meet agility and speed requirements. These solutions are intelligent, quickly generate new applications, and have mobile capabilities.

Customer Relationship Management (CRM) Software: The business's interactions with its clients and prospects are the main emphasis of CRM systems. The goal of developing customer connections calls for the importance of process efficiency.

Enterprise Content Management (ECM)/Enterprise Document Management Software: ECM solutions manage, store, preserve, and provide content to processes throughout an organization. CRM and BPM software are tightly integrated with ECM software.


What to Look for in Business Process Modeling Tools

One component of business process management is business process modeling. Business process modeling seeks to compare present procedures to desired outcomes. Users that use visual documentation can better comprehend and evaluate the tasks, occasions, and assets involved in a process. Process discovery, process mapping, and process simulation are all included in business process modeling.

When evaluating business process modeling tools, consider the following criteria:

  • Easy for business departments to learn
  • Easy for IT teams to discuss with and teach to other departments
  • Inexpensive and industry compliant
  • Includes an integrated workflow editor tool with a graphic interface
  • Ability to simulate workflow before implementing

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