Survival manual for the modern business user

Key concepts to save you from getting lost in the world of BPM technology 

We are continuously surrounded by concepts and acronyms that we don’t even understand but are impossible to avoid. It seems technology pushes and forces us to live at its pace, almost against our will. This implies continuous change if we do not want to get left behind in our work environment or professional circles. We believe that it is time to put all these terms in order and learn once and for all what is what in the world of BPM technology

From process to iBPMS 

Let’s start with the basics: what is a process? A process is nothing more than a set of coordinated activities performed to achieve an end goal. As a business user, a CEO will be involved in sales transactions, business trips, etc. In turn, each department manager will have to deal with staff hiring, vacation approvals, material purchases, etc. Does it sound familiar? 

You must be thinking “there has to be a simpler way to manage all this”.  All companies are process-based, but they are not always managed efficiently. This is where the first acronyms come in: BPM. Business Process Management is a business model aimed at managing/automating the business processes in an organization. As a concept it is perfect, but let’s move on to the practice. 

To effectively manage any company processes, from the simplest to the most complex, we need to use a platform designed for that purpose. Which one should you use? we cannot decide for you, but we advise you to consider a digital platform that manages the processes during all the different phases of its life cycle: identification, discovery, analysis, design, implementation and monitoring. Choose wisely without losing sight of the main objective: to facilitate and simplify the day-to-day work of the internal and external people who are part of your company.

Some platforms require programming knowledge and, therefore, do not adapt to all the users in your organization. On the contrary, zero-code platforms do not need any additional programming and any user regardless of their technical ability, can make use of them. I don’t wish to boast, but AuraQuantic is one of them.

It is very likely that, in addition to the BPM concept, you have heard about BPMS and iBPMS. BPMS (Business Process Management Suite) is a software that allows us to work with processes in an automated way, thanks to its process engine. If, in addition, to this BPMS we add other functionalities such as document management, intelligent analytics, business rules or connectivity, it can be referred to as an iBPMS (Intelligent Business Process Management Suite). This is the natural evolution of BPMS, to which we add more functionalities for greater intelligence within business processes.

Now that the basics of BPM technology have been established, let’s take a look at some frequently asked questions that could be playing on your mind whether you are thinking about acquiring a BPMS or not.

The role of iBPMS in Digital Transformation

Frequently asked questions 

Why would my company need BPM?

It would be a mistake to assume that a company that is working well, or that has been established for a long time, does not need to change its work methodology. Before implementing a BPMS it is necessary to make another, even deeper change: a change of mentality. This is essential for your company to move towards digital transformation, a concept that refers to the integration of digital technology in all company areas and is too important to remain in the pipeline. In addition, this transformation requires a cultural change that leads the organization to rethink strategies that had been valid until now. 

How do I know if my company needs a BPMS? 

Here are some of the symptoms presented by companies that need to implement a BPMS: 

  • High costs
  • Excessive use of paper 
  • Small adaptation to change 
  • Slow response times 
  • Lack of control in the processes 
  • Difficulty predicting future situations
  • Poor internal communication 
  • Non-compliance with regulations 
  • Loss of information
  • Low performance 

Which features should a BPMS offer to make my organization more efficient? 

In all cases, a BPMS must facilitate a more fluid and efficient collaboration of work teams and allow internal processes to be measured.  Before choosing a BPMS, make sure it meets your specific needs and that it has the following features: 

  • Document management
  • Coordination between data, users and systems
  • Complete process traceability
  • Integration between systems (API and Web Services)
  • Statistical simulation
  • Analytics

What can I expect from a BPMS? 

Companies that implement a BPMS improve the whole entity, they pinpoint weaknesses and strengthen the most critical activities. It allows organizations to adapt to the requirements of the current digital era, gaining flexibility and efficiency. In addition, it will help them to not fall behind other companies that are already using this technology. If that’s not enough, they also benefit from: 

  • Increased productivity
  • Improved decision making
  • Time and cost savings
  • Error elimination
  • Forecast of future situations
  • Adaptation to change
  • Risk control
  • Transparency

Do I need to be in the office to manage my company’s processes? 

Our answer is a resounding no. No BPMS would be complete if it does not offer the option to manage company processes away from the office. Mobility is a determining factor when implementing a BPMS, since it will provide flexibility to the company and allow employees to manage their processes from anywhere

Any doubts?

It is easy to feel overwhelmed and bewildered by all these concepts, but digital transformation does not have to be difficult. Thinking about all these concepts chronologically will help you process all the information: start thinking about the problems your organization is facing and the path to the solution will take you through all the terms mentioned above.

Throughout the article, we have provided some links that you can access if you want more information on the most relevant terms. If any of them are still a bit unclear, you can check out the glossary of terms, visit our blog or contact our team of advisors.

Alba Fernández

Content Developer @ AuraQuantic LinkedIn