How to Choose the Right BPM Software?: Must Consider Points

Quixy Editorial Team

March 22, 2024

While every organization can benefit from using BPM Software, not every BPM software may work well for every organization’s operations. This blog discusses the top 11 things an organization must consider to choose the right BPM software. So here you go.

To err is human. That’s why we need bots.

In life, we usually get second chances to mend our mistakes, but there are consequences in the workplace. These consequences can be damaging to the business. A simple error in paperwork could cause the team to waste hours in rectification. Distractions may lead to delays in reporting, which could, in turn, cause heavy losses. Lack of integrations and too much workload can lead to unnecessary consumption of resources. Plus, manual work is usually tedious and time-consuming.

Businesses turn to business process management (BPM) software programs to rectify these issues and make things easier. At a predicted CAGR of 12.0%, the global business process management (BPM) market is expected to increase to $26.18 billion in 2028. BPM removes the pain points in one shot and enhances productivity by creating and analyzing workflows.

A brief about BPM software

BPM software is a tool that enables businesses to optimize their organization-wide processes. It is an A-Z solution that optimizes, manages, model, control, execute,s and analyzes processes. It also integrates and connects them to achieve organizational objectives.

This is why it is paramount for every business to embrace this form of automation to increase process performance and do away with as much paperwork as possible.

In this article, our focus shall be on helping you choose the best BPM software. We will shed light on the most attractive business process management inter-operational features and why they are so important.

Also Read: Business process management – The what, why, and how

Core functionalities of Business Process Management System

The acronym DIAMOND can summarize the core functionalities of BPM (Business Process Management) software:

• Design: Visually model and map out your business processes, including steps, tasks, decision points, and participants.
• Implement: Automate tasks within the process, reducing manual work and errors. This can include data entry, approvals, routing tasks to specific users, and sending notifications.
• Analyze & Monitor: Track process performance using data and reports. Identify bottlenecks, measure efficiency metrics, and gain insights for improvement.
• Manage & Optimize: Based on analysis, make adjustments to your processes. This could involve streamlining steps, eliminating unnecessary tasks, or reallocating resources.
• Document: Maintain clear and up-to-date documentation of your processes, ensuring everyone involved has the same understanding.

In simpler terms, BPM software allows you to:

• Automate repetitive tasks: Free up your employees to focus on higher-value activities.
• Improve accuracy and consistency: Reduce errors caused by manual work.
• Increase efficiency: Streamline processes and get things done faster.
• Boost collaboration: Facilitate better communication and coordination between teams.
• Gain visibility and control: Monitor your processes and make data-driven decisions for improvement.
• Adapt and improve: Continuously optimize your processes for better performance.

How to Choose the Right BPM Software

Let’s get started without further ado!

1. Problem Statement

Why do you need a BPM software program? What is the pain point you are looking to solve with it? Is it for simple automation or complex integration with a software program you already have? Answering these questions will help you identify the must-have features in your BPM software. Remember that the answers will vary from one business to the other. This is why we cannot say that there’s one software that is suitable for everyone. Identifying the problem is, therefore, the first step to choosing the right program.

2. Usability

User experience is everything.

There are absolutely no two ways about this. Those using the BPM software should be able to decide what works best for them. Basic user research will also help you get the answers in case the first option is not feasible. For example, do users have technical knowledge? If yes, you can opt for a slightly more complicated tool. If not, you need something simple that anyone can use without worrying about it.

The whole point of choosing a BPM software program is to make tasks easy. It will beat its purpose if it adds to the frustration because it is too complicated.

3. Analysis and Reporting

Management of any kind revolves around adaptability and improvement. It is a continuously evolving process. To ensure that, analysis is a must. BPM software programs that allow data analysis are, thus, the ideal choice. Features like auto-generating reports based on key performance indicators of the business users will empower better decision-making. Throwing light on costs, zeroing in on activities that don’t add value, and showcasing ways to reduce waste are a few of the parameters here.

For this to be a reality, along with the functionality, the tool itself must be used extensively. Frontline users can identify how to improve efficiency because they understand the tool better than anyone else.

4. People, Governance, and Support

When we say people, we mean not just the end-users but also those that will manage the software. A business must consider both to choose the best BPM software. Alongside this, clear oversight is the key to success. Audit records, version control, and technical support are crucial, as and when required. They enable you to track changes, record usage, and more.

To ensure complete participation, the software must become a part of the operational performance indicators. Once the team embraces the process management software, understanding what works best will become a piece of cake while also improving employee satisfaction.

5. Content Management and Collaboration

Content management is all about process collaboration and is a key point when choosing BPM software. How will the tool you choose encourage your teams to use it actively? Will the team productivity increase? Will it help with the exchange of ideas and feedback? The answer has to be yes. These suggestions will ultimately lead to business success because they facilitate improvement.

6. Technology

Any process management tool you choose for your business has to be scalable and flexible. Business needs change, and the role of your BPM software will evolve accordingly. Having a rigid tool, thus, can hamper scalability. You may need technical assistance every time you want to make a small change or add features. That will add to company costs significantly.

Thankfully, no-code and low-code development have solved this problem. Application development and customization are much faster when you have a no-code platform at your service. It is also very pocket-friendly because you don’t have to hire professional developers to do it.

Anyone can use a no-code platform and develop excellent customizable solutions!

Also Read: Everything you should know about no-code development

7. Cost

Of course, the cost is a major factor, but it should never be the priority. This is why it is not the first thing we spoke about in our list.

Instead of checking the initial cost, we recommend that you check the ROI. The returns must be good without having to wait too long. Vendors that provide flexibility should be your go-to, especially if you are tight on funds. They will give you a solution with exactly the features you need without forcing you to overpay.

8. Integration

The whole point of a BPM tool is bringing all the software you use under one roof to optimize operations. Proper integration is, therefore, essential. and integrating a new BPM program with your existing systems and process should not be tedious. The BPM software you choose has to offer integration paths for webhooks, API, etc. Otherwise, it will not fit the definition of automation and will not satisfy its purpose.

9. Mobility

Gone are the days when everything was taken care of from one location – the office. The latest happenings across the world have fast-tracked remote working. Boundaries are not going to define where you work. Hence, the BPM software you choose should be accessible anytime from anywhere.

It is important to note here that just choosing a cloud-based application (more on this later) is not enough. It should also be optimized to be mobile. In other words, it should work perfectly regardless of the device being used.

10. Hosting

The last key point on our list is hosting. You have two options to explore here – on-premise and cloud. The prior is expensive and requires multiple resources (technical and human) but provides more control. However, it is not flexible when it comes to scalability. Cloud is more practicable and affordable. If you choose the cloud hosting setup carefully, you do not even have to worry about the security aspects. Thus, the cloud is the way to go.

11. After-sales support

Good business process management software should come with excellent after-sales support. The era is tech-savvy, and it is important for software to have a support system. Tech support is one of the most important features when choosing BPM software for your organization. Any issue can hinder the overall working of the organization and should be addressed and resolved immediately so that your organization’s operations can go on smoothly. There is a lot of BPM software available. But it is imperative that you choose the one that comes with after-sales support.

Also Read: Cloud vs On-Premise | The Battle of the Titans

Summary

Choosing a BPM software program is actually quite easy, albeit slightly time-consuming. Plus, it is a one-time process that will enable you to streamline your entire business. Time well spent, definitely!

Quixy is the leading no-code BPM software having all the must-have features expected from a good BPM platform. Quixy is helping organizations across verticals digitally transform their business processes. Begin your journey towards streamlined operations and tailored apps – all with the simplicity of our platform. Get started today to harness the potential of automation.

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