How to Overcome the Biggest Challenges in Business Process Management
Source: Freepik
From the outside, most businesses seem like well-oiled machines. But inside, they're a maze of intertwined, often inefficient, processes.
Thanks to the proliferation of no-code, low-code, and A.I. technology, business process management (BPM) is more accessible than ever. It's no longer only Fortune 100s that can automate processes to cut costs and time to revenue – it's your competitors, too.
BPM implementation often means massive process overhauls and testing relatively new automation software. One small mistake could waste time, money, and spell BPM failure.
Some leaders face BPM implementation with the age-old wisdom: hope for the best, expect the worst. To aid your BPM implementation, here's a proactive approach to overcoming the most common challenges you'll likely face.
The Biggest Challenges in Business Process Management and How to Overcome Them
Problem 1: Lack of Executive Buy-In to BPM
With executive support, securing resources for BPM implementation becomes easier. Any naysayers may have a point: What's the point in making such significant and resource-intensive transformations without clear goals and KPIs?
How to solve It:
Align company goals with BPM outcomes: Discuss how automating processes can help achieve business goals. You may first work on a small automation and report on the results to build confidence in future improvements. Alternatively, you could use case studies from other companies to illustrate how automation is solving their operational challenges.
Calculate direct and indirect ROI: How will BPM benefit your organization in the long and short term? Align your case for ongoing BPM with financial objectives and long-term benefits. Discuss the direct costs, like BMP software and process mapping tool, and the indirect costs, like ongoing employee training.
Problem 2: Lack of Visibility into Existing Processes
Process optimization hinges on understanding the existing workflows and who owns which process. If you can't see how these processes work, it's hard to improve them.
How to solve It:
Brainstorm all company processes: Compile a cross-functional team and list all company processes. In combination with process mining, this step helps ensure that no process goes overlooked.
Taking a data-driven approach to process discovery can reveal inefficiencies, bottlenecks, and areas for improvement. After discovering who handles each process, assign any orphaned processes to the right department for supervision.
Document existing processes: Document the processes earmarked for optimization. Specify the owners, as well as responsibilities associated with each process. Documentation will make it easier to track problems and speed up future improvements.
Identify and catalog all areas for improvement: You may prioritize optimizations based on:
Company goals
Areas in greatest need of optimization
How quickly you can implement automations
How fast you can iterate off BPM success
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Problem 3: Fractured Communication and Collaboration During Implementation
Poor communication and collaboration hampers understanding, decision-making, and creates resistance. This challenge intensifies in industries with strict compliance regulations; maintaining compliance while optimizing processes becomes demanding in frequent regulatory change situations.
How to solve It:
Foster cross-functional collaboration: Any company initiative typically involves collaborating with stakeholders. With BPM, work closely with those experienced in company processes and compliance. Group insights and expertise aid integration and decision-making around process optimization.
Create shared goals: The team pools its expertise towards a shared purpose by aligning everyone's priorities. Not only does this lend direction to the planning and execution phases, it enhances cooperation and shared desire for BPM success.
“We pulled all the people that touch [end-users] in one room and challenged them to build something that ensured better outcomes. We built something quickly that allowed them to pull information from different systems and break through barriers. Most importantly, [the team] saw it as ‘their system’—so we essentially built organizational change management into the [process] itself.”
- Sidney Fernandes, CIO, University of South Florida
Collaboration with Stormboard
Use collaboration tools: Make team collaboration easier by using a tool that lets you share data, documentation, and assets. Digital workspaces like Stormboard break down barriers in business communication by keeping critical information in a shared visual space.
Keep informed and communicate regulatory change: Stay abreast of evolving regulations by monitoring changes and communicating them company-wide. Being informed enables proactive adjustments to ensure ongoing compliance.
Leverage BPM tools: Many BPM tools come equipped with built-in compliance monitoring features.
Remain engaged in BPM efforts: Forbes recommends active involvement during the BPM process. Prepare to coordinate, assist with challenges, and provide guidance for successful BPM implementation.
Engage stakeholders: Remember Challenge #1, lack of executive buy-in? Keep stakeholders informed about the BPM process and report ongoing results to build confidence in process improvements.
Problem 4: Lack of Skills Around BPM and Workflow Automation
67% of organizations report a skill shortage for BPM implementation and ongoing optimization. BPM involves finding, planning, and improving processes, which requires a range of skills, including:
Technical proficiency
Process analysis
Change management
Automation
Testing and quality assurance
How to solve It:
Consider outsourcing or hiring: If your team lacks the necessary skills, determine if you should hire BPM professionals or outsource the work. Their insights can streamline implementation and fill any skill gaps.
Invest in training: Another option is to upskill your workforce to implement process optimizations. Empowering your team with essential BPM skills can be a cost-effective strategy in the long run.
Consult on BPM tools: Consider bringing in experts who can assess your BPM software needs and determine if it's needed. Microsoft and other business suites have built-in BPM tools that may eliminate the need to purchase extra software.
Explore other user-friendly tools: Easy-to-use tools let less technical folk contribute to BPM efforts. For instance, easy process mapping tools enable non-technical contributors to collaborate.
Problem 5: Failure to Track, Monitor, and Test BPM Improvements
Analyzing and optimizing processes are crucial components of BPM. Yet only a reported 4% of companies track and manage their processes. Without proper tracking and monitoring, it's challenging to spot bottlenecks and identify areas for improvement.
Nor can you rely on chance or intuition for automating processes. Poorly executed automation affects user experience, can compromise company integrity, and exposes system vulnerabilities to cyber threats, among many other risks.
How to solve It:
Track BPM performance and metrics: Monitor BPM metrics to assess progress, effectiveness, and communicate what needs to change.
Source: Freepik
Invest in monitoring tools: BPM software often tracks and monitors processes, though you may invest in more robust tools for in-depth insight and to prevent critical failures.
Test everything: Robust testing environments, including sandboxes and testing software, help rigorously test automation before deployment.
A proactive approach safeguards against process failures and risks, enhancing the overall effectiveness of BPM initiatives.
Business Process Management: Streamline Operations and Elevate Efficiency
Once you grasp the main challenges around business process management, you're ready to tackle ongoing BPM.
Alleviate common BPM challenges by:
Aligning teams and leadership around common business objectives increases the chance of BPM support, buy-in, and success.
Collaborate cross-functionally better to understand company-wide processes, pains, and regulatory considerations.
Identify skill gaps that may hinder BPM initiatives. Decide if the team needs hiring or training to handle BPM.
Use user-friendly tools in combination with business process automation software to allow fuller collaboration in BPM efforts.
Use digital collaboration software in conjunction with BPM tools to help:
Facilitate collaboration and communication
Visualize company processes
Brainstorm and manage process improvements
Assess for skills gaps and determine whether to hire or upskill existing team to manage, monitor, and optimize BPM efforts.
Some tools are far too complex or rigid for process mapping. Stormboard is easy to use for process mapping and cross-functional collaboration. Try it for free!
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Business Process Management FAQs
What is BPM?
Business process management (BPM) refers to improving organizational processes that drive business value and adapt to changing needs. It involves identifying, designing, implementing, and improving business processes.
What are the benefits of BPM?
The benefits of BPM are various and far-reaching. Most businesses use BPM to increase business efficiency and streamline operations. BPM often encompasses business process automation (BPA), the automation of business functions and processes. BPM sometimes refers to BPM software that manages, connects, and monitors business processes.
