The business process analysis is a method of evaluation in order to understand the processes and improve the efficiency of operations of a business.
The business process analysis is applied by large companies and can be done internally or by consultants specialized in data and process evaluation, as well as in the implementation of improvements and in the definition of solutions that must be implemented.
For this, business process analysis describes:
- The processes involved;
- Participating parties in these processes;
- Information exchanged;
- Documents produced.
What Is Business Process Analysis?
Above, we briefly explained the meaning of business process analysis. But it is worth dedicating a few more lines to understand its concept and thus prepare ourselves to assess its benefits.
It is a method to analyze the company’s current processes, which aims to identify whether these processes are contributing so that companies can achieve their goals.
Among the advantages of applying organizational process analysis are:
- Identify what is harming a business operation ;
- Find the root cause of problems in order to end the real problem, and not just keep controlling the damage and consequences;
- Identify how to overcome the obstacles that are impeding the company’s growth.
Business process analysis focuses on studying, analyzing, and measuring only the company’s processes. The business analysis looks at other issues such as positioning the company in the market, controlling cash flow, and reducing costs. There are some points. Where both terms meet or contribute to each other, but they are not the same thing.
When To Apply Business Process Analysis?
At any time, a company can carry out a business process analysis. However, it is quite common for it to occur when something is not going as it should. For example, if your company is delaying the delivery of orders or there has been a sudden increase in complaints from your customers in the fulfillment sector.
Another situation in which the business process analysis can be initiated is when a company team believes that a process must be changed, as new technologies have been introduced in the market, or the steps are too bureaucratic.
Several specialists understand that the business process analysis must be a constant within the company, integrating models of continuous process improvement.
How To Do A Business Process Analysis?
A simple method, divided into six steps, will help your business carry out the business process analysis. Want to know what they are?
Check out the six-step easy process for business process analysis.
1. Identify The Process
Where is your company’s most significant problem with regard to internal business process analysis? Are many products coming out with defects? Is the production below the strategically desired by the company?
Choose and prioritize the process you want to review. It is also essential to assess the people involved in this process.
2. Collect Information
This step is a sequel to the first. Once the object of business process analysis is identified, the process that will be “investigated,” understands everything about it. Then, try to understand what happened today.
For this, gathering some information is of extreme value, among them identify:
- the problems that the process presents;
- the objectives for the process and for the company;
- the improvement plan.
But beware! Collecting data and information is not just about going out into the field and starting to write down everything you see. There are strategies. There are directions and guidelines.
3. Analyze The Current State
So that everything is recorded and it is easier to visualize the “whole,” assemble a process flowchart and analyze each step. One suggestion is to use the Ishikawa Diagram to represent your business process analysis.
4. Create Your Action Plan
Now it’s time to get down to business and create a plan to eliminate the issues identified through the analysis and investigation steps.
You can also gather information such as customer feedback to point out the prerequisites for this new process. Indicate the resources that will optimize the execution of actions (don’t forget, technology is a great ally) and organize the suggested changes. Finally, set a schedule for executing and implementing the proposed changes to the business process analysis.
5. Factors For Creating Your Action Plan
Now it’s time to get down to business and create a plan to eliminate the issues identified through analysis and investigation.
You can also gather information such as customer feedback to point out the prerequisites for this new process. Next, indicate the resources that will optimize the execution of actions (don’t forget, technology is a great ally) and organize the suggested changes. Finally, set a schedule for executing and implementing the proposed changes to the process.
6. Use BPM Software
BPMS (BPM Software) is a company business process analysis automation tool. It helps you design your daily office processes to identify and discard bottleneck areas. This single automation tool controls your company’s costs, makes your day-to-day processes as efficient as possible, and ensures the effectiveness of the people involved in your operations.
Benefits of BPM software?
- Modeling – Map your process and measure the time and cost required to run your process;
- Automation – Transform your manual process into electronic, where data is collected in web forms and easily transferred to existing third-party applications;
- Management – Gain insight into your processes, related data, and the effectiveness of process participants;
- Optimization – Learn how to make your day-to-day business process more efficient and cost-effective and how to control application and data entry errors.
5 Benefits Of Business Process Analysis
The Business Process Analysis offers companies two direct benefits:
- how processes are running;
- how processes can be improved.
In addition, however, a company that adopts business process analysis still benefits from having adequate documentation of the process, allowing for a greater understanding of the steps. This can contribute to better execution and results.
Not to mention the evolution of the business, which is always tuned in to the best tools and news on the market to make its processes more efficient.
Business process analysis can use various tools and methods to dissect processes from different angles to measure their performance.
1. Speed And Qualification In Decision Making
Once processes and indicators are visible and aligned, it is easier to make decisions.
After all, there is a good base of information to support them.
2. Cost Reduction And Better Distribution Of Resources
When the investigation goes deep, it is noticed that some activities are not necessary or are incorrect.
Business process analysis management, therefore, helps to correct these problems and avoid waste.
3. Better Use Of Time
Processes include several tasks.
It is possible, with process management, to assess whether they are being carried out at the time they should.
And if they aren’t, identify and adjust what’s preventing them with proper business process analysis.
4. Increased Customer Satisfaction
The main objective of process management is to make the company fulfill its value proposition.
Customers, of course, realize this.
After all, well-maintained business process analysis directly impacts the consumption experience.
5. Talent Retention And Higher Quality Of Services And Products
Working in a place where processes work is undoubtedly a reason for wanting to keep your job.
Therefore, the organization and productivity tend to be higher, which positively impacts the quality of services and products.
Use The Effective Process Automation
There’s no point in optimizing your business process analysis through a manual process that doesn’t make sense, do you agree?
And this is very common in companies that do not have process management.
Precisely because they think that the problem is a technology and not the alignment of flows, they end up mistakenly investing in digitalization.