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Business Process Management System
Quixy Editorial Team
January 5, 2024
Reading Time: 8 minutes

Regardless of the industry, businesses often encounter necessary but repetitive processes such as invoice generation, expense approval, and customer support ticket management. Though these processes cannot be eliminated, they can be automated with the help of a business process management system to save time and effort. 

BPM tools enhance employee productivity and business efficiency by optimizing routine processes. They also contribute to cost reduction by enabling more efficient resource utilization. Additionally, these tools aid in informed decision-making through real-time analytics and reports.

If you are wondering how investing in just one tool can be so beneficial, this article will help. We have covered everything about business process management software – from meaning and core features to benefits and common use cases. We have also guided how to choose a BPM tool to help you make a better decision at the time of purchase. 

What is A Business Process Management System? 

Business process management (BPM) enables businesses to design, analyze, execute, monitor, and optimize certain business processes. These processes include handling customer inquiries, employee onboarding, managing inventory, generating invoices, automating approval workflows, and monitoring quality control processes.

Overall, BPM tools help businesses streamline workflows, improve efficiency, and enhance overall performance by refining and optimizing various business processes. They can empower companies to adapt quickly to market changes, ensure compliance with regulations, and improve customer satisfaction. It’s a strategic tool for business owners seeking to optimize their operations for better control and more effective decision-making.

Also Read: Business Process Management – The What, Why, and How

What are the common Features of Business Process Management Software?

Benefits of BPM Software

Business process management software typically includes various features designed to streamline, automate, and optimize business processes. Here are some common BPM system features for various needs.

Drag-and-Drop Builder

A graphical interface allowing users to drag and drop elements (tasks, decision points, connectors) onto a canvas, enabling visual creation and modification of business processes. This user-friendly method requires no coding, allowing anyone, regardless of technical expertise, to efficiently map and customize processes.

Process Modeling

Visual mapping of each step within a business process, representing tasks, decision points, and activity flow graphically. It aids in understanding, analyzing, and designing workflows, identifying inefficiencies, and improving communication, planning, and execution for enhanced process efficiency.

Templates

Pre-designed templates serving as starting points for creating new processes, covering various common business scenarios (e.g., employee onboarding, invoice processing). Using these templates facilitates rapid implementation of standard best practices, ensuring consistency and efficiency in process creation.

Access Control

Administrators can manage and limit user access based on roles, responsibilities, or departments. This feature ensures employees can only view or modify relevant processes, enhancing security and maintaining data integrity.

Reporting and Analytics

Access insights into business process performance and efficiency. This feature generates detailed reports and visualizations (e.g., charts, graphs) displaying key metrics such as process completion times, bottlenecks, and individual task performance. Utilizing these analytics aids in identifying improvement areas, monitoring compliance, and making informed, data-driven decisions.

Also Read: What is Business Process? 7 Practical Examples

What are the Benefits of Business Process Management Software?

Benefits of BPM Software

Optimizing and automating business processes is not just a trend. It has multiple benefits to offer. Here are some ways in which you benefit by implementing business process management software.

Streamlined Operations and Enhanced Efficiency

Automating and integrating diverse business activities significantly enhance efficiency. For instance, within a sales department, the software can automatically direct customer inquiries to the relevant team, schedule follow-ups, and update customer records. This minimizes manual tasks, accelerates response times, and allows greater focus on strategic initiatives and customer engagement, boosting overall productivity.

Strategically Aligned Processes

BPM systems ensure that all operations strategically align with your business objectives. For instance, if cost reduction is a goal, automation within supply chain processes like inventory management and order processing decreases manual work and errors, leading to savings. Aligning these processes with the strategic objective of cost reduction ensures every operation contributes effectively toward achieving the overarching goal, enhancing the company’s strategic coherence and efficiency.

Enhanced Team Collaboration

BPM tools establish a unified platform for communication and task management, fostering improved team collaboration. For example, in project management, software assigns tasks, tracks progress, and enables real-time updates sharing among team members. Automated notifications for workflow transitions prevent bottlenecks, ensuring efficient and cohesive teamwork.

Also Read: Business Process Improvement: Definition and Examples

Reduced Redundancy

Streamlined workflows and automated routine tasks eliminate redundancy. For instance, in invoice processing, software can automatically extract and populate relevant information from purchase orders, reducing manual data entry and errors. By automating such tasks, the software optimizes resource utilization and prevents unnecessary repetition, enhancing overall productivity.

Improved Customer Experience

Implementing a BPM solution not only optimizes backend processes but also elevates the customer experience. For instance, when a customer submits a support ticket, software can categorize and route it to the appropriate department for a swift response. Tracking progress and providing updates ensure prompt and accurate support, reducing wait times and elevating customer satisfaction and loyalty. Enhanced customer experiences enhance your business’s reputation and foster growth.

What are the uses of Business Process Management Software?

A BPMS can fulfill a variety of purposes in your business. Here are some ways different departments can use the tool.

  • Human resources can automate the employee onboarding process. The software can guide new hires through paperwork, training schedules, and policy acknowledgments, ensuring a smooth integration into the company.
  • Finance can streamline invoice processing. BPMS can automatically match invoices with purchase orders, approve payments based on preset rules, and flag discrepancies, reducing manual work and speeding up the payment cycle.
  • Sales can manage customer relationship workflows. The software can track customer interactions, automate follow-up reminders, and manage sales pipelines, ensuring no opportunities are missed.
  • Marketing can coordinate campaign management. BPMS can schedule and track marketing activities, align them with sales strategies, and analyze the effectiveness of different campaigns.
  • Operations can optimize supply chain management. The software can automate order processing, track inventory levels, and trigger restocking orders, ensuring efficient operations and reduced downtime.
  • Customer service can simplify handling service requests. BPMS can route customer queries to the appropriate department, track resolution progress, and ensure timely responses, improving customer satisfaction.
  • IT can streamline support ticket management. The software can categorize and prioritize tickets, assign them to the right personnel, and track resolution time, enhancing the efficiency of IT support.
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How to Choose the Right Business Process Management Software?

Choose the Right Business Process Management Software

Choosing the right business process management software makes all the difference for a business. The tool’s features and functionalities should meet the core requirements of your business. Here are some factors you can consider when making a purchase.

Also Read: Top 10 Business Process Management Tools for Your Business

Assess Your Business Needs

Assessing your business needs before software acquisition ensures compatibility with specific requirements. For instance, a retail business focusing on customer service benefits more from CRM and real-time communication features than manufacturing-focused software. Understanding these needs aids in selecting a BPM tool that precisely addresses requirements, optimizing resource use for desired outcomes.

Look for No-Code/Low-Code Capabilities

No-code/low-code capabilities empower non-technical users to create and adjust workflows without extensive programming knowledge. This flexibility allows quick adaptations as business needs evolve, fostering innovation and responsiveness. It reduces reliance on IT staff, speeding up implementation, and lowering custom development costs, making process management more accessible and efficient.

Check Integration Options

Effective integration ensures BPM tools easily connect with existing systems like CRM or ERP. Streamlined data flow and unified processes across business functions enhance efficiency and reduce manual entry. Compatibility with existing technology maximizes utility, enhancing business operations.

Evaluate Collaboration Features

Features like document management, task tracking, real-time notifications, and access control facilitate seamless team communication, document sharing, and collaborative work on processes. This fosters a cohesive work environment, reduces misunderstandings, and accelerates task completion, enhancing overall productivity.

Inquire About Technical Support

Strong technical support ensures assistance for troubleshooting, updates, and user training, minimizing downtime and enhancing productivity. Crucial for swift issue resolution, especially for businesses lacking extensive IT resources, it guarantees smooth operation and maximizes software benefits and ROI.

Also Read: Why Choose Quixy as Your Business Process Management Software?

Conclusion

The advantages of implementing a Business Process Management (BPM) solution are substantial, making it a strategic investment for any business focused on enhancing operational efficiency and fostering growth. In the diverse BPM market, Quixy stands out as a versatile option suitable for various business types. Its user-friendly, no-code/low-code approach allows users of all technical levels to automate business processes with ease, thanks to intuitive drag-and-drop and visual modeling capabilities. Moreover, Quixy places a strong emphasis on data security, offering robust modules to safeguard data privacy.

To fully understand how Quixy can transform your business processes, consider scheduling a product demo. This will provide an in-depth view of the tool’s capabilities and how it can be effectively leveraged for your specific business needs.

Frequently Asked Questions(FAQs)

Q. Who uses BPMs? 

BPMs are widely used across various industries, including large corporations, medium-sized businesses, and small enterprises. Users typically include operations managers, process analysts, IT professionals, and department heads aiming to streamline workflows and boost efficiency. These systems are typically popular among companies seeking digital transformation or operational optimization to remain competitive in dynamic markets.

Q. What are the three main types of business process management?

System-centric BPM: Focuses on automation and integration of business processes using software systems. It’s ideal for routine, repetitive tasks where consistency and efficiency are key.
Human-centric BPM: Prioritizes processes that require significant human intervention and decision-making. This type emphasizes workflow management and collaboration tools to enhance productivity and decision-making in tasks that cannot be fully automated.
Document-centric BPM: Centers around processes that involve heavy document handling and management, like contract approvals or compliance documentation. This type integrates document management systems to streamline the creation, modification, storage, and retrieval of documents.

Q. Are there any challenges in business process management?

Some challenges in BPM implementation include:
Employees may resist new processes and technologies, hindering implementation.
Mapping complex business processes can be challenging in large organizations.
BPM software may not support integration with the existing tech stack.
Quantifying the return on investment of BPM initiatives can be complex.
Providing training to use the tool to employees can add to the cost.

Q. What are the six steps of BPM?

Step 1: Process planning and strategy: Defining objectives, scope, and goals of the BPM initiative. This step involves aligning processes with the overall business strategy.
Step 2: Process analysis: Examine existing processes to identify areas for improvement. This can include data collection, process mapping, and identifying inefficiencies or bottlenecks.
Step 3: Process design: Redesign the process to improve efficiency, effectiveness, and quality. This involves conceptualizing new workflows, possibly using BPM software for modeling.
Step 4: Process implementation: Execute the redesigned process. This step may involve integrating new technologies, changing roles and responsibilities, and initiating change management strategies.
Step 5: Process monitoring: Track the performance of the new process against predefined metrics and key performance indicators (KPIs) to ensure it meets the set objectives.
Step 6: Process refinement: Continuously analyze the performance data to identify further improvements or adjustments needed in the process. This step ensures the process remains efficient and effective over time.

Integration of AI and machine learning: The incorporation of artificial intelligence and machine learning in BPM tools is revolutionizing how businesses analyze, optimize, and automate their processes. This integration enables predictive analytics, intelligent automation, and enhanced decision-making capabilities, making BPM systems more efficient and insightful.
Robotic Process Automation (RPA) integration: RPA’s integration with BPM is a significant trend, as it automates repetitive, routine tasks, freeing up human resources for more strategic activities. This synergy enhances process efficiency, reduces errors, and accelerates task completion.
Low Code/No Code platforms: The rise of low-code and no-code platforms, such as Quixy, in BPM democratizes process automation, allowing users without deep technical skills to design, implement, and modify processes. This trend significantly speeds up process development and deployment, fostering innovation and agility in businesses.

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