Business Process Management Tools | 5 mins read

Finding the Right Business Process Management Tools for the Job

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Lauren Christiansen

By Lauren Christiansen

What to Look for in a BPM Tool

Companies cannot operate effectively unless each business process is streamlined. This requires drilling down into every employee task to ensure it is efficient, organized, and well-managed. Employees need to be well trained and have access to the relevant data they need to fulfill their duties. The company must use automated systems to replace meticulous, resource-draining tasks that cut into profits. Furthermore, some processes need to be remodeled entirely to align with evolving consumer demands. This is where business process management comes in.

So, what exactly is business process management or a BPM tool? Process management software models execute and automate tasks to maximize efficiency. Their overarching purpose is to improve operational effectiveness, reduce errors, and eliminate inefficiencies. Good workflow software increases collaboration and improves morale because it allows users to finish tasks in less time. Every business can use cloud-based, user-friendly management software to optimize project management. Read ahead for the features to look for in the best business process optimization software.

1. Business Process Management Tools Enable Simple Modeling

Effective collaboration tools facilitate intuitive process modeling and process mapping. This enables business users to create and execute their tasks and documents quickly without needing to code. A graphical model that explains the probability between variables is also a good modeling feature to have. This facilitates the quick capturing and portrayal of the sequences within a process. This gets supply chain workers on the same page so they know how to work together to complete their jobs.

  • Detail every step of the individual process
  • Use a minimalist approach
  • Use the correct BPM tools
  • Create labels suggesting the type of actions
  • Remember to detail alternative routes or solutions

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2. Business Process Management Tools Integrate with Project Management

When business processes integrate with project management, automation software is better equipped to streamline workflows. All data is aggregated together and resources are shared across the supply chain. Employees can easily access and deliver critical data with coworkers. This allows them to easily manage start to finish processes, such as the development of a new product. As a result, organizations will have a higher quality of outcome in a shorter time frame. This increases customer satisfaction and adds to the bottom line.

3. Business Process Management Tools and Data Management

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In the era of big data, BPM software must facilitate good data management practices. A management tool should be able to capture, manage, and analyze all relevant business data. Furthermore, it should manage leads, customer orders, and financial assets under a centralized data model. Employees need to easily search and find information relevant to their roles. Real-time dashboards, data visualizations, and reports are must-have features that showcase good data management.

How to Differentiate BPM Tools

As a new business owner, it's hard to know which business process management tool to invest in. There are so many providers and options. Furthermore, it's hard to know which features will align with business needs.

This is particularly true if the owner is not a tech-savvy individual. Hiring a BPM specialist and performing research can assist throughout this process. Also, owners should always look for a tool that facilitates easy modeling, project management integration, and good data management. Read ahead for some best practices on how to differentiate BPM tools.

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1. BPM Tools - Drop and Drag Process Design

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The standardized way to implement process analysis and modeling is called Business Process Modeling and Notation, or BPMN. Smaller companies may not need to use management tools with BPMN. Instead, they can invest in those with drag-drop functionality. A drag-drop interface is more user-friendly and makes all data visible at a glance.

Business users don't need to spend time creating forms. They can directly manipulate, group, and reorder processes with a few simple clicks. This streamlines process design and is typically less costly than other solutions. However, large enterprises will probably still need to use software with BPMN.

  • 64% of companies are looking to implement BPMN to simplify business processes
  • Studies found that business owners adopt drag and drop or BPMN tools to save money and improve productivity
  • 65% of those who adopted BPMN processes and technologies have seen an increase in efficiency, versatility, and customer satisfaction
  • 93% of businesses are engaged in numerous process improvement projects

2. BPM Tools Integration Capabilities

As stated before, business process management software should integrate with other applications. This includes project management software, task management tools, and any document management systems. This allows data to flow between platforms as required.

Furthermore, an input in one system can trigger an update in the next system. Employees will immediately see all real-time updates because the data is integrated across networks. This facilitates quick collaboration and optimizes decision-making because choices are based on accurate information.

3. BPM Tools Hosting Options

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Automation software offers different hosting options, depending on the type of tool. Some require owners to host on-premises, while others are cloud-based. Cloud-based process automation platforms are popular because they are pay-as-you-go, require less help from IT, and incorporate collaborative modeling.

If an organization has data in the cloud that processes interact with, cloud-based hosting is a good option. Web-based options are also more flexible and can align with evolving company needs. On the other hand, on-premise tools are highly secure and are better for organizations that hold more sensitive data.

4. BPM Tools Usability and Responsiveness

The best business process management platform is useless if nobody knows how to use it. Every workflow management system should be easy to use with an intuitive interface. Owners should consider how technically savvy the business users who interact with the system are.

They should also ensure that the BPM suite works properly on the devices these employees need to access. This will help streamline processes and ensure tasks are completed on time. It will decrease the workload for the IT department and minimize errors. In short, organizations that have user-friendly BPM tools will receive the best bang for their buck.

Key Takeaways for Business Process Management Tools

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In conclusion, here is what to know about a business management platform -

  • A BPM platform should enable simple modeling, integrate with project management software, and optimize data management.
  • Process automation platforms offer drag and drop features or BPMN methodology. BPMN is better for larger enterprises, while drag-drop is better for smaller companies.
  • CRM software should always integrate with other internal applications. This streamlines the flow of data across the supply chain.
  • BPM tools are either hosted on-premise or through the cloud. Cloud-based options are popular because they are less expensive and more adaptive. However, on-premise tools are more secure. BPM tools should also be easy to use with a responsive interface.

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