Thursday, April 18, 2024

Preparing Your Company’s New Process Management Software System for the Real World

Digitizing and centrally managing business processes have lead to most of the productivity increases we’ve seen over the past two decades in the business world. The software system that manages your processes, ensures all your business processes are run perfectly, and leaves your clients satisfied is taking an increasing centre stage in businesses. This isn’t only true for large Fortune 500 companies, but it is becoming true for small to medium-sized enterprises. That’s why when you’re updating your process management software system, you need to make sure it is completely ready for the real business world and doesn’t cause you problems – this article will help you with that.

 Wait, Why Do I Need a New BPM System?

There are multiple reasons why businesses usually need to replace their BPM systems every five to ten years – obviously, this doesn’t apply to every sector and every business, but if you’re struggling with the situations described below, maybe you need to consider a new BPM:

  • You’re having trouble implementing your new processes in your BPM: most businesses evolve with time – that’s necessary if you want your business to keep growing, this is inevitable. While BPM systems are becoming more extendable and flexible, they, oftentimes, won’t be able to keep up your changed business requirements. You’ll find yourself having trouble adding the processes to your current software, needing workarounds and hacks. This is generally a pretty good sign you need a new, and perhaps custom, software system. Consider contacting a development house like CSHARK.
  • You’re falling behind the competition: If you’re noticing your services are falling behind your competitors in terms of quality or speed, this means you’re somehow inefficient, and you need to find ways to get more productive and undercut your competitors. If you have a better and newer BPM system, you might be able to find ways to cut prices and provide better services to your clients.

What Steps Does My Business Needs to Take Before Installing the New BPM

Changing the BPM system, a central piece of software your business relies on, isn’t easy. You need to take precautions to ensure the process goes smoothly and your business doesn’t get hurt in the process:

  • Back up all your data: to ensure none of the company’s or clients’ data disappears or gets lost in the move, you need to make sure you have a complete backup. This is a very important step as the data being lost will probably mean an end to your business (and even lawsuits from your clients).
  • Check your hardware: make sure the hardware supports the new BPM system you’re going to install. This is quite trivial, in the greater scheme of things, but still a necessary step.
  • Train your employees: your employees need to be ready to start working with the new system. This usually takes some training and active support, and to ensure the process goes ahead as smoothly as possible, make sure the employees get adequate training before switching to the new system.

What Steps During and After the Installation of the New BPM?

Now that you’ve made all the necessary preparations, it is finally time to replace the system. But, you still need to make sure you’re all set during and even after the replacement:

  • Backup your data regularly: regular backups are just a common-sense practice, and you need to be doing it anyways. But, if you’re switching over to a new system you haven’t extensively tested for months, you need to be extra careful.
  • Monitor your employees’ performance after the switch: your company’s performance will likely take a small hit in the first few months, but you’re banking on long-term performance gain. That’s why it is important to ensure your company is seeing performance gains and to make sure of this, you need to keep an eye on performance indicators.
  • Request more feedback from your clients: requesting more feedback after you replace the software system is a good way to ensure your business isn’t being negatively impacted. Asking for regular customer feedback will also tell you about the new system’s weak points. If you don’t know how to ask for feedback efficiently, consider contacting this communication agency in Belgium – they’ll help you facilitate better communication and improve your clients’ perception of your business.

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