Optimising process management: 7 steps for best results

Three quarters of entrepreneurs are trying to increase productivity within their businesses. This is according to research by CBS. An important part of this is introducing more efficient processes. By organising process management as effectively as possible, you save valuable time and ensure that you can respond to changes in time. In this article, you will discover nine steps to achieve the best result when it comes to process management.

The 4 definitions of process management

The term ‘process management‘ is mainly used within the business world when talking about designing, managing and improving business processes. Important here is creating a good connection between organisation and environment, process components and the various disciplines. Processes do not stand alone, but support the entire organisation.

There are different perspectives to define process management. For example:

These four definitions largely overlap. You do not apply only one approach. For optimal process management, it is important to employ all four. So process optimisation consists of improving, modelling, controlling and changing.

The value of process management: if you recognise these problems, there is work to be done

Why should you pay attention to process management within your organisation? Process management enables you to deliver added value to your customers in terms of quality, speed and compliancy. By implementing process management, your organisation will work smarter, more efficiently and more safely. Do you recognise one of the following four situations within your organisation? Then it is time to get started!

1. Processes are often disrupted

Do you notice that processes often cannot run smoothly due to external or internal factors? It often takes extra time and work to restore this, which does not help speed within your organisation.

2. A lot of duplication happens

Data that needs to be entered into multiple systems, having to perform the same actions multiple times and multiple consultations on the same topic: these are all examples of iteration layers. If this happens frequently, this problem will cost your organisation a lot of time.

3. There is little or no understanding of processes

Are the daily processes within your organisation not yet mapped out and no one has a clue what they look like? This can lead to confusion, waste and extra work. By providing insight into which processes take place, what the corresponding steps are and who is responsible, you will get everyone on the same page.

4. You cannot respond quickly to risks or opportunities

If you do not do enough process management, you will also not know where the weaknesses and strengths lie within your organisation. You need to know the ins and outs of your organisation to recognise these points. Do you not know this? Then your organisation is not well protected against risks and you might miss opportunities.

In the following paragraphs, you will discover how to set up your process management properly with process flows, process modelling and the right software.

The first step in process management: mapping process flows

The first step towards sound process management is to map all process flows. By a process flow, we mean the schematic representation of all the steps required to execute a process. Using such a process flow, you can see at a glance how processes run, which departments are involved and where the risks and opportunities for process optimisation lie.

You get a much better grip on processes with a visually elaborated process flow. Want to get started with process optimisation? Then first define all existing process flows. We would like to give you a few tips for working out a clear process flow:

Process modelling: these 3 models take process management to the next level

Process modelling, a valuable tool for process management, is a collection of methods to map business processes schematically. You do this using a process model. These models are a powerful tool for visualising and designing processes. After all, you see new possibilities faster when you visualise a process.

Below are three models that can help your organisation optimise processes.

Lean Sigma

PDCA-cycle

Six Sigma

You can use these models in a process optimisation process. Smart process management software will help you make this process successful. Among other things, this software helps you link improvement actions and owners, which helps when optimising processes.

7 steps for successful process management

To optimise process management, it is easier to work according to a fixed step-by-step plan. To help you get started, we have detailed these steps for you below.

1. Map all relevant process flows with stakeholders;
2. Enter the conversation to see how the process actually goes;
3. Work out the process flow for optimal overview;
4. Define the inputs and outputs of the process;
5. Choose the right process model to optimise process flow;
6. Using your chosen model, evaluate the process flow with stakeholders;
7. Implement any improvements.

Software to implement the 7 steps for successful process management

Zenya’s process management software allows you to easily map process flows, model business processes and secure ownership. This helps organisations keep an overview and gain insight, including with real-time reports. Based on these, you can get to work on process optimisation.

Why choose process management software?