Neomind

Author: Farley Niehues

  • Cost Reduction Strategies with Process Management

    Cost Reduction Strategies with Process Management

    The business world has always been concerned with cost reduction, whether fixed or variable ones. Regardless of the company’s size, industry, or operational complexity, keeping finances healthy is a strategic priority.

    When a company fails to manage its processes, inefficiencies and resource misallocation take place, which in turn directly impacts its profitability.

    By enabling a holistic view of the entire organization, process management not only reduces these costs but also increases productivity, product and service quality, as well as improves customer satisfaction, and the company’s market position as a whole.

    To ensure your business follows an efficient and financially sustainable path, here are 5 cost reduction strategies that you can achieve with process management.

    1. Carefully Plan Cost Reduction

    Reducing costs requires a thorough analysis of all processes and the workflow within your organization.

    The first step toward generating savings is to implement a cost management program, ensuring that both income and expenditures are properly monitored.

    With these detailed records in your hands, it is possible to classify and evaluate exactly where resources are being allocated and in turn to identify potential saving areas.

    It’s important to set clear, measurable goals for cost reduction, along with realistic deadlines to achieve these objectives.

    Adopt an action plan with specific measures, assigned responsibilities, resources, timelines, and performance indicators to track your progress.

    2. Optimize Resource Usage

    While it’s tempting to reduce every possible expense, there are necessary costs to ensure the business runs smoothly. Therefore, resources need to be used efficiently.

    As a cost-reduction strategy, it’s essential to set a spending ceiling so that critical expenses are prioritized.

    Resources should be directed towards strategic areas that have a direct impact on the business’s core operations.

    This management model can be implemented across the company, from production to management. In operations, cost reductions can be applied to asset management, purchasing, inventory, and production.

    A major cost driver is procurement. Conduct an analysis of sales and forecasts to determine the quantity and frequency of purchases needed. This approach helps negotiate better prices, delivery terms, and contracts.

    Alongside procurement, efficient inventory management reduces storage costs, whether for finished products or raw materials.

    Simultaneously, process optimization eliminates bottlenecks, waste, and idle periods. Process management provides insights into procedures, helping identify inefficiencies to improve and generate greater savings.

    3. Negotiate Contracts and Payment Terms

    If costs are high but essential supplies are needed, renegotiating contracts can be an effective cost-reduction solution.

    Reach out to suppliers and partners to assess the possibility of revising contract terms and prices. Evaluate the situation and look for opportunities to negotiate more favorable payment terms, such as volume discounts or extended payment deadlines.

    Take the opportunity to consider changing suppliers if you find better or more advantageous options in the market.

    4. Analyze Processes and Boost Productivity

    Inefficient processes are undoubtedly one of the major causes of waste within an organization. Optimizing processes is the best strategy for cost reduction.

    Process mapping facilitates a complete understanding of how activities are carried out to achieve specific objectives. It also helps identify and eliminate factors that lead to unproductive practices, such as unnecessary and repetitive tasks.

    It’s essential to understand internal routines and identify the purpose of each process, its main activities, the teams involved, and the resources required, among other details.

    This detailed visual representation acts as a catalyst for innovation. By mapping processes, managers can identify opportunities to automate tasks, implement new technologies, and optimize workflows, making the business more competitive.

    A company focused on productivity should identify its priority processes and the best practices for allocating resources to those activities.

    Beyond productivity, optimizing processes also leads to benefits like better quality and increased customer satisfaction. As a result, there is a reduction in costs related to returns, exchanges, or repairs.

    5. Adopt an Integrated Process Management tool

    It’s clear that combining all of these strategies will be the best approach for cost reduction. Fortunately, this can be achieved by adopting an integrated process management tool like Neomind’s Fusion Platform

    As a comprehensive solution for managing processes, documents, risks, digital signatures, and performance indicators, Fusion Platform is your partner in cost reduction.

    With specific modules, it’s possible to map, analyze, monitor, and automate your business processes.

    With automation, resources—especially human resources—can be reallocated. By simplifying tasks, employees can focus on strategic activities that add more value to the business.

    To directly enhance operations, Fusion Platform offers templates for:

    • Purchasing and budget management
    • Demand management
    • Service procurement
    • Risk management
    • Payment releases
    • Quotation requests
    • Contract management
    • Service order management
    • … and much more

    An integrated management platform is the best choice for your business because it offers all the necessary tools for managing and reducing costs. Processes of any complexity can be automated and improved.

    Moreover, the solution is fully customizable to your needs. It’s low-code, integrates with other systems, supports corporate mobility, and is available in multiple languages.

    It’s important to note that while cost reduction is highly beneficial, it should be approached with care to avoid negatively impacting operations or the quality of customer offerings.

    Implementing process management is the key to finding the balance between resource optimization and increased productivity.

    Want to see how an integrated process management tool works in practice—without any cost?

    Then don’t waste any more time, try Fusion Platform for free!

  • The importance of change management in the implementation of new technologies

    The importance of change management in the implementation of new technologies

    Business is an ever-changing organization. For this reason, change management is essential for the transformation to occur smoothly, without major impacts or resistance.

    The implementation of technologies is the driving force of companies today. Undoubtedly, it brings a number of benefits, such as increased productivity, efficiency, and high performance to business processes.

    However, they are solutions that change the way employees work today. This means that as normal human beings, there will be resistance. It is natural for people to be afraid to face any change that involves new ways of working or learning.

    For the implementation of new technologies to be successful, implement change management. Understand more about this subject and make your team embrace technological evolution for the sake of growing your business.

    What Is Change Management

    Change management is a strategy used to prepare, support, and guide employees in facing significant transformations. It aims to humanize the transition process by putting people first.

    Within the corporate environment, there are many transformations, such as the implementation of new technologies, organizational restructuring, cultural changes, improvement in processes, among others.

    Thus, it is a systematized method that uses tools and techniques to provide continuous support during transitions, avoiding risks and maximizing benefits.

    It aims to reduce barriers to the adoption of new technologies, making it easier for teams to adapt. It addresses psychological, emotional and operational aspects of change.

    Why is it so important for the implementation of new technologies?

    There are a number of factors that justify the adoption of change management as a practice to anticipate and facilitate the implementation of new technologies. Highlight:

    Minimize resistance

    New features change the way people work today. This means that there will be a certain degree of resistance, after all, people are used to performing their activities in the already established model. It is necessary to recognize the concerns and discomfort of employees.

    Change management identifies points of attention and employs strategies that anticipate oppositions, reducing their incidence.

    Broadens user adoption

    Success in the use of new features consists of full adoption by users. Thus, management ensures adherence by offering training, support, and a smooth and easy transition.

    It is necessary that people understand the benefits and have no doubts about the new resources adopted;

    Contributes to clear and open communication

    One of the central points of change management is communication. For a good transition, it is essential that there is clear and consistent information sharing about the new technology.

    It is not enough to just train, it is necessary to be transparent to communicate objectives, benefits and impacts of change. Openness contributes to the reduction of uncertainties and increased employee confidence.

    Likewise, it allows you to set realistic expectations, communicate challenges and setbacks that avoid disappointment and frustration of those involved.

    Maximizing ROI

    Every investment, especially in technology, must generate tangible results. Managing change helps to organize and optimize the use of tools so that the organization gets the most out and return on its investment.

    In addition, each implementation aims to achieve specific results, such as improving efficiency or optimizing care. Therefore, it is essential to establish clear goals, so that the organization directs its investments to solutions that really help achieve its strategic objectives.

    Reduced disruptions

    The implementation of new technological tools can cause workflow interruption. For example, changing systems can make it impossible for the procurement department to submit its requests.

    Adopt strategies to anticipate these interruptions and reduce the impacts, so productivity is not compromised. And also to ensure that operations continue to take place during the transition.

    Risk mitigation

    In addition to emotional issues, change management also contributes to mitigating common risks. Develops strategies to reduce the likelihood of failures, such as data security issues, integration challenges, or anticipated technical issues.

    This management model does not end when the software is installed. Management endures and includes evaluation mechanisms in search of continuous improvement. The return of these perceptions contributes to technology continuing to act to meet the needs of the organization.

    Implementing new technologies with change management

    To be successful when implementing new features, adopt the following strategies:

    Align the implementation base with key leaders and managers so that the entire organization understands that technology is a priority;

    Stipulate a scope of the implementation project addressing stakeholders, objectives, and timeline. Also designate leaders to lead the implementation. It is important that these people are technology enthusiasts;

    Train and develop employees’ skills, knowledge, and competencies to use new technology. Capacity building, based on roles and responsibilities, increases confidence and reduces resistance;

    Test the solutions in a controlled environment, allowing teams to experiment with small-scale usability before scaling to the rest of the organization. Analyze and remove problems, obstacles or items that generate difficulty in use;

    Evaluate the impact of the change on several different aspects such as processes, functions, and company culture. In-depth analysis favors the development of strategies that expand acceptance;

    Provide an environment for employees to submit recurring feedback, questions, and concerns. Acting in this way shows them that their opinions are valued and that the organization is attentive to their needs.

    The more involved employees are, the greater the commitment and identification of challenges and their solutions. Seek to include those involved from the beginning of the implementation of new technologies.

    Adopt the Fusion Platform

    In general, change management provides a smooth transition and effective adoption of new technologies. Obviously, for all this to happen, it is necessary to adopt a simple and user-friendly solution.

    Fusion Platform is a complete tool for managing documents, processes, indicators, risks, and electronic signature. With a focus on bringing greater benefits to the organization, it is customizable to meet the specific needs of the business.

    In addition, Neomind provides highly trained professionals so that the transition is smooth, offering knowledge, information and support.

    We know that digital transformation is about more than the use of technology. The success of any type of solution requires users who are truly engaged, confident, and committed.

    Achieve greater efficiency and productivity gains by using change management as an opportunity and support for transformation. Encourage employees to see technology as a means to improve their work and grow professionally.

    Count on Neomind to offer all the necessary structure for the transformation of your company. Try Fusion Platform, an intuitive interface solution that’s perfect for your team and your business.

  • The Role of Process Management in Continuous Improvement

    The Role of Process Management in Continuous Improvement

    If you’re here, you already understand the importance of adopting, maintaining, and embracing continuous improvement in strategies that provide competitive advantages in a highly dynamic environment like today’s business market.

    It’s not enough for a company to simply function well; it must pursue constant enhancement and evolution. A holistic view provides insights necessary for identifying areas that need improvement.

    Linking process management with continuous improvement allows a business to make significant strides toward success and growth. This approach transforms the entire operation of the company, primarily through the implementation of a culture that focuses on the ongoing refinement of all areas.

    Process management stimulates innovation, efficiency, and adaptability to market dynamics. When effectively implemented, it offers numerous benefits for the organization as a whole.

    To help you grasp this topic and leverage its advantages, we’ve prepared this material, presenting a clear and practical view of the connection between process management and continuous improvement.

    We will introduce Fusion Platform, a comprehensive and innovative solution that contributes to more agile, efficient, productive, and high-quality management.

    Keep reading to discover how to transform your processes so your business can reach new heights. Enjoy your reading!

    Defining Processes

    Every company has processes that are executed daily, varying in complexity.

    In simple terms, a process is a set of structured and interrelated activities performed to achieve a specific strategic goal of the organization, such as delivering a product or service to the customer.

    In other words, every task performed within a company is a crucial stage in the flow of a process. It’s as if each activity in a process is a fragmented piece of a whole that, when combined, forms the final product. You can think of it like a puzzle where each piece represents a task that, when correctly grouped, creates the final image or conclusion of the process.

    Another valid definition is that every process aims to add value to inputs through procedures, transforming them into goods or services that meet customer needs.

    As technology advances, many of these activities can be developed or improved using software and platforms. This explains why processes are becoming leaner, more practical, and faster. Interdependent and parallel activities occur simultaneously, with full access and understanding among all parties involved.

  • Just in Time: What it is and what benefits it brings

    Just in Time: What it is and what benefits it brings

    Looking for an increasingly prosperous and successful future? Just in Time, or JIT, is a method adopted by visionary and efficient companies.

    This concept is a broad approach that involves not only production process but the entire supply chain and other components of your business operations.

    In this context, “Just in Time” means “at the right moment” or “at the right time.” It’s the concept of using materials without waste, avoiding high storage levels.

    It is about continuous improvement that impacts your company’s performance directly. And it brings even more benefits when associated with technological resources such as management software and automation.

    Ready to dive into the world of operational efficiency? Discover now what Just in Time management entails.

    How Did Just in Time emerged, and what exactly is it?

    Just in Time is a methodology that emerged in the 1970s in Japan, specifically at the Toyota Motor Company. It was developed with the goal of coordinating production so that limited natural resources were used without waste.

    Moreover, it aimed to deliver products at the right time, without delays, particularly considering that the automotive industry was growing rapidly at the time.

    In summary, Just in Time considers that nothing should be acquired, produced, transported, or sold before “the right time.” Its key feature is connecting production with demand to reduce stock levels.

    Based on the Lean methodology (lean companies reduce waste while maintaining quality), Just in Time ensures that there is no excess inventory, whether of finished products or raw materials. Production only happens when actual demand is confirmed by the customer.

    Due to its strong connection to inventory control, the methodology is supported and enhanced by process management platforms and approaches that standardize the flow of activities throughout the entire production chain.

    How Does This Methodology Work in Practice?

    Just in Time has a series of principles, but it can function in various ways across different industries. The main aspects of how this methodology works include:

    • Demand-Driven Production: Production operates on a pull system, only triggered when there is actual customer demand. In other words, only what is necessary will be produced, avoiding undue storage. The entire workflow is planned so that there is time for each stage to be completed before the next one begins;
    • Labor: JIT is not only related to physical inputs but also involves labor, which must respond productively and administratively. The company should focus on qualified labor, continuously investing in updates, training, and development;
    • Physical Structure: For everything to work properly, the company’s physical space must be organized to facilitate workflow. The structure needs to be planned to enable the execution of the entire planned activity flow;
    • Quality: Quality control is essential throughout the production process. Companies must combine speed with efficiency. With small batches, any problem can be identified and corrected immediately;
    • Suppliers and Partners: JIT requires close relationships and collaboration between suppliers and manufacturers. Suppliers must deliver inputs exactly when necessary to meet a specific demand. These relationships must be solid and reliable.

    For this approach to truly work, certain JIT specifications must be followed, such as:

    • Continuous process improvement;
    • Use of Kanban to manage input demands;
    • Halting production after fulfilling specific demand;
    • Immediate shipment of the finished product to consumers;
    • Receipt of inputs in smaller quantities and higher delivery frequency.

    Why Use Just in Time?

    There are many reasons to justify implementing the Just in Time technique in companies, with the following standing out:

    • Cost and waste reduction;
    • More efficient and effective processes;
    • Mapping and standardizing processes;
    • Greater productivity;
    • Continuous improvement;
    • Optimized production;
    • Flexibility and agility in production;
    • Improved internal and external communication;
    • Greater accuracy and quality;
    • Increased safety and reduced risk;
    • Optimized inventory management;
    • Limited production;
    • Rigorous goods quality management.

    Technological solutions are great allies of Just in Time

    Since the Just in Time approach focuses on producing the necessary items at the right time and in the right quantity, processes must be standardized.

    Standardizing processes is the only way to ensure agility and meet short deadlines. With time precisely measured, JIT does not allow for constant changes in processes. Everyone must know exactly what their activities and responsibilities are.

    Adopting a process management platform makes it possible to automate tasks so they occur correctly, without errors or bottlenecks.

    BPMS is a feature of Neomind’s Fusion Platform where tasks like orders, purchases, and logistics can be executed and controlled.

    Managing inventories, for example, prevents products from sitting idle, and purchase management ensures that the necessary inputs are available when needed.

    The production sector itself checks Kanban indicators on the Fusion Platform and uses the platform to send purchase requests. This demand goes through all related sectors, such as purchasing, inventory, and finance.

    The software also manages documents so that budgets and contracts with suppliers can be executed. The platform even has native electronic signing, meaning agreements are made promptly.

    All process information, documents, and indicators are centralized in Fusion. This ensures the integration of information, allowing production based on demand.

    In Central Analytics, all indicators can be consulted and monitored in real-time.

    As you can see, we’re talking about a complete solution that contributes to Just in Time and the overall efficiency of the company.

    Take the opportunity to try Fusion Platform. Automate processes, centralize data, and integrate all departments in your company towards continuous growth and success.

  • How to use SWOT analysis in process-based management?

    How to use SWOT analysis in process-based management?

    The famed SWOT analysis is a very effective tool when it comes to enhancing management and achieving business excellence. This instrument enables the evaluation of processes to identify and leverage potential improvement points.

    Process-based management, on the other hand, contributes to greater activity flow control and optimization. When combined, the two tools become extremely useful, serving as a guide or a path to transform the reality of organizations.

    By identifying strengths, weaknesses, opportunities, and threats, it can be understood as the basis for formulating strategies that improve processes. Additionally, it provides coherent information to support organizational decisions.

    We have prepared this material to help you understand how to use this in-depth and comprehensive analysis to manage processes and ensure increasingly prosperous results.

    What is SWOT analysis?

    The acronym SWOT stands for strengths, weaknesses, opportunities, and threats. In Brazil, this analysis is known as FOFA, a tool for evaluating and identifying strengths, opportunities, weaknesses, and threats.

    It is a strategic study that maps the internal and external environment of organizations to ensure a more promising future. Furthermore, it allows identifying improvement points that can become competitive differentials for the organization.

    This internal and external observation provides a holistic and macro vision that helps understand how processes are going and develop strategies for their next steps.

    Each specific item should be addressed comprehensively, as follows:

    • strengths: refers to everything the company does well, where it performs well, and what makes it stand out to customers or the target audience.
    • weaknesses: contrary to strengths, this lists initiatives with low performance or that could be improved;
    • opportunities: focused on the external environment, this analyzes what will make the company more competitive. Lists resources that can be used to improve weaknesses, market gaps, and goals for the current year;
    • threats: here are items beyond your control, such as a change in the competitive landscape, points where competitors are better, new trends, regulatory changes, or even climatic catastrophes.

    The relationship between SWOT analysis and process management

    As an internal analysis fundamental to the strategic planning of organizations, it can be said that SWOT analysis impacts process management, and process management favors this type of evaluation.

    Process-based management is a methodology that focuses on optimizing activity flows. Using SWOT analysis, these flows can be analyzed from different perspectives, revealing bottlenecks, possible improvements, or potential risks.

    The use of technology is essential for this management and analysis to be favored. Neomind’s Fusion Platform is a complete platform for managing processes, indicators, and documents.

    Monitoring process performance through the platform’s Central Analytics allows for evaluating, in real-time, the strengths and weaknesses of that project or activities.

    When the company uses an automated system to perform tasks, processes are standardized, mapped, and optimized, boosting the strengths and competitiveness of the company.

    Regarding potential threats, Fusion has a Risk Management module where it is possible to identify important external points for the organization. Moreover, it allows creating action plans to contain or reverse damages into competitive advantages.

    Components of SWOT analysis in process management

    Each component, or each letter of the SWOT analysis, should be observed within the processes for the evaluation to be precise and thorough. This way, decision-making becomes more coherent, and the company’s improvement strategies are enhanced.

    Thus, strengths, weaknesses, opportunities, and threats are considered as:

    • strengths: efficiency, quality, standardization, low failure rates. Qualified team, solid reputation, and partnerships are also examples. All these points should be continuously improved to maintain excellence;
    • weaknesses: waste of time, bottlenecks, rework, low productivity, customer dissatisfaction. Improving these points should be a priority; for this, reengineering of processes, training, and implementation of new technologies are recommended;
    • opportunities: external opportunities such as technological advances, changes in demand, and new market trends should be mapped. Focusing on these opportunities, processes can be improved to reach new levels of success;
    • threats: fierce competition, regulatory changes, economic crises, or any adversity that can negatively impact the company. Monitoring and contingency plans are essential to protect the organization.

    Benefits of this methodology in Process Management

    Working with SWOT analysis in process-based management brings numerous benefits to companies, such as:

    • workflow optimization;
    • cost, error, and failure reduction;
    • improvement in efficiency and productivity, helping to prioritize tasks;
    • standardization and process automation;
    • greater customer satisfaction;
    • greater agility and flexibility;
    • risk reduction;
    • greater security for company operations;
    • conscious, coherent, and strategic decision-making;
    • generation of ideas to strengthen strengths and take advantage of external opportunities.

    How to do this analysis?

    There are some alternatives for conducting SWOT analysis, from informal meetings to the formal construction of the matrix. Each company can adopt the approach that best suits its culture or availability.

    First, it will be essential to involve people from different departments and levels to get a comprehensive view.

    Think about the processes and the results obtained internally in a realistic and objective manner, identifying strengths and weaknesses. Also, look at the market and point out which items can be opportunities and threats. The more items identified, the more comprehensive the analysis will be.

    Find a method to write and organize all these points. List those that are most important or relevant to the company’s success. Use boards, spreadsheets, and other methods that are preferably visual.

    From this framework, develop an action plan to maximize strengths, overcome weaknesses, take advantage of opportunities, and mitigate threats.

    It is worth noting that SWOT analysis is a dynamic and continuous process. It should be continuously reviewed to adapt to possible changes. The expected results will be achieved with the effective execution of the action plan.

    Technology contributes to SWOT analysis

    The basis of a well-executed SWOT analysis is data. Having a platform for managing processes, documents, and indicators allows for centralizing, collecting, and consulting information accurately.

    Adopting a process automation system will speed up the identification of strengths and weaknesses in process management. Indeed, the more data there is, the deeper the analysis will be.

    Fusion Platform’s Central Analytics gathers all the information about the company’s processes and other activities. Users have dynamic and visual panels to monitor indicators.

    This approach favors the identification and implementation of improvements or the exploitation of opportunities. Adopting the Fusion Platform is an advantageous alternative to modernizing management, and automating activities so the focus is on the company’s core business.

    Due to mobility, the software allows all data, processes, and documents to be accessed from anywhere. They are constantly updated, and access occurs in real time.

    Analyzing strengths, weaknesses, opportunities, and threats is one of the best ways to strengthen processes. Likewise, proper management of these processes provides more precise information and diagnostics for the SWOT matrix.

    Have easy access to information and optimize your processes. Try Fusion Platform and ensure a promising and conscious future for your internal and external environment.

  • ISO 27001: Everything You Need to Know

    ISO 27001: Everything You Need to Know

    ISO 27001 is a regulatory standard that helps companies keep information safe. In an increasingly interconnected world, information is considered one of the most valuable assets a company can have.

    Undeniably, data security is a recurring concern, especially to ensure consumer trust and business continuity.

    The standards and guidelines provided by ISO 27001 focus on the protection of confidential data. This includes not only personal data but also financial information, intellectual property, and any other sensitive data.

    Learn how to keep your company’s confidential data safe. Understand everything about ISO 27001.

    What is ISO 27001 and What Does It Regulate?

    ISO 27001 is an internationally recognized standard for information security management, offering a set of practices and guidelines to ensure confidential data protection.

    Published by ISO in partnership with IEC, it is a standard suitable for establishing, implementing, operating, monitoring, reviewing, maintaining, and continuously improving an Information Security Management System (ISMS).

    This system provides a comprehensive view of security brought by technology in data protection. ISMS offers insights into practices related to telecommunications, physical environment protection, business continuity, licensing, among others.

    Thus, it aims to establish processes and procedures to mitigate and manage organizational risks. The guidelines must be adapted to each organization and its specificities, considering mainly the technological and organizational environment.

    The main topics covered by ISO 27001 include:

    • Risk analysis
    • Information security policies
    • Security controls (access identification, network security, and encryption)
    • Periodic audits and reviews to ensure efficiency and effectiveness

    What Are the Benefits of ISO 27001?

    Adopting ISO recommendations prepares businesses to act and mitigate possible threats to data. Companies of different sizes that adopt ISO 27001 benefit from:

    Identification and mitigation of information security risks with Risk Management

    • Protection of sensitive data
    • Regulatory compliance
    • Increased trust from customers, suppliers, partners, and investors
    • Enhanced confidentiality, availability, and integrity of data
    • Improved and consistent decision-making
    • Implementation of management controls for process optimization
    • Efficiency and operational performance gains

    Implementing the Standard in My Company

    Implementing ISO 27001 is a valuable initiative to ensure data protection and earn the certification seal. To achieve this, several steps are required:

    Defining the Implementation Team

    First, define which employees will form the implementation team and who will be responsible for the project. A leader should be appointed to oversee and implement the ISMS. The selected team members must have in-depth knowledge of information security as well as the guidelines and requirements of ISO 27001.

    It will be necessary to develop a project plan outlining the goals, time required, and investments. Management and strategic levels of the company must be involved.

    Scope of the ISMS

    Before drafting the scope, determine what type of information needs protection. This approach is specific to each company and involves identifying assets, storage locations, whether physical, digital, or portable.

    The scope must be comprehensive enough to protect and ensure the security of information while avoiding complex management.

    Regarding scope, the standard allows it to be applied to the entire company or a specific department or system.

    Pay attention to clauses 4.1 and 4.2 of the standard. The first requires identifying internal and external conditions that can influence the information security system.

    The second involves defining relevant stakeholders and their requirements: needs and expectations regarding the organization. These requirements must be evaluated, met, and monitored.

    Risk Mapping and Identification

    Now it’s time to evaluate the organization’s formal risks. This process involves data, analyses, and results that must be documented. The identification and evaluation of risks can be scenario-based, like possible events and their consequences, or related to the vulnerability of data storage locations.

    Establishment of Risk Management

    At this stage, the focus should be on mitigating and controlling risks. Threats must be noted and updated in the security policy.

    The company must develop a Statement of Applicability and a Risk Treatment Plan for the auditor to review during the certification audit. These documents should include responses or decisions for each identified risk.

    This phase is crucial for establishing responses to identified risks, necessitating new procedures and technologies that ensure security, such as device locks and user authentication. As this will change how activities and procedures are executed in the company, adopt training and awareness programs to reduce resistance and non-compliance incidents.

    Monitoring and Audit

    With risks identified and action plans established, verify if policies and controls are effective and compliant with the standard’s guidelines. Monitoring should be part of daily routine, documenting incidents and procedures performed. This study allows for corrective or preventive actions if results do not meet objectives.

    Internal audits are mandatory for monitoring and reviewing procedures. They should be planned periodically to seek changes and improvements. Certification audit is obligatory for any ISO implementation process, covering the documentary evaluation of procedures and system audits, employee interviews, process and infrastructure assessments, among others.

    Continuous Improvement

    It’s important to clarify that ISO 27001 certification is valid and that security must be constantly evaluated. Even after certification, continue monitoring and improving the ISMS. Business growth and evolution bring new opportunities and risks to the business’s health.

    Thus, a continuous improvement approach is crucial. Implement a process management system to ensure optimized and properly controlled workflow.

    The link Between ISO 27001 and Process Management

    Companies of different sizes and sectors can apply ISO 27001. Every type of business has data that needs protection.

    ISO and Process Management are interlinked, as fully implementing standards and guidelines requires a complete understanding of business processes.

    A process management platform allows for centralizing information, enabling secure activities, access, and data use.

    Neomind’s Fusion Platform is a comprehensive tool for managing processes, documents, and indicators, helping companies achieve their goals by optimizing processes for efficient, effective, and legally compliant workflows.

    Thus, the software enables the identification, analysis, modeling, documentation, monitoring, and improvement of organizational workflows. Aligned with ISO 27001 standards, Fusion Platform ensures each user is properly authenticated, with access control specifications incorporated into processes. Some users are authorized to modify data, while others can only view or are restricted from accessing them.

    Additionally, the platform has traceability, meaning every access or edit is recorded, allowing for monitoring when and by whom it occurred.

    Neomind’s solution includes a complete Risk Management module, enabling detailed action plans to mitigate impacts.

    Adopting an integrated approach with Fusion Platform and ISO 27001 ensures data and information security while making the organization more efficient.

    Try Fusion Platform and gain total control and monitoring over your business’s sensitive data.

  • Integrated Electronic Signing for processes and documents

    Integrated Electronic Signing for processes and documents

    In our modern world, where speed and security are essential, managing processes and documents has become a central concern for many organizations. The need to ensure document integrity, from creation to archiving and disposal, raises important questions about the use of electronic and digital signing methods, such as integrated electronic signing.

    Document life cycle and electronic signing

    For many, electronic signing may seem like the ultimate solution when it comes to document security and validation. However, it is crucial to consider not only the moment of signing but also the entire document life cycle. Before signing a document, it is crucial to ensure the traceability of the process that generated it in the first place.

    And after signing, there arises the need to manage the document in terms of validity, renewal, retention, delivery, and proper disposal.

    Daily practice reveals that documents can be both the result and the starting point of organizational processes or actions.

    For example, a contract may arise as a result of a negotiation process, while an expense report may trigger a reimbursement process.

    Therefore, effective document management goes beyond simply applying an electronic signature. When considering the adoption of a document management solution, it is essential to address the complete business scenario.

    This involves defining requirements and a comprehensive view of the entire document life cycle. Ignoring this holistic approach can result in significant compliance and management challenges later on.

    Document management with integrated electronic signing

    When managing self-contained documents or those that start a process or action after their creation, it is crucial to establish clear guidelines for their life cycle.

    This includes determining the rules for removal or disposal, approval or publication, and who has the authority to execute these actions.

    Additionally, it is important to define who can or should sign the documents and ensure proper traceability and recording of all activities related to these company assets.

    In a second scenario, when managing documents that are a consequence of a process or action prior to their creation, it is also essential to define appropriate procedures for managing this cycle.

    This includes ensuring compliance with the authorization levels for generation, respect for departmental cycles, generation of records and traceability, and alignment of responsibility assignments with company policies.

    Moreover, it is necessary to establish who can or should sign these documents and ensure that all involved parties agree with the outcome achieved.

    It is important to emphasize that a simple electronic or digital signature does not resolve all aspects of document management.

    In fact, in many cases, it can generate additional problems, such as loss of traceability, unauthorized access, and lack of clarity about the final version of the document.

    When evaluating compliance and document signing strategies, it is crucial to adopt a comprehensive approach that considers their entire life cycle. This not only ensures compliance with regulations and internal policies but also promotes operational efficiency and information security.

    In summary, integrated document management and digital signature not only offer immediate benefits in terms of security and efficiency but also establish a solid foundation for continuous improvement, cost reduction, and enhanced performance of the involved teams.

    It is an essential approach for organizations looking to stay agile and competitive in a constantly evolving business environment.

    Fusion Platform: document and process management platform with integrated signing features

    Neomind’s Fusion Platform is a comprehensive solution for document and process management, offering essential features to ensure integrity and security at all stages of their life cycle.

    By integrating document and process management, Fusion Platform enables a holistic approach to handling electronic signatures and the complete traceability of the process that originated the document.

    This integration helps organizations effectively meet compliance and management demands, ensuring not only the validity of signed documents but also proper governance throughout the entire document process, from conception to final disposal. Try Fusion Platform for free for 15 days.

  • Workflow: What It Is and How to Implement It

    Workflow: What It Is and How to Implement It

    A workflow is a sequence of steps defined in advance to carry out a task or process efficiently. Essentially, it outlines what actions need to be performed, when, and how, optimizing time and resource usage. This framework ensures that knowledge and rules are uniformly communicated to everyone involved.

    The clearer and more organized a workflow is, the greater the productivity and quality it enables. It also facilitates implementing new resources and technologies, such as process automation solutions.

    What is a Workflow?

    A workflow can be understood as an organized task list that follows a logical execution sequence. A systematic workflow ensures better results because there is an order of execution, with each step beginning only after the previous one is completed. The transition between steps should be smooth, without bottlenecks or errors.

    Tasks cannot be defined randomly either; they should reflect the internal system, daily team routines, and best practices to ensure more agility and productivity. The flow of activities should be organized in flowcharts that map these processes, providing teams with a visual representation to understand the sequence.

    Companies that adopt technological solutions, such as process-optimizing platforms, benefit from using specific rules to define when a stage is complete, signaling when the next can begin. Although workflows and processes may seem similar, workflows are more structured and planned as a chain of tasks, executed intelligently to achieve clearly defined and transparent objectives.

    Types

    As each company has its distinct activities and routines, workflows can be simpler or more complex, depending on the processes, steps, and people involved. There are several ways to organize steps, especially when aiming to automate processes. Generally, workflows can be classified as:

    • Ad hoc: Simple processes with items that can be altered or moved according to company-established rules, even if the process is already underway.
    • Productive: Refers to repetitive, predictable, and complex processes that can be automated, involving a high volume of data with procedures that occur without changes.
    • Administrative: Involves less complex, continuous, predictable tasks coordinated by simple rules, such as handling documentation and filling out forms, which can be easily automated.
    • Collaborative: More complex flows requiring the collaboration and involvement of multiple departments within the company.
    • Transactional: Combines activities from different origins developed in a related manner, requiring software capable of centralizing information to avoid data disparity or obsolescence.

    Benefits

    Although not mandatory, automating the workflow significantly aids in task execution, forming the foundation of an efficient workflow. Key benefits include:

    • Better resource management
    • Increased efficiency and productivity
    • Shorter and more streamlined work cycles
    • Identifying new solutions
    • Recognizing and timely resolving errors
    • Improved internal communication
    • Integration between departments
    • Centralized information
    • Employees aware of their responsibilities
    • Reduced errors and failures
    • Task automation
    • Strategic alignment among teams
    • Continuous process improvement

    Implementing a Workflow

    Implementing a suitable workflow involves following some straightforward and practical steps. The success and potential increase in workflow results depend on mapping current processes, identifying repetitive tasks for automation, choosing the appropriate platform, and integrating it with existing systems.

    Steps for Implementation:

    1. Analyze Current Workflows

       Start by thoroughly analyzing existing processes. Choose a primary process to organize, understand how it functions, identify inadequacies, bottlenecks, and involved parties. Consult with the professionals who execute these activities daily for their insights.

    2. Describe Steps and Responsibilities

       Once familiar with the workflow, organize the sequence of steps. List all tasks and possible outcomes for each action, using a specific logic for continuity, eliminating repetitive or irrelevant activities. Ensure alignment with the company’s strategic objectives and involve the professionals in each activity.

    3. Design the Workflow

       With routines, responsibilities, and interconnections mapped, design the appropriate workflow, detailing the start, middle, and end steps needed to achieve a goal. Consider all actions, possible deviations, and relationships with other processes, ensuring no step is left unconnected.

    4. Choose Tools to Automate the Workflow

       To facilitate daily company routines, leveraging technology is crucial. Use supportive tools for organizing, constructing optimized flows, and automating tasks. Modules like BPMN provide visual representations of stages and sequences for complete understanding.

    Fusion Platform and Workflow Automation

    Neomind’s Fusion Platform is a process, document, and indicator management platform that centralizes all information, helping companies to build more organized and efficient workflows. It enables complete tracking of executed steps and information exchanges.

    Fusion uses BPMS to continuously improve organizational processes by identifying, modeling, executing, monitoring, and optimizing workflows. It also sends notifications to inform professionals when a task deadline is approaching, preventing bottlenecks.

    Real-time data and indicator collection allows performance and result tracking, providing a macro view of the workflow for identifying improvements. The platform also manages all company documentation with its EDM features, including contracts, supplier and client analyses, and agreement signings with native electronic signatures.

    Automation is key to optimizing workflows, whether the tasks are simple or complex. Experience Fusion Platform to create more efficient and organized workflows for greater business results.

  • How to optimize Asset Management

    How to optimize Asset Management

    Asset Management is an important tool so that organizations can properly use all their resources to achieve their strategic objectives.

    It is quite obvious that the more efficient a company is, the greater its chances of success, and this is entirely related to the use of its assets, from purchase to disposal.

    The concern with managing assets provides the opportunity to extend their useful life, identifying moments to perform predictive maintenance or necessary replacements.

    In addition to maximizing use and reducing costs, there is guarantee of compliance and adherence to required regulations and standards.

    All these issues give greater security to customers, investors, and company employees. After all, all efforts and assets are aligned with business objectives, driving growth and increasing competitive advantages.

    What are assets?

    In a simplified explanation, an asset is everything that the company owns and can control. In other words, they are physical or non-physical objects known as tangible and intangible.

    Tangible assets are palpable, which can be visually materialized. Intangible assets are not physical, and consist of intellectual property, copyrights, brands, among others.

    Although all companies have assets, there are differences according to the sector and the nature of the business. For example:

    • Technology: intellectual property, patents, registered trademarks, programming codes, software, algorithms, equipment, servers, and hardware;
    • Financial: stocks, bonds, client portfolios, contracts, licenses, buildings, agencies;
    • Health: intellectual property on medical treatments, drug patents, medical equipment, hospital installations and their supplies;
    • Retail: brands, company reputation, stock, installations, distribution centers;
    • Industry: brands, process patents, equipment, machinery, raw material stocks, finished products.

    Both tangible and intangible assets are fundamental to underpin and sustain the growth of companies.

    In this sense, Asset Management is an essential activity for the good performance, coherence, and use of resources in business development.

    Want to know more about Asset Management and how Fusion Platform is a great ally for your company?

    Follow the link, download the free material, and enjoy the reading!

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