Business Process Optimization - Definition, Steps and Examples

How to Fuel Operational Excellence With Process Optimization

What is business process optimization?

Business process optimization is the practice of increasing organizational efficiency by improving processes. It’s a part of the discipline of business process management (BPM). Optimized processes lead to optimized business goals.

Some examples of optimization include:

  • Eliminating redundancies
  • Streamlining workflows
  • Improving communication
  • Forecasting changes

The rewards of optimizing business processes

Your organization is in constant competition and faces threat from other companies, disruptive technologies, and changing norms.

Optimizing business processes offers many benefits that can help businesses stay afloat in the tidal waves of change such as:

  • Market compliance
  • Streamlined operations
  • Reduced risks
  • Well-utilized resources
  • Consistency
  • Assured quality
  • End-to-end visibility

Business process optimization can be the secret to navigating choppy seas of the industry.

Steps to implement business process optimization

Planning is essential to make the most out of your business process optimization effort. Here’s a brief step-by-step guide to help you carry out a process optimization plan.

Step 1: Identify

Pick a problematic process you want to optimize. Define the purpose and goals.

Step 2: Analyze

Is the process meeting desired goals? Is there excess wastage you need to cut down on?

Step 3: Implement

Once you get rid of unnecessary elements, automate the revised process in its new form.

Step 4: Monitor

Take a micro and macro look at process performance and fine-tune it until you get desired results.

What does business process optimization look like in the real world?

Because optimizing business processes is one of the steps in the wider application of BPM, it often gets mixed up with other concepts like business process improvement or business process automation.

Here’s an example to showcase what business process optimization techniques look like:

A news website has a separate workflow to promote articles on various social media platforms. However, in reviewing its processes, the marketing team found that they were wasting a lot of time posting an article several times a day and coming up with unique messaging and images for each platform.

By looking back at the processes, the team took advantage of preparing multiple lines of promotional copy and images before an article went for publishing. Therefore, promotion was much more automated and the workflow was optimized.

How to choose the perfect process optimization software

With the countless process optimization software available today, finding one that’s right for you can quickly get overwhelming. Here are some critical capabilities that you should look for when shopping for process optimization solutions.

1. Automation

This feature is pretty much a no-brainer. Without automation capabilities, process optimization will be very challenging, if not impossible. Software options you’re considering should have visual workflow designers and intuitive form builders to make the effort simple for business users. They should also feature customizable notifications to enable a completely hands-off process.

Considering the growing complexities of business, it’s a good idea to invest in software that can help you optimize structured and unstructured work. Processes, projects, and cases all require streamlining in order to meet business goals.

2. Data and document management

Poor data and document management are contributing factors to a chaotic process. Good process optimization applications overcome these hurdles with cloud-based hosting, which facilitates a centralized database. They also enable role-based access control so that you can prevent unauthorized access to confidential data.

3. Collaboration

When companies grow beyond a certain size, they tend to fall into silo-ed patterns of functioning. This prevents the organization from reaching optimum productivity. Process optimization solutions enable greater collaboration among teams resulting in more cohesive efforts. This helps prevent delays, redundancies, and misinterpretations leading to errors.

4. Analytics

Processes can’t be optimized without data-backed insights. Businesses need to be able to monitor their processes and measure performance using relevant KPIs (key performance indicators). Competent process management applications have customizable dashboards that allow businesses to track processes in real time. This can help organizations promptly resolve bottlenecks and possible errors before they cause havoc. In-depth reports also let teams see where processes need tweaking and improvement.

5. Mobility

The modern business arena necessitates on-the-go access. Mobile process optimization applications let organizations stay on top of approvals and increase productivity. Organizations will no longer need to wait until process performers can access software on their desktops to keep progress going.

How Kissflow can help your business

Kissflow is an intuitive digital workplace that can power your process optimization efforts with ease. It has a no-code workflow designer with a drag-and-drop form builder that allows you to automate structured and unstructured processes in a matter of 15 minutes.

Kissflow integrates easily with other applications in use, making process optimization seamless. Real-time insights enabled by customizable dashboards can help you keep processes running smoothly on track. Kissflow also enables effective collaboration, driving processes towards maximum efficiency.

Take Kissflow’s customizable demo right away.