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Just like a maestro coordinates dozens of musicians in a concert to ensure each instrument is perfectly played and at the right moment, process orchestration coordinates and manages the execution of activities and tasks within an organization.
In other words, it provides full control over activities, from a given request creation to its completion. Process orchestration allows you to automate and integrate activities, enabling an optimized, coordinated, and efficient workflow.
Here are 5 steps to implement process orchestration and leverage increased productivity, reduced errors, and greater agility in task execution.
What is Process Orchestration?
Process orchestration is the practice of integrating and coordinating various systems and platforms to automate complex workflows and optimize business operations. However, it should not be confused with process automation, which focuses more on repetitive tasks.
Orchestration is broader and aims to improve entire processes, with process automation and control being part of its functionality. This method emerged as an efficient alternative to ensure isolated and disjointed systems are synchronized.
Thus, it can be said that centralizing and coordinating execution is a driver of digital transformation. Companies that implement strategies to have greater control over their activities and tools experience enhanced collaboration and agility. Other benefits include improved efficiency and productivity, elimination of bottlenecks, increased security and compliance, cost reduction, and greater customer satisfaction, among others.
Step-by-Step Guide to Process Orchestration
For those looking to positively transform their company’s operations, process orchestration is the ideal solution. To achieve all the benefits of this transformation, it’s essential to follow these steps:
1 – Map Steps and Identify Bottlenecks
The initial step is to understand how the activity flow currently works. The AS-IS-mapping should be simple and represent the activity flow, involved areas and roles, connections with external parties, required documents.
This practice aims to create a real representation of the company’s current scenario, diagnosing failure points, bottlenecks, and inefficiencies. Pay special attention to exceptions that occur frequently or have a larger impact on the process.
There are various techniques and tools to analyze and identify the root causes of problems, such as time analysis, SWOT matrix, customer journey, among others.
Pick the most effective method for solving the identified issue based on the perspective that will provide the greatest value.
2 – Model Processes with Clear Responsibilities and Transition Rules
After diagnosing inefficiencies, it’s necessary to find alternatives to eliminate or reduce the impact of these issues. In other words, redesign the activity flow to create the ideal model that will enable the process to achieve its final goal.
It’s often not possible to solve all problems at once. Start by addressing the most critical failures and progressively work on transforming the processes.
The new model should be simple and address the identified issues, making it much more streamlined. A good practice is to apply the TO-BE model for automation. Focusing on this solution to address some of the identified problems will improve performance and make the company more efficient.
Identify the responsibilities for each activity, including departments or areas involved, and specify which tools will be used. Clarify how the orchestration will occur, especially if activities will be relocated, outsourced, eliminated, or parallelized.
3 – Automate Repetitive Tasks
For both process modeling and automation, Neomind’s Fusion Platform is a key ally in facilitating process orchestration.
When redesigning a process with optimization in mind, new tools are often required. Thus, the new design should take these tools into account.
For each spotted problem to will be addressed, set the positive impacts of the changes. For instance, when automating a purchasing flow, notifications for managers can be set up to avoid bottlenecks in the approval process.
Fusion Platform offers a comprehensive solution, allowing for process automation through BPMS (Business Process Management Suite). This module ensures control, agility, and orchestration of company routines, making the process standardized and transparent.
Remember that a process, like the company itself, is a living organism. As inefficiencies are solved, new changes can be planned to achieve incremental gains.
Additionally, Neomind’s solution is fully customizable to your business, enabling the adaptation of activity flows and automation. Another important aspect is that each modification can be tested before implementation, ensuring the optimization will deliver significant results.
4 – System Integration
Orchestration can only occur effectively when different systems, applications, and services are connected and coordinated. Fusion Platform integrates with other systems, ensuring that all information is centralized in one solution.
Integration enables different technologies to communicate, such as systems, cloud apps, and databases. This connection guarantees that relevant information is accessed and shared, enabling faster and more accurate decision-making.
Furthermore, integration is essential for ensuring that automated workflows happen with speed and productivity.
5 – Real-Time Monitoring with Continuous Performance Analysis
Orchestration is synonymous with control. Therefore, measuring and analyzing results throughout transformation projects is crucial.
Real-time monitoring ensures that orchestrated processes remain efficient and can be optimized through continuous improvement.
Fusion Platform’s Indicator Center allows managers to track performance and easily identify new areas for attention, such as anomalies and bottlenecks. The functionality collects and analyzes data to generate visual reports and charts that are easy to interpret.
Some metrics that can be analyzed include activity execution time, error rates, error and rework percentages, overdue tasks, and more.
Process orchestration ensures reliability by proactively identifying and correcting problems. It also enhances visibility, supports scalability to meet new demands, and maintains compliance with regulations and standards.
Stay away from inefficient, low-quality, and costly workflows. Try Fusion Platform to automate, integrate and orchestrate your business processes.
