Inefficient business processes and process methodologies can be the downfall of an organization with even a truly desired product or service to offer.
Examples of inefficiency include:
- Using decentralized databases across the organization
- Using Network File shares as document dumping grounds
- Updating spreadsheets, logs to track work inflows and outflows.
- Having to draw from multiple data sources to generate reports
- Generating reports that are no longer aligned with the business strategy
- Hunting for lost documents and sometimes having to recreate them
- Using technologies that no longer add value to the process
The High Level Perspective:
Step 1: Understanding what you have – Qualitative & Quantitative.
- Becoming knowledgeable about the current work environment is key to any successful business process management software implementation. This process typically involves:
- Beware of “this is how it’s always been done” mentality
- Your Organizations internal IT resources are there to service a workers business needs.
Step 2: Making People Part of the Process of Change
Technology, and processes, can change overnight, but the people who are most affected by their implementation are often overlooked. Workers forced to become quick adopters of change without adequate mentoring can lead to increased learning curves, resentment, decreasing productivity, morale, job & customer satisfaction.
Low adoption of new technology results from:
- Assumed knowledge of how a technology is used at company X, whether the user is familiar with it or not.
- Assumed knowledge of how a technology is to become an integral part of daily business activities.
- Affect on overall workflow is not considered important.
- Lack of preparation and training
- Poor communication of expectations
- become an active participant in new initiatives that plan to improve your current work environment.
- establish a proactive environment and ask to be informed about upcoming changes well in advance of their implementation
- ask how these changes might affect worker activities and what impact it will have on the implementation of technology.
- Mentoring and fostering confidence to generate high adoption rates
- Working to understand if the proposed new process / technology will help or hinder business efficiency?
- strong software solutions dissolve individual job functions into a culture that brings together many parts working together as one to achieve a common objective.
Step 3: Making people, processes and technology work together
Most companies buy software products, change internal processes and implement them simultaneously with out-of- the-box performance expectations usually assumed. To help get the most out of these system changes, iDatix encourages our customers to become part of the change process by:
- Identifying gaps in service; a particular system will most likely not meet all of your company needs upon first arrival. We look for improvements and document ideas in collaboration with your organizations executive team and individual contributors
- Feedback is crucial! Customizing the system requires intensive collaboration between technical teams and business unit end users.
- Analyze how existing technologies can enhance or even eliminate daily business activities
All three steps are crucial to solving inefficiency with document management and worfklow automation software.