Neomind

Author: Farley Niehues

  • Differences between Artificial Intelligence and Machine Learning

    Differences between Artificial Intelligence and Machine Learning

    “Our intelligence is what makes us human, and Artificial Intelligence is an extension of this quality,” said Yann LeCun, a professor at New York University. Artificial Intelligence and Machine Learning have been widely discussed topics among computer enthusiasts and scientists in recent decades.

    From this trend, we have seen the emergence of science fiction movies depicting apocalypses caused by the “machine revolution”, as well as the development of devices like Amazon’s Alexa or Apple’s Siri, which respond to commands and answer questions from users.

    Artificial Intelligence and Machine Learning are two fields of study that are often correlated but have conceptual and usage differences. In this article, we will discuss their characteristics, functions, and ultimately their differences.

    What is Artificial Intelligence?

    The term, created in 1956 at a conference on the Dartmouth College campus in New Hampshire, United States, was proposed by McCarthy, Marvin Minsky, Nathaniel Rochester, and Claude Shannon. It represents the branch of computer science that seeks to create resolutions so that machines can receive data and make decisions based on their own interpretation – mimicking human behavior – through learning and generalization algorithms that simulate human capabilities.

    To demonstrate the great potential of using AI in large companies, here are some examples of success:

    ■ UPS: The giant American logistics company achieved annual savings of approximately $400 million through the use of AI-based applications. This significant amount is due to a more accurate selection of delivery routes, simultaneously considering traffic, travel time, and road quality. This made delivery routes much more efficient.

    ■ Netflix: The largest movie and show streaming company has been increasingly implementing AI solutions in its recommendation system. Its latest implementation brings a novelty: recommendations based on movie covers.

    According to the subscribers’ recent movie viewing history, cover images are changed to better influence their decision-making, aiming to keep them on the platform for longer and avoid frustrations with the available content, as well as possible cancellations.

    Artificial intelligence

    ■ Bradesco: one of the giants in the Brazilian financial sector, Bradesco obtained a 70% satisfaction rate with its services performed by robots through the bank’s app, which led directors to double their investment in this department in recent years.

    Currently, AI is related to several areas of study, such as psychology and biology, neural networks, mathematics, and engineering with complex calculations and many other scientific areas. Machine Learning, one of the subdivisions of AI, emerged to meet this range of studies and applications,

    What is Machine Learning or Machine Learning?

    “Machine Learning is a field of study that gives computers the ability to learn without being explicitly programmed,” said Arthur Samuel, the creator of the concept that emerged in 1959. As stated by him, Machine Learning is a subfield of AI that aims to study the processes and programming necessary for machines to undergo the learning process and achieve a learning curve similar to humans. In other words, this basically means computers learning through experiences.

    A simple example of Machine Learning is the video below, which briefly shows a neural network learning to play the classic game Snake:

    Demonstrating Machine Learning in the business field, we have American Express, which uses AI systems with Machine Learning to manage over 110 million cards and transactions worth trillions of dollars. The company’s main objective is to identify potential fraudsters and prevent million-dollar losses.

    What are the prospects for the future?

    Moving away from theory and talking about business perspectives, the AI market has significant growth expectations, with innovative and highly profitable applications for companies of all sizes and sectors. According to the Brazilian Association of Software

    Companies (ABES), 15.3% of companies in this sector are using AI solutions in their operations.

    Current perspectives indicate that this number will double by 2023, making the market more automated, and efficient, and improving customer service in various aspects. With this scenario in mind, the Inter-American Development Bank (IDB) stated that in the year 2020, the Brazilian GDP may have grown up to 4.1% due to a wider dissemination of AI technologies in the market.

    With the imminent growth in the need for software that automates processes, manages documents, and analyzes indicators, as well as caters to an increasingly computerized business market seeking innovation and agility in their operations, the Fusion Platform comes to light.

    The platform offers BPM (Business Process Management), ECM (Enterprise Content Management), and Analytics solutions, bringing tools that aim to improve companies’ business outcomes by reducing internal bureaucracy, and accelerating, ensuring, and facilitating the execution of internal and external processes. Additionally, it stores and organizes documents and has an indicator analysis system to assist managers in their day-to-day tasks.

    Conclusion

    Artificial Intelligence is the ability of certain computer systems to simulate human cognitive capabilities, automating decisions and processes through specially developed algorithms. Machine Learning is the method used by Artificial Intelligence to evolve on its own, focusing on the learning and self-development of machine “intelligence” without the need for human intervention.

    Therefore, it can be concluded that they are different things but do not exist independently, as each of their modus operandi depends on the other. The prospects for the future, both in Brazil and worldwide, are exciting and demonstrate a vast horizon of implementation and market growth for AI and ML in business automation, across companies of all sizes and market segments.

    To learn more about AI and many other topics in the field, visit the Neomind Blog. Haven’t heard about Fusion Platform? Test it for free for 15 days!

  • How User Experience Helps Tech Culture Adoption

    How User Experience Helps Tech Culture Adoption

    Technology as the basis for digital transformation

    One of the main pillars of digital transformation is technology. By applying technology to a company’s processes, performance is optimized, and better results are achieved. But for this to happen, the company needs to reinvent itself, transforming all its processes and creating a new culture.

    Adapting technology to a company’s culture implies investing in digital management and automation systems, which bring many benefits, such as time optimization, fast delivery, transparency, and security.

    In addition to reducing human errors, these systems centralize information and keep all your corporate assets available securely and in real-time, being easy to access, manage and recover.

    Adaptation to these systems promotes structural changes in the company. Therefore, acquiring a management system can be a big leap, since it modifies all business processes and transforms internal and external relationships, resulting in a new way of conducting business.

    User experience as a facilitator in adaptation

    User experience is how a person feels when interacting with a company, product or service. When we talk about the user experience in a digital technology system, the interface is the main issue to be evaluated, since it is through it that the user accomplishes his objectives.

    An easy and intuitive interface encourages users to interact with the system, providing a pleasant and uncomplicated experience, and leading to the product’s maximum use.

    The advantages of a system designed for the user are many, among them the reduction of adaptation time, ease of learning, reduction of time spent in training new employees, and feedback capturing for continuous improvement.

    In this way, employees can focus on strategic and productive activities, instead of spending so much time learning to use the tool. Read more about user experience applied to management systems here.

    Was it easy to understand the role of user experience in the adoption of a technological culture?

    As we have seen, the insertion of technological systems in companies is one of the main pillars for those seeking to adapt to the digital transformation, and implementing these systems implies a general change in the functional structure of a company. However, this change process no longer needs to be seen as an arduous and time-consuming effort.

    A user-focused system can be the determining factor for success in adopting a technological culture. Having modular functions, intuitive interface, fluid interaction and that meets the real needs of the company, adaptation becomes much less costly and easy to adapt to employees.

    Therefore, when hiring a digital technology system, the focus given to the user’s experience in the product must be taken into account. Fusion Platform, our information management tool, is developed with a focus on the user and is in a constant process of improvement. Interested in learning more about a management solution? Take a 15-day free trial with Fusion Platform and feel in practice how a tool helps in the adoption of a technological culture. If you prefer, request a demo from our representatives. Count on us to clear your doubts!

    Did you like this article? Leave a comment saying what you think, and feel free to share it. For more information like this, check the available content on our Blog!

  • What is EDM and ECM?

    What is EDM and ECM?

    EDM is the acronym for Electronic Document Management. It is a system that manages the entire lifecycle of a document.
    Electronic management, which also involves the new concept of Electronic Content Management (ECM) is trending, especially if we consider that more and more, professionals are working remotely, from the most varied environments.

    Thus, access to documents and information must be virtual.

    If your business needs to reduce costs, storage, and file space, have information security, avoid loss and misplacement, and prioritize sustainability and organization, it’s time to adopt an EDM tool and ensure competitiveness.

    After all, how do EDM documents work and why should you adopt them in your company? Check out the answers to these questions and learn everything about Electronic Document Management.

    What is EDM?

    EDM is a system that captures, stores, manages, edits, validates, accesses, distributes, and archives documents and digital information.

    In short, it’s a tool that encompasses the entire life cycle of documents, from their creation to their end, definitive archiving or deletion.

    In this way, EDM allows companies to organize and manage information much faster and more efficiently than using physical documents.

    In fact, with so many technological resources available, it is contradictory not to use digital documents.

    After all, in addition to the work of searching for documents in archives, which makes the process time-consuming, there are issues such as papers and information loss and misplacement.

    Additionally, this tool has advanced security features that help protect sensitive information.

    Using an organized and easily accessible platform, all documents can be accessed by authorized parties.

    By dismissing physical documents, electronic management contributes to the environment and allows information to be accessed from most different places.

    How does EDM work within companies?

    Although it seems that EDM is a useful tool only for storing and sharing receipts and contracts, this feature encompasses companies’ entire knowledge management.

    In this way, EDM is a strategic solution for both documents and processes. Thus, electronic management enhances ways to receive, process, review, store, retain or delete files.

    Within organizations, EDM unifies documents, providing monitoring and control. In practice, the implementation, when the document is physical, occurs with scanning. That is, scanned and converted into a digital format. It is then indexed – arranged in an index so that it can be found easily later.

    For greater security, digital files are stored on a server or in the cloud, facilitating access and sharing from anywhere.

    It is worth emphasizing that within an EDM technological solution, it is possible to create filters so that only authorized people may access the information.

    Benefits of implementing an EDM tool

    The role of Electronic Document Management is to facilitate document access and sharing.

    In this way, there is greater agility in the entire professional’s work cycle, generating greater productivity.

    But, it’s not just that. Having files organized and in digital format provides:

    ● Reducing costs associated with printing, storing, or retrieving paper documents;

    ● Control of the flow of information and documents;

    ● Organization of documents in digital folders;

    ● Quick and easy access to information;

    ● Greater security and access control;

    ● Reduction of human errors;

    ● Better collaboration and overall company efficiency;

    ● Compliance and regulatory compliance;

    ● Transparency of administrative acts;

    ● Search for content within documents;

    ● Assertiveness in the decision-making process;

    ● Viewing the document without the need to download it;

    ● Maintenance of the company’s information and knowledge base up to date.

    In addition to these benefits, there are unlimited possibilities for indexing, response speed, and transaction accuracy supporting professionals’ tasks.

    Where can I apply the EDM?

    Basically, EDM can be applied in the most diverse sectors and departments. After all, it’s about managing documents and information – components present throughout any organization.

    Management improves business processes, streamlining activities and generating productivity.

    Although we always deal with private companies, government agencies also benefit from the use of the EDM, being an excellent resource for managing public records, licenses, certificates, and taxes, among others.

    In private companies and other sectors, the use is also quite wide, as examples:

    ● Accounting: centralization and control of invoices, receipts, and other documents;

    ● Legal: managing documents and processes, contracts, intellectual property records, and court records, among others. And, the EDM ensures compliance with existing and applicable laws and regulations;

    ● Healthcare: storage of medical and patient records, laboratory and imaging results, ensuring access to up-to-date information, coordination, medical history, security for sensitive information, and a single source of true information;

    ● Education: student records, grades, attendance, scholarships, and other documents. EDM in educational institutions eliminates the need to keep paper files and ensures traceability and security. In addition to assisting in internal administrative processes;

    ● NGOs and non-profit organizations: manage grantee information, donors, grant application, reporting, and operational efficiency.

    The practices for implementing EDM are many and can be adapted to the different needs of each company.

    In summary, any type of business benefits from the adoption of electronic document management.

    Electronic Document Management has evolved

    Although the acronym EDM is still widely used, this concept has evolved into ECM, or Enterprise Content Management. ECM is an evolution because it made EDM more complete by adding workflow and BPM tools.

    Currently, an ECM solution has huge value for organizations because it allows for managing all of its transactional content. In other words, it is a pillar for optimizing processes, enhancing efforts, and improving decision-making.

    ECM not only takes documents off the paper, but adds intelligence, transforming them into strategic information.

    In general, ECM allows you to create forms, and diagrams that facilitate understanding of the process, alert configuration, and attachment of documents along the ongoing process, among other features.

    Fusion Platform, Neomind’s complete tool

    Neomind works with an all-in-one platform system. That is, the Fusion Platform natively includes all the tools for managing your business processes, documents, and indicators.

    Regarding EDM/ECM and the document management concept, this environment is unique to facilitate the orchestration of business documents. After all, it has corporate mobility.

    In addition, the tool is customizable to meet the demands and complexity of your processes and business.

    Easily integrating with other solutions, Fusion is user-oriented. Therefore, it is not necessary to be a developer to automate processes. With a single solution from Neomind, your company is digitally transformed. Try Fusion Platform free for 15 days, or talk to our representatives.

    Do you have any questions or would you like to know more about this or other topics? Let us know here in the comments!

  • Is ECM for my company?

    Is ECM for my company?

    ECM stands for Enterprise Content Management and was created in 2000 by an american organization called AIIM (Association for Intelligent Information Management). We can define it as a set of technologies used to capture, manage, store, preserve, and make information available. Below is a brief explanation of each of its steps.

    • Capture: capture comes down to searching for information from different sources – which can be obtained from any type of media, such as smartphones, scanners, etc – and inserting its content into a system;
    • Manage: organizing information and setting permissions so that data can be found by whom it is intended;
    • Store: finding a suitable/consistent medium to store the information;
    • Preserve: taking care of information in the long term, in order to keep it always preserved and readily available (this phase must be thought of for the future of the organization);
    • Make available: making the information available to people and at the correct moments.

    These are very relevant topics about the document management phases, but for you to be able to understand if ECM is really worth it for your organization, an important question comes to mind:

    How can ECM be used in a company?

    Now that we know what ECM is, we can talk about how and for what reasons we can use it within our company.

    An ECM tool has the power to simplify information management within the organization, using document management, workflow setting, and data extraction and transformation into useful information for decision-making. And besides knowing these features, you need to grasp how these technologies included in ECM can actually help you.

    • Document Storage and management: by not depending on physical records, it consequently generates more security for users, as the chance of document loss or misplacement is eliminated. With ECM, the company gains information and file traceability in an agile way (through indexing), being able to search for keywords or even words contained within its documents – which is also called OCR (optical character recognition). In addition to identifying information within files, this functionality also allows document scanning;
    • Cost reduction and space optimization: the fact of having all the data in a technological environment makes the use of paper almost extinct in the company. This generates a decrease in the use of paper and, consequently, a lower expense with this type of material and the release of spaces that were previously occupied, which may have another functionality;
    • Improved internal processes structuring and integration: workflows can be modeled to encompass any business rule, that is, we can involve different company areas. Actions that depend on external roles, such as suppliers and customers, can be included in the processes, where all information exchange can be done within a single tool, in real-time, and from any type of device;
    • Information security: in addition to data being protected by password-dependent login, it is also possible to restrict permissions within an ECM tool. These permissions can be applied to documents, folders, processes, queries and even entire modules, and can be separated by groups, roles and users;
    • Integration between processes and documents: processes (BPM) and documents (EDM) are two aspects considered distinct within the ECM, however, nothing prevents the two from being able to relate. For example, we can configure releases of document versions that have approval processes and we can also create flows that include files released in the document manager (GED) to compose task information;
    • Versioning: document versioning is the most common feature found in ECM-type tools. We can version user information, process models, and crucial information for the system to work, such as e-mail and authentication settings and everything that includes the administrative part of the tool. When we mention versioning, we can best exemplify it as a record of changes that the object has undergone over time – who changed it, on what date and time, and what was the change made.

    To sum it up, we can state that ECM is a great information management facilitator which consequently enables gains in productivity and time, in addition to cost reduction.

    After all the points highlighted in this article, is there still any doubt that your company needs an ECM tool?

  • BPM allied to Organizational Knowledge Management

    BPM allied to Organizational Knowledge Management

    Nobody knows your company and its departments better than the people who are part of this environment on a daily basis. Using this resource is fundamental, which is why BPM is an ally in Organizational Knowledge Management.

    Companies count on an internal and inexhaustible source of knowledge: their collaborators. And more often than not, this wisdom is unexplored, or it’s limited to a small portion of people or departments.

    However, when structured adequately and with the right tools, this knowledge can be found, stored, and made widely available in the company.

    It’s not today that intellectual capital become the companies’ most valued intangible asset. The workforce promotes competitive differentials.

    However, for this to happen you need encouragement and tools: that’s where BPM becomes an ally in Organizational Knowledge Management.

    What is Organizational Knowledge Management?

    Organizational Knowledge Management is the process of defining, structuring, maintaining, and sharing employees’ knowledge and experiences internally.

    Institutional knowledge increases as the company’s history happen, particularly considering its characteristics and expansion.

    Thus, wisdom is very valuable to enterprises. Distributing it to employees, especially new ones, keeps the team on the same path, and drives successful execution.

    In this sense, Organizational Knowledge Management facilitates internal exchange, creating connections between those who seek wisdom and those who have it.

    Furthermore, information sharing increases both individual and team expertise.

    Organizational Knowledge Management is a cycle that creates, structures, shares, and measures knowledge. This increases efficiency and maximizes collectivity within organizations.

    How does Organizational Knowledge Management happen in practice?

    Within companies, Organizational Knowledge Management has three main areas of knowledge: accumulated, stored, and shared.

    Accumulated and stored mean organizing the company’s entire history, its past experiences, and what made it successful. It’s an analysis that reflects the past.

    The Shared aspect, on the other hand, is about using previously obtained knowledge and expanding its use to all the teams. Thus, it provides an improvement in performance and provokes new visions that contribute to obtaining new strategies.

    Obviously, Knowledge Management only works when the company prioritizes a learning and development culture. In this way, it stimulates the sharing of information and mutual collaboration.

    Organizational Knowledge Management happens when you identify, capture, and retain significant information, and determine how to store and distribute it. Follow these two examples:

    • Collaborate by retiring: the longer a person stays in a company, the more knowledge he/she accumulates. So when a retirement happens, you need to exploit and manage the knowledge you have so that processes continue to occur without gaps or interruptions.
    • Transfer or promotion: when an employee is going to change his/her position or department, he or she needs to develop new skills and absorb information corresponding to the new function. With Knowledge Management this process is simplified and the transition occurs with performance gains.

    The types of knowledge

    Within Organizational Knowledge Management, structuring is paramount. Therefore, classify it into three types:

    • Explicit Knowledge: these are those easily codified and taught, such as logging in and accessing management software.
    • Implicit Knowledge: here the best way to implement the explicit knowledge is explained. It happens when an experienced employee uses his own understanding to explain explicit details, passing on the most efficient approach for execution.
    • Tacit Knowledge: this is acquired through experience, and is more intuitive, and challenging to share with others. It involves practical knowledge (know-how) and innovative thinking.

    Although the last two pieces of knowledge are more difficult to implement, with the right procedures and tools it is possible. This ensures that important information is shared and stored within the company.

    In practice, BPM is an ally in Organizational Knowledge Management

    What about BPM? Well, Process Management is like a picture of how activities are currently executed within the company.

    To achieve this type of management, it’s necessary to map how processes are being executed. This analysis enables the automation of activities and consequently performance gains.

    In other words, in practice, automating a process with BPM is directly related to knowledge.

    The tool standardizes the processes, that is, the activities are always executed in the same way. This benefits understanding the actions, responsible parties, interrelationships, permissions to create or modify, deadlines, and all other relevant information.

    In addition to rapid learning, BPM is an ally in Organizational Knowledge Management as it allows using data for more assertive decision-making. It also enables continuous analysis and process improvement.

    With a BPM-based BPMS tool, all captured knowledge is stored safely and made available with accessibility: from any location and at any time.

    Using the appropriate strategies and tools, BPM is an ally in Organizational Knowledge Management because it provides opportunities for success in applications:

    • Employee integration: management systems help easing the learning curve for new employees. Knowledge is available for access at any time, avoiding overwhelming the new hire with a flood of information. It provides newcomers with greater speed and security when performing activities.
    • Employees’ daily tasks: it’s about the possibility to quickly access relevant answers and information about activities essential. Execution takes place right away, without wasted time searching for knowledge.
    • Self-service: Knowledge management also makes the customer’s life easier. By quickly finding the solution to a given situation, there is no need to contact the company or call for support.

    Knowledge Management improves the company’s internal situation and also increases customer satisfaction indicators.

    Conclusion

    Using the expertise that exists internally improves the execution of processes and activities, i.e. one understands the current situation of the company. It also increases efficiency, improves decision-making, and creates a wiser and more collaborative workforce.

    Furthermore, Organizational Knowledge Management favors innovation, improves the organizational climate, and customer and employee satisfaction, and reduces turnover.

    People are the driving force of every company, and when their knowledge is managed and available, gains are increased, costs are reduced, and there is proactive and joint development. A vision that everyone together is a great team.

    BPM is an ally in Organizational Knowledge Management because it organizes and makes information available in a coherent, easy, and accessible way. Without wasting time.

    Do you want to implement Organizational Knowledge Management in your company? Talk to one of our consultants and clarify all your doubts.

    Is your company already ahead and performs Knowledge Management with the help of BPM? Tell us in the comments: how is your experience?

  • 5G: How the technology will impact industries

    5G: How the technology will impact industries

    The wait for the new technology generation of 5G is high, and as its availability approaches it’s expected that questions about it will arise. It’s already known that 5G promises greater connectivity and speed.

    However, it’s not only consumers and their smartphones that will be positively impacted. All sectors, from industry to healthcare, will be able to enjoy the many advantages brought by the new technology.

    But what is 5G all about? How will it impact the most diverse sectors? If you also have these doubts, keep reading and learn all about the fifth generation of connection technology.

    What is the 5G technology?

    It’s the fifth-generation mobile network, enabling high-speed data transmission and greater connectivity, i.e. it will support more devices accessing mobile internet at the same time.

    Due to its high connectivity, there is fast communication between machines, devices, and objects. By using more antennas, there will be a greater number of transmitters, generating usage density.

    Basically, 5G will allow us to do everything we already do, but with incredibly greater speed and range. It will also obviously be instrumental in creating new forms of intelligent life, as well as enabling mass use of autonomous cars, higher video and phone call quality, the use of augmented and virtual reality, delivery drones, traffic monitoring, and many other use cases.

    You know when you go to the beach at the end of the year and your internet is slow and glitchy? It happens due to the congestion of existing bands. This kind of problem will be solved with 5G technology, which has greater support for simultaneous data access and consumption.

    Not to mention the latency, which will be reduced to a minimum. 5G also makes connections safer, since it has protocols that make it harder for people or malicious software to access them.

    Mobility

    Because of the increased capacity for data transfering, the new generation will allow for the transformation of mobility as a whole. There will be easier access, more connected autonomous and electric cars, safer traffic, less congestion, smart traffic lights, much faster deliveries, and new ways of getting around.

    With low latency, communication is practically instantaneous, generating greater safety in driving, since self-driving software will be able to make faster and more assertive decisions, especially regarding pedestrians, lanes, cyclists, and other variables that belong together.

    It also contributes to corporate mobility, combining the technologies and benefits of mobile devices and cloud computing. That enables quick access to information, generating flexibility, time optimization, and bringing savings for companies. Obviously, for this freedom to exist, the company needs to be digitally transformed.

    Industry 4.0

    5G technology will enable an even more innovative and connected future, transforming daily life and optimizing processes everywhere. It will make them more agile and facilitate employees’ activities, especially when used strategically.

    As data transmission becomes better, industries tend to use and run their management systems in the cloud, rendering real-time decision-making a reality, since there will be a lot of access flexibility.

    The quality of production will also benefit, with instant access to data there is agility in the correction of errors, facilitates preventive maintenance, providing to quickly recognize the focus of a problem, and the creation of machines that enhance the use of resources.

    Artificial Intelligence (AI)

    Artificial intelligence is already a reality present in many machines and devices capable of reproducing and learning from human interaction, adapting to new data to perform their tasks increasingly better.

    5G will expand the use of AI by rapidly transforming our daily lives, especially regarding the interaction for the use of resources that aim at economic development and improved quality of life, promoting changes that will lead to prosperity.

    Thus, artificial intelligence will be increasingly used in healthcare, tourism, industries, logistics, and e-commerce, i.e., wherever there is the possibility that a decision can be made autonomously, there will be an AI.

    Internet of Things (IoT)

    The internet of things refers to the digital interconnection between objects and the internet. Although it is often seen more in our daily lives, such as programming to turn on the air conditioner, or turning on lights with clapping hands, IoT has uses in both the home and business environments.

    Increasingly present in corporations, with the power to integrate and share information in real-time, IoT will have its usability enhanced with 5G technology, as it enables the sharing and access to information nearly instantaneously, allowing further improvement of everyday activities.

    One of the biggest differentials will be in allying IoT to BPM to transform processes aiming at increasing productivity and profitability, reducing costs and bureaucracy, avoiding failures and waste, and generating customer satisfaction and loyalty.

    BPM manages intelligent objects and applications for correct sequence and execution. Moreover, it manages a high volume of data common to the daily life of any company. Therefore, it is necessary to use a tool capable of providing reports for analysis that has the mobility to use the speed of 5G to access this information regardless of the environment where you are.

    5G Technology and the Industries

    The new technology will enhance the use of big data and automation within the industry, providing improved production, cooperation, and increased innovation. In addition to the use of cloud storage, the use of 5G could make industries much more technological, being evident in the execution of processes, increasing efficiency, and better use of resources.

    Within the industry, 5G facilitates the implementation of AI, IoT, and process automation, generating both production and customer service speed.

    In healthcare, the fast connection allows for better patient follow-up, advances in telemedicine, and even the use of AI and augmented reality to perform surgeries and other procedures remotely. Not to mention the use of tools that allows for improved processes, improving management, and helping professionals focus on what matters most, saving lives.

    With high speed, information, which is so precious in this type of business because of its confidentiality, can be stored in the cloud, with encryption and easy accessibility.

    In agribusiness, 5G allows the use of more efficient applications with a rapid exchange of information, which generates precision agriculture. In addition, it’ll be able to rely on autonomous robots to perform repetitive tasks.

    It will be common to use tools that “talk” to other devices, such as electronic collars, allowing the capture and analysis of data concerning feeding, treatment, and general health conditions of livestock. It will also be possible to use drones to check crops, perform yield estimation, and automatically spray the harvests.

    5G and the future

    Regardless of the industry, management will greatly benefit from 5G technology, especially in terms of low costs and flexibility compared to traditional infrastructure. The possibility of cloud storage means fewer physical storage spaces will be used, generating greater security and avoiding misplacement.

    Among other things, when it comes to data and information, the fifth generation allows greater availability, scalability, security, and fast access. All this will impact the end customer as well, who will have much faster services, increasing the number of connected devices and consequently increasing the contact channels with brands.

    One fact is that 5G will cause a revolution in our daily lives and allow the emergence of new ways of seeing the world. But, of course, your company doesn’t have to wait until it expands. Digital transformation is at your fingertips, and we would love to assist you in that process.

    Talk to our representatives, and get ready for all the changes that the new 5G technology will bring.

  • Speeding up processes with the 5W2H method

    Speeding up processes with the 5W2H method

    Management tools are fundamental for planning and executing activities, as well as methods such as 5W2H, which have also become essential to speed up processes.

    One of the main obstacles to process performance is the existing errors and bottlenecks.

    The lack of clarity in tasks leads to doubt, increases the deadline for decision making, and contributes to hindering communication between people and sectors.

    We know that management isn’t easy, especially when there is no planning as to deadlines or delimitation of responsibilities.

    So, get to know 5W2H. An incredibly useful tool with wide applicability, capable of streamlining your processes and contributing to the execution of your action plan.

    The 5W2H Method

    Aiming to simplify the planning of any activity, it was initially used to bring improvements to quality management.

    However, its ease of use expanded its application, making the 5W2H method a more widespread management tool that started to be used in the most diverse situations.

    This happens because the methodology that makes up the tool is basically a list of items that must be considered and answered to ensure transparency and understanding in the execution of given activities.

    This clarity happens because 5W2H works as a mapping of activities, defining their order of execution, deadlines, responsible parties, and involved areas, as well as covering the reasons and objectives for which these tasks are performed.

    The methodology goes even further, including how it will be carried out and how much it will cost for the company.

    Now you learned that the tool’s purpose is to capture information and bring an understanding of how processes take place within a company. But what are the 5W’s and 2H’s?

    Why 5W2H?

    As mentioned, this tool aims to answer a kind of checklist to understand the current scenario of a certain process or activity within the company.

    The five W’s and the two H’s represent seven questions that the method aims to answer in order to bring reflection about a certain problem or need:

    • What? Here you reflect on what is to be done, describing the steps and results to be achieved;
    • Why?  In this step, its purpose is explained. Is it meant to solve a need? Will it improve a stage, a process, or a bottleneck?
    • Where? Here we announce the place, sector, area, or department where the project will be executed. The place can be physical, or virtual — a database, for example;
    • When? The answer establishes deadlines for each stage that will be carried out, and for the completion of the project. Creating a chronogram helps in the project follow-up;
    • Who? This question helps defining which professional(s) will be responsible for each activity’s performance, as well as a single person responsible for the project as a whole;
    • How? This step is broader, it’s about describing how and which methods and tools will be used for the project to happen and bring the desired results. Define guidelines so that everyone is aligned with the same purpose;
    • How Much? Identify the costs and expenses involved. Remember to list all the needs, such as implementing new equipment or tools and software, hiring staff, and consultants, among others. In short, everything that will require financial investment.

    The better and more detailed the information for each stage, the better and more precise the planning, and consequently the control and management of the changes inserted by the project.

    Agile methodology tools are an aid to follow up on the execution of everything that was stipulated by the 5W2H action plan.

     

    Why you should use 5W2H to speed up processes

    Have you noticed how easy this tool is to be carried out, and its ability to clarify all the relevant doubts about all the elements that make up a process?

    This is the main reason to use the methodology aiming at process agility, because when there is transparency about what a task is and how it should be done, as well as who is responsible, we minimize and ultimately avoid errors and bottlenecks that are generated mainly by mistakes or misinterpretation of information between people or departments.

    The agility in the processes comes from better execution, which brings a higher level of performance. These indicators are improved when the bottlenecks and their main causes are analyzed and identified.

    Mapping process activities consist in covering everything that involves its execution, as we explained earlier. This provides an in-depth understanding of its deficiencies, but mainly, helps us finding alternatives that can meet and improve the diagnosed needs.

    Observing its processes, and especially the steps that comprise it, provides us what we need to create a surgical action plan consistent with the desired results. And it also enables resource optimization.

    This is possible because, oftentimes, the management knows that there is a certain activity that requires more time to be executed, or maintains high rates of rework, however, it doesn’t know why this phenomenon occurs.

    By applying the 5W2H, answering all the questions, the manager has a holistic view of the process, knowing its deficiencies and the reasons that cause them to arise. With this, solutions are created and an action plan is planned to implement the appropriate improvements.

    In this article, we explain how to use 5W2H to avoid bottlenecks in your organization.

    Bonus – Process automation allied with 5W2H agility

    Now that you’ve realized how the 5W2H can generate an efficient action plan to improve your processes, we emphasize the importance of relying on the BPM methodology to enhance them.

    Besides contributing to performance, by relying on a tool such as Fusion Platform in the automation of processes, your company gets benefits such as time savings, productivity gains, transparency, quality, consistency, cost reduction, continuous improvement, and metrics control.

    Fusion provides the customization and generation of a series of reports that contain information related to each step and to the process as a whole, enriching and making the action plan to be implemented with the 5W2H more assertive.

    Get to know Fusion Platform within your company’s reality. Test it right now and see how, in a simple, friendly, and intuitive way, our modules help you manage your processes.

    Tell us in the comments if your company uses 5W2H and what results you’re getting from it!

  • Macro processes: How to have a macro view of your business.

    Macro processes: How to have a macro view of your business.

    Here at Neomind’s blog we always talk a lot about process automation and its capacity to provide several competitive advantages. In this material, we would like to explain what macro processes are and the importance of having a broader vision of your business.

    Do you want to clear up all your doubts about the topic? Follow along!

    What are Macro processes? How to identify them?

    Macro processes can be defined as a set of processes and activities that together are essential to achieve a company’s strategic objectives. They are made of processes that occur in different sectors, involving different functions or positions. These processes can occur in a chained or parallel way, but they have some degree of similarity.

    Macro processes provide a holistic view and should always be directed by and aligned to the company’s mission, after all, they represent the functions and everything that the organization performs to achieve its core business, that is, its reason of being.

    To identify the macro processes it’s necessary to fully understand the company’s environment. Try to answer questions such as: What demands does my company meet? What do we do and what are the steps we follow? Is it necessary to involve more than one sector? Is the work standardized and the quality delivered always the same? What are the impacts that each activity brings to the final result?

    When the answers to these questions are clear, there is an understanding of the interconnections and the degree of complexity existing in the company’s processes. The detailed analysis of the importance and impact of processes provides visibility over the existing macro processes.

    Macro processes types

    As mentioned above, macro processes are related to a company’s reason of being, and therefore vary according to its strategic objectives. However, within the value chain methodology, which allows the company to organize its processes seeking to generate value to the client, macro processes are usually divided into three types:

    • Primary or business macro process: it is the set of processes that are related to the purpose of the company’s existence as if it were the heart of the business and everything that is carried out to fulfill its mission;
    • Managerial macro process: here are related to the set of processes that aim to monitor, measure, follow up, control, and manage the present and the future of the organization. It relates to management in the strategic, operational, or financial aspects.
    • Support macro process: is a group of processes that are not directly related to the company’s core business, which means they do not directly add value to the client. However, they are important because they provide all the support so that the primary processes can be carried out more easily and efficiently.

    Only a very detailed view of the company can define which are the macro processes. For example, for a company whose core business is building greenhouses, the processes related to the IT area will be support macro processes, while for a company that provides technological solutions, the same processes of the technology sector would be the primary macro process.

    Process Hierarchy

    When we are preparing to automate processes, we should take into account a hierarchy that is usually related to their degree of complexity or importance within the company:

    • Macro processes: they involve a set of processes, departments, functions, or positions. As its execution directly impacts the results and functioning of the business, it is at the top of the hierarchy.
    • Processes: are a conglomerate of highly complex activities that, when interconnected, are capable of reaching a specific goal. It is usually described in the organization chart;
    • Sub-processes: are triggered from the processes, therefore, directly related. They have medium or high complexity, and can be distinct or interlinked;
    • Activities: despite being routine, administrative, or technical, they have a determined objective, a deadline, and less complexity if compared to the higher hierarchical levels;
    • Tasks: the basis of the hierarchy, aimed at the fulfillment of goals, deadlines, and the like; in other words, they’re everything related to the work routine. They are executed to prepare or monitor the execution of processes.

    Benefits of Macro Processes

    Unlike the narrow vision of isolated processes, macro processes provide a holistic view for the company’s management. The manager is more assertive when he needs to make a decision once he has concrete and structured information regarding the mechanisms used within the company.

    A macro process view provides:

    • Critical analysis and extended view;
    • Identification of problems, failures or bottlenecks is performed faster;
    • Faster troubleshooting, providing agility;
    • Reduction of rework;
    • Economy of financial resources, a fundamental item for a business to maintain and grow organically and healthily;
    • Greater integration within the company, if you understand how the interaction and interconnection of processes and sectors takes place;
    • Understanding how the work is actually done and the existing relationship between supplier and customer;
    • Provides monitoring of the performance of all stages of the process sets.

    Besides these advantages, another benefit you get when looking at macro processes is to realize that, not infrequently, tasks are performed in different ways, with the need to standardize processes in order to organize, formalize, and develop a model that must be followed; this, in turn, ensures efficiency and quality, both for the work and the product or service that will be delivered to meet an identified need.

    In conclusion

    We can conclude that the management by processes and the vision by macro processes, and consequently their standardization, is a very common practice for companies that seek to stand out in the market, ensuring all their resources are used in favor of a common objective, adding value to their clients.

    The greatest challenge in its implementation, though, is modifying the predominant culture that is quite ingrained within the companies. The manager needs to be open and encourage the beneficial changes that the standardization of processes brings. Here you can learn all that is necessary to implement a process automation tool.

    At first, there may be some resistance from the parties involved, however, when the professionals realize that they will be much more efficient in their activities and that the managers coordinate interrelated processes, sharing a common goal, they end up contributing and being allies so that all possible processes are automated and goals are met quickly and agilely.

    Of course, to take advantage of all the benefits, the company needs to have a management tool that is simple, integrative, and user-friendly.

    We want to contribute so that your company has enviable management. Want to know in practice how the vision, the management by macro processes, and their standardization can be essential for your business? Test the Fusion Platform for free for 15 days, and see for yourself!

  • Do you want to optimize the execution of your company’s activities? Learn about Process Standardization

    Do you want to optimize the execution of your company’s activities? Learn about Process Standardization

    When you go to the doctor, there are a number of activities that must be performed before you are attended to. For example, you arrive at the medical office, pick up a ticket, and wait for a clerk to call you. You go to the balcony, and if you are a new patient, he or he will need to take your medical file, then ask you to sit in a waiting room and wait to be called by the doctor.

    Now imagine that there is no order in the activities and everyone acts the way they want to. Some patients arrive and go straight to the waiting room, others knock on the doctor’s door and some speak to the clerk first. Can you imagine the chaos? It’s precisely to eliminate chaotic situations that best practices on how to carry out processes (in our example, the medical attendance process) are established. We call these best practices Process Standardization.

    What is Process Standardization?

    Process Standardization describes a set of rules that an organization’s employees must follow in order to complete a given task. Its objective is to organize and standardize work processes.

    Consider this: there are better and worse ways to perform every activity in your company. Therefore, any process, task or procedure can (and should) adopt standardization, such as answering the phone, hiring new employees, registering suppliers, etc.

    Why standardize processes?

    Standardizing processes means eliminating inefficient and conflict-prone alternatives. It’s through standardization that one seeks the best way to perform an activity. Some benefits obtained include:

    • Reduction of errors and losses;
    • Development of a training culture;
    • Greater transparency; and
    • Cost reduction.

    Standardization also makes the process and its responsible parties well-known from end to end, ensuring that those involved have a better understanding of its inputs and outputs. In addition, standardizing processes is a competitive advantage because it eliminates failures, optimizes internal processes, and improves products and services’ quality. To better understand the importance of this subject, read on:

    Advantages of Process Standardization

    Perhaps the most obvious advantage of Process Standardization is that it improves clarity regarding the flow of activities, reducing the potential for ambiguity and guesswork. Precisely by describing steps and instructions for accomplishing a task, standardization eliminates wasted employee time trying to figure out what should be done next.

    When an organization cares about Process Standardization it’s looking for the best way to perform an activity. It is understood that they’re looking for efficiency, which means that standardizing processes increases the productivity level of employees.

    Furthermore, once your company has a standard way of doing things, it is easier for new employees to learn how to do them. Since the work is done in a predefined way, Process Standardization helps ensure quality, especially since it minimizes the chances of crucial details being overlooked.

    Keep in mind that whenever there is a standard to perform activities, the chances of errors will decrease and the customers are the ones that will be happy with this. By the way, another of the benefits of Process Standardization is the improvement in customer service. Besides establishing standardized processes to talk to customers and methods to centralize information, if your organization is more productive and efficient, your customers will feel the results.

    How to standardize processes?

    We understand what Process Standardization is and what its advantages are. Now it’s time to get down to business. Below we have listed the step-by-step actions for you to start standardizing your company’s processes today.

    1. Communicate the teams

    Transparency is fundamental. And because of that, the first step is that each leader should gather his team and explain Process Standardization, showing its advantages. Since the employees will have to deal with changes in the execution of activities, it is important to explain to them that these changes will help them to be more productive and avoid waste and rework.

    2. Do process mapping

    Mapping identifies all steps, involved parties, objectives, decisions, and the overall flow of an existing process. This is the crucial step in Process Standardization because it is with it that the inputs and outputs, the existing activities, how they are performed, the tools, the people involved, and the objective will be evaluated. It’s also in this step that the process will be designed or redesigned.

    In cases of existing processes, the mission is to look critically at each process and analyze whether there are inconsistencies or redundancies. But not only errors should be observed at this stage. It’s also important at this point to check for improvement opportunities in order to optimize the results of both the process and the company.

    To be able to see the process as a whole and draw it, it is essential to create a flowchart. This can be done manually, but it is best to use a Business Process Management (BPM) tool. If you need to know more about how to map processes, we recommend reading Process Mapping: Where to start?

    3. Document the processes

    After the processes have been mapped out, it is essential to have all of them documented. This documentation is essential because it will describe how the process should run in the company. This will be very useful for training new employees.

    We emphasize that the documentation should serve as a guide, and should be simple and easy to understand for those who need to analyze it. The ideal is to use a well-known standard graphic notation, such as BPMN. Access our guide!

    4. Hold training sessions

    Your employees are aware of the changes. Now it’s time to show them what these changes will look like in practice. Hold training sessions and introduce an overview of the process, showing the importance of each person doing their job on time.

    There may be some resistance here because so far there was no procedure to follow. This is normal, and the important thing is to always be open to dialogue. Soon enough, everyone will realize the benefits of Process Standardization.

    5. Monitor constantly

    When working with processes we have to understand that they are meant to optimize and simplify. So always keep an eye out if something needs to be enhanced or if there are inconsistencies or opportunities for improvement.

    Again, it is always important to keep an open dialogue. It is natural that improvements will be proposed, and this is very valid. Remember that processes are about continuous improvement, so always monitor them!

    And how are the processes supposed to work in practice?

    Ok, we have seen how a process should be standardized. Now we need to understand how this workflow will work in practice. The activities in a standardized process follow a chain of tasks, with defined responsibilities and deadlines.

    The best thing to do is to count on a tool that handles both the execution of the processes and their control. This is where the Business Process Management (BPM) solution comes in. Basically, BPM manages the entire process, automating the steps and thus eliminating productivity loss.

    In conclusion

    Standardizing processes is creating standards and criteria that employees in an organization must follow in order to complete a given task. Its goal is to make the company more productive and thereby increase the profitability of your business.

    To learn more about Process Management, here are some suggestions:

    We hope this article was helpful to you. If so, feel free to share it with your colleagues. Until next time!

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