Business Process Modelling for Improved Organisational Efficiency

Organisational systems are difficult to understand without an appropriate method of analysis due to their breadth and complexity. An organisation can be made up of several functional areas, departments and positions with multiple points of contact with each other. A model provides the opportunity to organise and document information about a system. Therefore, the purpose of business process modelling is to describe each process, specifying its data, activities, roles, and business rules. Learn more about business process modelling (BPM) in our blog.

What is Business Process Modelling (BPM)?

BPM is a tool for mapping, defining, organising, and optimising organisational processes. It presents a high level of detail translated into documents in the form of flowcharts and/or manuals, in addition to the appropriate parameterisation of management systems.

Its main objective is to design the entire operational workflow so that the institution fully controls its actions. To do this, business process modelling uses resources such as software and applications to design workflows, diagrams, maps, communication tools, KANBAN, and document management to facilitate the understanding of how activities should be carried out.

The 5 Stages of the BPM Cycle

BPM is a continuous improvement cyclical process, which ensures that business processes are constantly evaluated and improved to maintain efficiency, adapt to changes, and achieve organizational goals. Listed below are the 5 stages of BPM Cycle.

1. Design

Define the Objective

• Clarify Purpose: Understand the main goal of the business process.
• Identify Stakeholders: Determine who will use and benefit from the process.

Gather Information

• Interview Stakeholders: Talk to employees and managers involved.
• Review Documents: Examine existing process documents and reports.
• Observe Processes: Watch the current processes in action.

2. Model

• Create Flowcharts: Use data visualisation tools such as flowcharts to create a visual representation of the entire process to understand the flow and interactions between different steps.
• Identify Steps: Break down the process into simpler, clear, and manageable steps.
• Determine Sequence: Organize the identified steps in the sequence they occur to ensure the logical flow. Determining the sequence of steps helps pinpoint dependencies and potential bottlenecks.

3. Monitor

Analyse the Process

• Identify Bottlenecks: Look for delays or inefficiencies.
• Evaluate Steps: Determine if each step adds value.
• Consider Improvements: Think about ways to streamline the process.

4. Execute

Design the New Process

• Define New Steps: Based on the analysis, develop a streamlined and efficient process model that aligns with organisational goals.
• Ensure Clarity: Make sure the new process is easy to understand.

Validate the Process

• Review with Stakeholders: Get feedback from stakeholders, including employees, managers, and other key participants.
• Test the Process: Run through the new process to check for issues and adjust based on feedback and testing.

Implement the Process

• Train Employees: Train employees by organising comprehensive training sessions, providing detailed documentation, and verifying their understanding through assessments.
• Monitor Implementation: Track progress, identify and address issues, and collect performance data. Resolve problems and encourage feedback for continuous improvement.

5. Optimize

Review and Improve

• Collect Data: Gather information on how the process is performing. Seek feedback from the people involved and stakeholders.
• Make Adjustments: Continuously improve the process based on data and feedback.

Advantages of Business Process Modelling

Among the main advantages of business process modelling are:

Improved Process Visibility and Standardization:

• BPM creates a shared understanding across teams. This transparency fosters collaboration and ensures everyone is on the same page.
• Defined processes lead to consistency in completing tasks, reducing errors and improving overall efficiency.

Enhanced Communication and Collaboration

• A visual process model is a common language for everyone involved. This eliminates confusion and facilitates smoother communication between departments.
• Standardised processes ensure information is exchanged efficiently, reducing delays and improving decision-making.

Increased Efficiency and Productivity

• BPM helps pinpoint bottlenecks and inefficiencies within workflows. By eliminating unnecessary steps, organisations can streamline processes and save time.
• A clear understanding of workflows can help allocate resources more effectively and increase productivity.

Improved Employee Performance and Development

• Streamlined processes can enable employees to free up their time, gain new skills and drive innovation in the workplace.

Foundation for Automation

• BPM provides a clear picture of each step, making it easy to identify tasks suitable for automation.
• A well-defined process model is a blueprint for automation, which ensures a smoother and more effective implementation.

Conclusion

BPM strategies can be an effective path towards continuous process improvement. By implementing these strategies, organisations can improve their efficiency, productivity, agility, and performance. The key to success in BPM is adopting a systematic and disciplined approach to process improvement and using the right tools and technologies, such as process automation.