Mastering Business Process: Improve, Automate, and Scale

Business processes are the backbone of any organization, providing the structure needed to achieve goals, improve efficiency, and maintain consistency. From startups to established enterprises, understanding and optimizing business processes is crucial for long-term success. 

If your team regularly misses deadlines, repeats steps, or forgets important tasks, then your business processes are working against you. This guide will help you identify, improve, and automate workflows to improve your business process. And, with Ninety, you’ll have the tools to make it happen.

What Is a Business Process?

A business process is a set of structured activities designed to achieve a specific organizational goal. These processes encompass various tasks, workflows, and procedures that are executed by people, technology, or both. By defining clear steps and responsibilities, business processes ensure that organizations operate efficiently and deliver consistent results.

Business processes can be formal or informal, simple or complex, depending on the organization's size and industry. For example, onboarding a new employee is a business process that involves tasks like documentation, training, and system access setup. Each step must be well-coordinated to achieve the desired outcome. 

Consider some of the most common tasks in your business. Could a new team member complete it without question? If not, you may have an undocumented and inconsistent process. Efficient business processes minimize errors, save time, and enhance productivity.

Types of Business Processes

Business processes can be categorized into three main types: core, supporting, and management processes.

Core processes are directly related to the primary mission of the organization. These include manufacturing, sales, and customer service. For example, a retail business’s core process might be managing inventory and fulfilling customer orders.

Supporting processes provide the necessary infrastructure and support to core processes. These include IT services, human resources, and procurement. Although they don’t directly contribute to the final product or service, supporting processes are essential for smooth operations.

Management processes involve planning, monitoring, and controlling organizational activities. Examples include strategic planning, performance management, and compliance monitoring. These processes ensure that both core and supporting processes align with the organization's objectives.

You can properly align these process types with roles in your Org Chart. Core processes are tied to key functions. Supporting processes are typically connected to ops or admins. Management processes are tied to leadership.

Key Techniques for Process Modeling

Understanding and improving business processes often begins with modeling. Process modeling provides a visual representation of workflows, helping stakeholders identify inefficiencies and areas for improvement.

BPMN (business process model and notation) is a widely used method for creating detailed process diagrams. It uses standardized symbols to depict tasks, events, and decision points, making it easier to communicate complex processes across teams.

Flowcharting offers a simpler approach to process modeling. By using basic shapes and connectors, flowcharts provide a high-level overview of processes, making them ideal for smaller projects or initial brainstorming sessions.

SIPOC (suppliers, inputs, process, outputs, customers) diagrams focus on identifying key elements of a process. This technique is particularly useful during the early stages of process improvement projects, as it highlights the inputs and outputs critical to achieving desired outcomes.

The Business Process Improvement Lifecycle

Improving business processes is an ongoing effort that follows a structured lifecycle. This approach ensures that changes are effective and sustainable over time. 

1. Identifying opportunities: The first step is to pinpoint inefficiencies or bottlenecks. This may involve collecting feedback from employees or analyzing performance metrics.
2. Analyzing existing processes: Once issues are identified, a detailed analysis helps uncover root causes. Techniques like process mapping and root cause analysis are commonly used during this stage.
3. Designing optimized Processes: Based on the analysis, new workflows are designed to address identified issues. This step often involves collaboration between various departments to ensure alignment with organizational goals.
4. Implementing Changes: After designing improved processes, the next step is to implement them. This may involve updating technology, retraining staff, or introducing new tools.
5. Monitoring Results: Post-implementation, monitoring ensures that the changes yield the desired outcomes. Regular reviews and feedback loops help maintain efficiency and identify further improvement opportunities.
6. Continuous Improvement: Business processes should evolve to meet changing needs. Adopting a culture of continuous improvement ensures that organizations remain competitive and adaptable.

The Role of Metrics in Business Process Optimization

Metrics play a pivotal role in evaluating the effectiveness of business processes. Key performance indicators (KPIs) provide measurable benchmarks that help organizations assess outcomes and identify areas for improvement.

For example, customer satisfaction scores and average response times can indicate the efficiency of customer service processes. Similarly, production cycle times and defect rates are critical metrics for manufacturing processes. By tracking these metrics regularly, organizations can ensure that their processes align with strategic objectives.

Additionally, advanced tools like process mining software enable organizations to extract insights from real-time data. These tools highlight patterns and inefficiencies, offering actionable recommendations for optimization.

Understanding Business Process Automation

Automation has become a game-changer in managing business processes. By leveraging technology, organizations can streamline repetitive tasks, reduce human error, and improve overall efficiency.

Business process automation (BPA) involves using software to execute routine tasks. For example, automating invoice processing can save time and reduce costs by eliminating manual data entry.

Robotic process automation (RPA) takes automation a step further by using bots to perform complex, rule-based tasks. Examples include processing customer claims or extracting data from unstructured documents.

While both BPA and RPA focus on efficiency, they serve different purposes. BPA is ideal for end-to-end process automation, while RPA excels at automating individual tasks within larger workflows.

Selecting the right processes for automation is crucial. Tasks that are repetitive, time-consuming, and prone to error are prime candidates. By automating these tasks, organizations can focus on strategic initiatives that drive business growth.

The Ninety platform empowers teams to optimize and automate aspects of their daily workflows. With To-Dos, meetings, and process documentation, team members have the power to assign recurring tasks, document repeatable processes, and reduce the need for manual follow-ups while creating more consistency and clarity across the business.

Benefits of Business Process Management

Effective business process management (BPM) offers numerous benefits for organizations. First and foremost, it increases productivity by eliminating inefficiencies and streamlining workflows. According to Forrester, BPM initiatives can improve productivity by 50% for administrative work and 30% for knowledge worker tasks. 

BPM also enhances visibility and transparency. By documenting and standardizing processes, stakeholders gain a clearer understanding of workflows. This transparency fosters better decision-making and accountability across teams.

Cost reduction is another significant advantage. Automating and optimizing processes minimize resource wastage, leading to substantial savings. 

Lastly, BPM improves customer satisfaction. Streamlined processes reduce response times and enhance service quality, creating a better experience for customers.

Practical Strategies for Successful Implementation

Implementing business process changes requires careful planning and execution. Engaging stakeholders early in the process ensures buy-in and support. Collaboration among departments helps align improvements with organizational goals.

Leveraging technology is another critical factor. Tools like automation software and analytics platforms provide the infrastructure needed to execute and monitor changes effectively. Providing a knowledge portal for training and documentation ensures a smoother transition.

Finally, adopting an iterative approach allows organizations to make incremental improvements over time. Small, manageable changes are easier to implement and monitor, reducing the risk of disruption while building momentum for larger initiatives.

Don’t try to fix everything at once. Start with one process. Ask who owns it. Find out where the breakdowns are and if they are visible anywhere. Platforms like Ninety are great for establishing roles, accountabilities, and responsibilities across team members.

Leveraging Business Processes for Success with Ninety

Business processes are the foundation of organizational success, providing the structure and consistency needed to achieve goals. By understanding their types, benefits, and improvement techniques, organizations can unlock new levels of efficiency and productivity.

Investing in process modeling, automation, and management not only streamlines operations but also drives customer satisfaction and cost savings. As businesses navigate a rapidly changing landscape, continuous process optimization will remain a cornerstone of long-term growth and success. 

Great processes drive great outcomes. Ninety gives your team the structure, clarity, and accountability to improve what matters most. Push your business forward towards the next stage of growth. Start with Ninety today.