Author: Felipe Bahiense

5 Benefits of Process Standardization
Process standardization refers to creating, implementing, and maintaining a set of procedures, practices, and guidelines for task execution.

Its main objective is to set best practices to enhance operational efficiency, resource utilization, consistency, and productivity.

Process standardization ensures that all steps are carried out uniformly, enabling information retrieval when needed.

Furthermore, having a checklist for a procedure sequence generates numerous competitive advantages for the company. Get to know the 5 mains benefits of process standardization.

What is Process Standardization?

Process standardization organizes and formalizes processes by developing a standard to be followed. Thus, every time a certain workflow takes place, it will follow the same guidelines.

Since business processes are carried out by different people, including new employees, everyone involved needs to understand what is expected from each task.

Another important aspect is the broad perception of the process impact on the company and understanding the responsibility of each part.

In addition to structuring processes, standardization requires documenting a sequence in which actions should be performed for later reference.

This formalization seeks to understand:
- what the process is;
- what the objective is;
- how it starts and ends;
- who is involved;
- what the sequence of activities is;
- which departments are involved;
- what the contribution to the organization is;
- and what is expected from this process.
The answers to these questions involve understanding whether the company aims only to organize what happens within a department or if it seeks a sequence of optimized activities that add value.

The second option is much more advantageous and will ensure potential results, especially if they seek end-to-end management.

Businesses aiming to optimize processes can either fully automate them or their parts with an Integrated Management Platform.

This solution ensures control of processes, documents, and indicators throughout the company. Thus, everything necessary for management is accessible to related parties.

Reasons to Standardize Processes

Creating a standard for processes means finding the best way to achieve the expected result.

Process standardization ensures repeatability of results, as procedures are performed equally, generating high-quality products and services with appropriate resource utilization.

Indirectly, creating a procedure model is motivating because related parties understand the process from start to finish.

In addition to these, reasons for standardization include: avoiding variation, complying with regulations and legislation, knowing the responsible parties, monitoring progress and results, and, obviously, understanding the processes.

5 benefits of process standardization

Proper resource utilization

When we take a closer look at the best way to perform activities, the goal is to make proper use of all resources and inputs. After all, resources are limited. From this perspective, there is also concern about the time spent on execution.

The mission is to simplify the steps so that professionals can focus on strategies that add value to the business.

Process standardization aids in decision-making about investments and innovations because it aims for continuous improvement of activity flow.

This resource optimization also leads to cost reduction, and resources are allocated to priority areas.

Consistency and transparency

When processes are standardized, all deliveries will be consistent, with no significant variations. Thus, it is possible to check if the results obtained correspond to what is expected. And if not, take corrective and improvement action.

Another issue is that by knowing the steps, those involved, and the responsible parties, there is clarity about the boundaries and requirements of the activity flow.

In general, process standardization contributes to more efficient and clear communication. And that each participant effectively contributes to completing the activities.

Increased productivity

If the best way to perform a sequence of activities is found, then there is increased productivity. Work optimization involves maintaining the same quality with proper resource usage and delivery speed.

Process mapping allows identifying major issues, weaknesses, and bottlenecks. Another issue is that redundant activities are eliminated, avoiding duplicated effort.

By eliminating these two factors, processes become leaner, which also contributes to productivity.

Another point of mapping is to enable the proper implementation of solutions, such as an Integrated Management Platform, to automate processes.

Reducing errors, failures, and rework

By creating an improved execution sequence, variations in activities are reduced. Since each collaborator knows what needs to be done, there is less risk, errors, failures, or rework.

In process standardization, all compliance issues must be considered. That is, adapting the activity flow to standards and regulations.

Because they have access to detailed documents, the steps to be followed are clear, significantly reducing misinterpretations.

Another consideration, especially for companies using Integrated Management Platforms, is to have greater control over operations.

Reports and data updates make processes measurable and predictable. When any anomaly is found, action is immediate, and errors, failures, and rework have less impact.

Facilitated training

If the company has documented processes, it has procedures and all instructions about the processes. Thus, training new employees or refreshing the training of existing professionals is much easier.

This consolidation of information generates reliable documents that can be consulted whenever needed. The company can create interactive manuals, such as video lessons, and make them available for remote access.

In addition to training, standardization allows the professional to understand why the process is essential for the company. By understanding this significance, they are more committed to delivering a result that meets expectations.

What about technology?

Technology is always a welcome resource to modernize and optimize processes. However, the organization must be prepared to receive it.

By enhancing results, companies that do not have a standard in their processes tend to increase inefficiency when implementing technologies incorrectly.

Thus, process standardization and automation must go hand in hand. Sequential organization of activities allows recognizing where technology can enhance results.

If you want to start automating your standardized processes, try Fusion Platform. Fusion is a complete Integrated Management Platform that manages and controls processes, documents, and indicators.
30/04/2024
Process management or Process-based management?

Although they may seem very similar at first glance, there are key differences between the Process Management and Process-based Management concepts — they are definitely not the same thing. These two approaches still spark a lot of debate. After all, they are two management models that complement each other, each bringing concepts and guidelines that make all the difference in the way they’re put in practice.

When it comes to management models, literature typically leans towards the Process Management model. However, many of our contemporary organizations are already employing Process-based Management, sometimes without a clear definition, which often leaves us with even more questions.

To clarify the matter once and for all, let’s understand the difference between Process Management and Process-based Management, along with each of their characteristics and how they can fit into your company. Let’s dive in!

First, what is Process Management?

Processes have always been present in organizations and all types of businesses, whether for purchasing materials, recruiting new employees, paying bills and issuing receipts, you name it.

But what exactly are processes? According to the Business Dictionary, a process is a sequence of interdependent and linked procedures. At each stage, they consume one or more resources (employee time, energy, machinery, money) to convert inputs (data, materials, parts, etc.) into outputs. These outputs then serve as inputs for the next stage until a known goal or final desired outcome is achieved.

In practice, think about your own’s company workflow. When you finish a product, isn’t it necessary to start a new process for purchasing inputs for new units or batches? In short, sets of activities like these can be considered a process or at least part of it.

Until a few decades ago, activities occurred without the aid any specific methodology. This is where Process Management, better known as Business Process Management (BPM) in the corporate world, emerged.

And what about Process-based Management?

While Process Management represents the methodology and specific actions known in the field, Process-based Management aims to integrate all departments and its processes. It structures and integrates functional processes within organizations towards common goals.

Traditional organizations developed based on a culture of managing each department’s processes and activities.Process-oriented companies on the other hand, use a Process-based Management approach, leveraging management systems to handle everything involving the company and its departments.

This broadens and systematizes management, with less interference from departmental managers. The main objective here is to optimize the organization’s performance.

Ultimately, Process-based Management aims to integrate all company processes, resulting in clearer common objectives. This lets processes to be conducted in a better organized manner, benefiting the entire company, not just a specific department or sector.

In this sense, process management provides a holistic view of the company, making decision-making more effective. Additionally, it’s easier to identify bottlenecks, and teams and departments are more integrated and collaborative.

In summary: what are the differences?

Essentially, a company that practices process management has its tasks and activities mapped and monitored with complete control. They know that all processes will occur as planned and described.

When Process-based Management is adopted, there’s connectivity between processes, which favors a trully comprehensive view of the organization. Activities are integrated, and the result stems from the effort of a correlated whole.

Indeed, companies that operate with Process-based Management are more focused on developing their activities to ensure customer satisfaction.

With a process-oriented company culture, decision-making, employee management, document sending and viewing, and team interaction become integrated activities, improving overall productivity.

Additionally, there’s alignment of strategy for product or service development for the customer. At this point, having available indicators for better decision-making becomes essential.

Undoubtedly, Management through Processes is very advantageous for companies. However, its application requires management to focus on analyzing the entire value chain, ensuring that activities and processes are geared towards creating value for the customer.

BPM systems in context

Digital Transformation is a great ally to companies looking to manage their processes. They provide tools capable of automating and optimizing routine activities, facilitating execution and internal communication.

In this sense, software is essential for both process management and process-based management.

Although each term has a specific objective, both generally represent concepts such as continuous improvement, clear and simple processes, sector organization, and more assertive decision-making in any type of organization.

In this regard, Neomind has developed the BPM module, which integrates and manages structured processes. This provides effectiveness and agility in responses, enhancing company results, with greater transparency and collaboration among stakeholders.

Fusion Platform enables companies to reduce processes errors and automate repetitive and manual activities. Additionally, it improves corporate performance, enabling greater competitiveness and assertiveness for your business.

The purpose of adopting BPM software is the convenience in carrying out activities as well. Because of that, Neomind’s Fusion Platform is a low-code tool, fully user-friendly and adaptable to your needs.

Curious about how process management happens in practice? Try Fusion Platform for free, or talk to our consultants.

Whether you’re considering investing into process management or process-based management, Neomind is your business partner!

Does your company practice process-based managament? Tell us about your experience. Or if you have any questions, write it to us in the comments. We’ll be happy to assist you.

16/02/2024
The Role of Process Management in the Digital Transformation Age

The 21st century is marked by non-stop technological innovation. Take Natura, a Brazilian cosmetics company, for example. The organization is a reference in Brazil when it comes to process management and innovation. In 2007, in order to sustain its financial growth, it chose to transform its management model and organizational culture.

Administration became process-oriented, allowing the responsibility for corporate results to be shared among process owners. This shift enabled Natura to grow by 5.6% in that year’s first nine months. There was also a 49% increase in its market share through consultants, who, in turn, observed a 46.2% reduction in wrong deliveries.

Similar to this case, we can recall various other transformation stories that revolutionized businesses. In another example, in 2016, the Williams Formula 1 team set the record for the fastest pit stop with pilot Felipe Massa in 1.89 seconds. In 1950, pit stops took approximately 1 minute. Analogously analyzing, how is it possible to transform processes and improve results?

To answer this question, we first need to understand what types of transformation can be applied to a process. The CBOK book from ABPMP says: process transformation has a range of impacts that include continuous improvement, redesign, reengineering, and paradigm shift.

Within our organizations and even driven by Lean Manufacturing, SIX Sigma, and TQM (Total Quality Management), we tend to evolve processes through a lens of continuous improvement. This is a strategy that indeed generates results, and the impacts of the change are smaller, making it much easier to apply with great adoption from its involved parties. However, often a given process, as it was originally designed, no longer follows the overall business evolution, and in these cases even continuous improvement will not yield the same significant results.

Redesigning a process presents itself as a solution for these situations, as we rethink the business end-to-end while maintaining fundamental concepts. This makes it necessary for us to advance and study the need for reengineering.

Reengineering impacts all levels of the business, radically transforming how functional areas should work. These two forms of transformation, redesign and reengineering, commit to changing the process and cause minor impacts on the product or service offered. In other words, even after the reengineering of an automotive process, we will still have a car as the result of the process. Perhaps in less time, eliminating waste, causing fewer environmental impacts, and improving the financial result of the company, but the final relationship with the customer will still be through the purchase of the car.

One might think that these three forms of business process transformation would be sufficient for a company’s survival in the competitive market. But often the only way out is a paradigm shift. Still analyzing the example of the automotive industry, we can conclude that a person buys a car with the ultimate goal of traveling from one destination to another. Given this need, the factory offers its customer a solution: the car. What would happen to the automotive market if Fiat stopped selling cars as a product and leased them as a service? In this model, the customer would pay a fixed monthly fee entitling them to a complete car with all safety features and key technological accessories. For the customer, this would change the way they consume the product of that brand, and for the company, it would be necessary to completely rethink its vision, mission, and values.

This happened with the mobile phone industry with the arrival of smartphones, with the music and film industry after the advent of iTunes and Netflix, and also with the transportation service through Uber. The truth is that a paradigm shift impacts first on customer habits and beliefs, and consequently, on the entire market consumption dynamics.

In conclusion, it is evident that due to ease of implementation and the impacts caused, the market initially adopts continuous improvement as the primary tool for process transformation. However, in the century we live in, we need to reverse this order, first analyzing the feasibility of a paradigm shift, moving on to reengineering, redesign, and finally, continuous improvement.

If your company cannot change market behavior, others certainly will, and you will be forced to catch up with the losses. Try Fusion Platform for 15 days and see how optimizing your company’s management can bring more results to your business.

09/01/2024
Learn more about Hardware Sizing

The first thing companies ask themselves when they need to implement a new piece of software or feature, is about hardware requirements: “What are the specifications?” or even “Will our servers support it?”. Another common scenario where the same doubts arise is when an IT manager starts receiving complaints regarding poor system performance from its users. At this point, the following question arises: “Is our environment (server) still suitable for the current demand?”

These are very common questions, but due to several involved factors, finding answers is not always as simple as it may seem. To address this, it’s essential to understand Hardware Sizing, or Sizing in short.

But first, let’s grasp the concept of Software Sizing.

To discuss Hardware Sizing, we need to have a brief understanding of Software Sizing, which involves quantifying the size of software (or a part of it). In this case, we’re talking about determining the size of the software, not the effort invested in developing it. Some ways to measure software size include analyzing Function Points (FPs) or Lines Of Code (LOC). The size and complexity of a software piece are crucial factors for hardware sizing.

And what is Hardware Sizing?

A simple definition of Hardware Sizing is: “An approximation of the hardware resources needed to support a software implementation”.

Like any theoretical model, it’s important to note that this is an approximation of reality but often yields much more reliable results than a mere “guess.” More importantly, supporting the software implementation means it should not only run but run with adequate performance and meet user needs.

Depending on the project or software to be implemented, various approaches can be taken when it comes to Hardware Sizing, always involving the analysis of factors such as:

● Routine complexity: Predicting which complex routines will require more processing power (software sizing is highly applicable here).

● User count: The more users (especially concurrent users), the greater the processing and storage volume required.

● Transaction volume: Knowing the complexity of function “X,” how many times will it be used?

● Storage: How much space will each initiated transaction occupy (referring to database and hard disk storage)?

● Growth: What is the expected software usage growth for the next few years? What is a safe margin to have hardware reserves to extend the investment’s lifespan?

These factors can be estimated from scratch or based on historical data from an existing environment. Combining these factors allows establishing a calculation basis that determines the appropriate hardware, justifying and safeguarding any hardware investment.

As mentioned, each software project may require a different approach to sizing. Hardware and software providers have various articles on the correct sizing of their products (Dell servers,

SQL Server and Oracle databases, for example). Market methodologies for this type of measurement also exist, such as TPC-C (Transaction Processing Performance Council – Benchmark C), which we commonly use in our clients’ sizing projects.

Methodologies for Hardware Sizing

The TPC-C methodology is a benchmark for online transaction processing (OLTP). In this benchmark, combinations of servers and databases from various manufacturers are measured, determining the transaction index they support. In essence, with the methodology and the factors mentioned above, it’s possible to calculate an approximate necessary index. This calculation can then be compared with already measured equipment to determine the required hardware or assess the suitability of current hardware.

Another method of Hardware Sizing is to conduct synthetic tests with the application through load testing. Automated testing tools (such as JMeter) can be used to determine how many simultaneous transactions a simple processor can support. If the simple station supports 100 simultaneous transactions but it’s determined that there will be 1000 concurrent users, it’s known that to handle 1000 simultaneous transactions, equipment with 10 times the computing power of the simple processor is needed. This type of study (pre-implementation when the application has not yet been deployed) can greatly assist in accurate hardware sizing.

In conclusion

As we can see, determining the necessary processing capacity for software can be a complex task, and merely adhering to minimum requirements provided by a supplier may not yield the desired results. It’s also essential to emphasize that there is no magic formula, but fortunately, we have a range of tools that can help. Regardless of the method used, proper Hardware Sizing must be conducted so that software solutions can achieve the necessary performance and ensure greater productivity for the company. For our clients, our consulting team offers Sizing services for Fusion environments. If needed, we will be glad to address all your queries.

02/01/2024
Data Science x Big Data x Data Analytics
Using data is constantly rising. Organizations are more and more dependent on how they acquire and analyze data to extract accurate information for their business areas. This is where three interconnected terms come into play: Data Science, Big Data, and Data Analytics.

What is Data Science?

Widely spread in the market, Data Science refers to an entire process of data collection, transformation, and analysis. Information is creatively extracted through a set of methods and tools by a dedicated professional who aims to:

1. Understand their company’s business and;

2. Identify patterns that are beneficial for the company’s decision-making processes.

However, Data Science is not possible without Big Data.

So, what is Big Data?

Big Data, something that has been steadily growing since 2012, can be defined as a set of techniques capable of analyzing large quantities of data to generate results that would be difficult to achieve with smaller volumes (we talk more about it in this article).

For a better understanding of Big Data, we can define the three pillars that comprise it:
- Volume: Big Data is a massive amount of data, not just Terabytes but Petabytes and Exabytes, which are millions of Gigabytes. In 2020, the forecast was that 40 Exabytes of data would be generated annually;
- Velocity: Depending on a company’s business, one minute can be too long, whether it’s for detecting fraud, analyzing medical data, or dealing with time-sensitive information;
- Variety: Big Data encompasses all kinds of data, whether it comes from text, sensors, web navigation, social media, online stores, your smartphone, and many other data sources.
And what about Data Analytics?

To conclude the concepts discussed in this article, we have Data Analytics. It refers to the systematic use and analysis of data for efficient decision-making. It is widely applied in areas such as Marketing, Retail, Finances, and so on.

All this analysis is done using methods such as:
- Statistical Modeling;
- Forecasting;
- Text Mining;
- Experiment Design, among others.
Use cases

Digital Advertising – From banners displayed on websites to digital screens at airports, all content is determined by Data Science algorithms. This is how digital ads leverage the necessary data to target ads to specific users based on their behavior. For example, an ad that is shown to you on a website may be different from the one that appears for another user on the same site.

Recommendation Systems – Amazon’s website provides a clear example of the use of Business Intelligence (BI), Data Analytics, and Data Science. Through data collection and Data Science algorithms, it enhances users’ experiences, helping them to find relevant products.

In addition to Amazon, companies like Netflix, Twitter, LinkedIn, and so many others have been using Data Science algorithms to improve user experiences with more accurate and relevant content.
31/10/2023
Identifying Risks Associated with Process Changes
Change is inherent to any businesses that seek to enhance how their work is performed in pursuit of growth and competitiveness. Risk management is essential to mitigate the impacts generated by these modifications.

Many companies that aim to improve their operations introduce technological resources like automation. This solution enhances productivity within the company.

However, effective management is necessary for identifying and addressing the risks inherent to process changes.

Undoubtedly, as years go by, there have been and will continue to be significant changes in how work is carried out.

Implementing an integrated management platform positively transforms a company. But it’s common to face challenges that must be managed for automation to succeed.

Understanding potential risks associated with process changes allows companies to prepare adequately beforehand. This readiness includes preventive measures capable of minimizing potentialy negative outcomes.

Risk management plays a fundamental role in process changes, especially when we talk about best practices and strategies to mitigate risks and tackle the challenges of process changes.

What are the risks associated with process changes?

Identifying process changes risks is a fundamental part of risk management. This detailed analysis enables companies to get ready for any challenges that may arise.

In this regard, some common risks that should be considered in risk management include:
- Resistance to change: unquestionably, this is one of the most common risks. Regardless of the benefits gained, it’s entirely normal for employees to have a critical attitude. This risk can lead to lack of cooperation or even more serious issues like sabotage. To mitigate this risk, it’s essential to establish transparent communication, explain the benefits, involve the team in the implementation stages, provide training, and offer support.
- Lack of skills or knowledge: risk management must also consider that employees’ lack of knowledge about changes can result in operational difficulties. Professionals must be familiar with and comfortable using the newly adopted tools and methods for performing their tasks to achieve the proposed gains.
- Activities disruption: when changes involve new technologies, temporary interruptions in operations can occur. To reduce this kind of hindrance, planning the implementation of your chosen tools is essential.
- Impact on products or services: process changes can affect products or services’ quality. Planning and conducting early tests can prevent such occurrences and maintain the business’s reputation.
Other risks that may be encountered include scope changes, lack of clarity, increased costs, tight deadlines, and more.

How to classify a risk?

Risk management focuses on identifying an event, its consequences, and the causes or situations that allowed something to happen. Based on these principles, risks can be assessed as high, medium, or low, depending on their impacts.

As a graphical representation, these risks can take on colors such as red, yellow, and green. Risk classification varies considerably and should be considered within the company’s environment.

Companies in the same industry may have unique characteristics. Therefore, what may be a high risk for one may not be so for another.

To correctly classify risks, it will be necessary to assess their impact on the process, the likelihood of occurrence, severity (financial damage or regulation issues), urgency of solution, and relevance.

Risk management needs to consider each category separately to provide a classification based on the organization’s context. This analysis should be carried out by both specialists and those involved in the processes.

Those with knowledge of the execution can more accurately estimate the probability of each risk occurring.

Risk Management and Automation

Business Process Management, also known as BPM, helps mitigate these risks associated with process changes.

Automation tools map and standardize processes to ensure a consistent activity flow, performing them always in the same way. This approach defines logical sequences, rules, and standards for correct execution, reducing the risk of errors and variations.

Another point is that the use of BPMS solutions provides more concise risk management based on real-time data.

The control provided by this technology allows for monitoring entire processes, from start to finish, including the implemented changes and their effects. Therefore, preventive measures are based on detailed reports on performance and actions.

Detailed records and reports that enable traceability make it possible to identify potential risks, detect anomalies, and facilitate the implementation of improvements.

However, for all of this to be possible, the automation platform must be adaptable to your business, including the changes that will be applied to processes.

One of the major risks of using technology is being unable to modify internal execution due to a rigid solution.

Fusion Platform is a fully low-code, user-friendly platform ready to be configured and adjusted to meet your business’s specific needs.

Additionally, it offers mobility of access, integration with other solutions, and constant updates. Neomind seeks to provide the best technological resources to its clients.

Try Fusion Platform to ensure greater efficiency and speed in your processes. Reduce processing time and the risks associated with process changes.

Take advantage of the platform to enhance risk management and increase adaptability to necessary changes, and ensure that your process transitions bring successful outcomes with Fusion Platform!
22/09/2023
How to Identify and Manage Production Bottlenecks?
When we think about production, we often imagine that to achieve efficiency in processes, we need significant investments in machinery and technology. While this may make sense depending on the industry and factory size, the capacity of manufacturing is not always constrained by a lack of technology.

Of course, we understand that in the Industry 4.0 age investments in technology are increasingly essential and can lead to significant competitive advantages. However, it’s also crucial to recognize that something, even with all the tech, may be interrupting production processes.

Often overlooked but extremely essential is the analysis of the real versus potential capacity of processes. This is done by identifying and managing production bottlenecks. We explain more about this in this article. Good reading!

Understanding Production Bottlenecks

Before discussing production bottlenecks specifically, let’s imagine a bottle filled with small stones. When we turn the bottle upside down, we notice that the stones start to accumulate in the bottleneck of the bottle. When this happens, only a few stones can escape, while the rest remain stuck to the point that no more can come out.

This idea applies precisely to production bottlenecks. They occur when one production station produces more than the subsequent station can handle, causing a slowdown in the production line.

To better understand this, let’s take an example of a factory that produces jam packaging. The machine can produce a thousand packages per hour. Once the packages are produced, they go to the labeling department. However, the labeling machine can only apply 800 labels per hour. This creates a production bottleneck.

In such a case, either the packaging production must be reduced to match the labeling machine’s capacity, not utilizing its full capacity, or the production should continue at the same pace, and the unlabeled packages should be stored, increasing costs.

The bad news about bottlenecks is that due to a lack of process control, they are often recognized only after causing a blockage in the workflow. The good news is that there are ways to fix the situation. Below are some steps to follow:

1. Identify the problem:

To correct production bottlenecks, it is necessary to understand where it starts (input). Bottlenecks can result from a cumulative effect or be caused by a particular workstation. In the case of cumulative bottlenecks, it means that several stations are producing more than the subsequent station can handle. As a result, each station becomes slightly overloaded until one becomes completely overwhelmed.

In the example of the packaging factory, the production bottleneck is not cumulative, as only one station produces more than the next. In situations like this, it is easier to solve the problem, and it will not be necessary to renew the entire production.

2. Use the 5 Whys technique:

This is a more in-depth problem-solving tool. To use it, you start with the problem you need to solve and work backward, continuously questioning why the problem is occurring. The technique is called “5 Whys,” but you should keep asking questions until you reach the root cause.

For example:

Problem: Production slowdown.
1. Why is production slowing down?
Because the operators are not working efficiently.
1. Why are they not operating efficiently?
Because the machines experience frequent interruptions.
1. Why are there interruptions?
Because they require frequent maintenance.
1. Why do they require frequent maintenance?
Because they cannot handle the incoming raw material capacity.
1. Why can’t they handle it?
Because they are receiving too much raw material from the previous station.

In this simple scenario, if we assumed that the problem was due to lack of productivity, the company might think that hiring more employees would solve it. However, identifying the bottleneck helps focus on the actual issue.

3. Process Mapping:

The 5 Whys technique is useful when production bottlenecks are more visible. However, it is essential to consider the entire process and its flow. This means identifying all steps, involved parties, objectives, decisions, and flows of an existing process. This is known as Process Mapping.

To identify production bottlenecks, it is crucial to understand the entire flow of activities, especially when cumulative bottlenecks occur. Process mapping is excellent for gathering all information about inefficiencies and production bottlenecks, enabling them to be eliminated or reduced. In such cases, the use of BPMS software (Business Process Management) is recommended, a tool that not only helps model processes more efficiently but also facilitates process mapping and bottleneck identification.

To learn more, access the articles:
- Process Mapping: Where to begin with?
- Why Automate Processes with BPM Software?
4. Develop an action plan (PDCA cycle):

Once you have identified the production bottlenecks, it’s time to take action. Here, you can adopt the PDCA approach: Plan, Do, Check, Act. Besides being an excellent problem-solving tool, the PDCA cycle aims at the continuous improvement of processes. We explained how the PDCA cycle works in this article if you need more information. By adopting it, you create an action plan where everyone involved knows what needs to be done, what is being done, as well as the deadlines and costs.

5. Monitor results:

As we always emphasize in our blog when dealing with processes, continuous improvement should be sought. Therefore, never forget that production processes should always be measured. The tip is to use key performance indicators (KPIs). Whenever bottlenecks are identified, take prompt action to improve the process (which is why process mapping is so important).

In conclusion

Bottlenecks slow down the production line, causing losses. There is no factory that does not face this problem, which is why processes must always be monitored.

In this article, we presented some steps you can take to identify and resolve production bottlenecks. It is ideal to have tools that can optimize our activities; thus, we recommend the use of BPMS software. BPMS solutions aim to make business processes and entire workflows more efficient and adaptable to constant organizational changes.

To be sure of the return on investment in this tool, download our ROI calculator. And if you want to better understand business processes and what a BPM solution can do to eliminate bottlenecks and make your company even more productive, contact us!
25/07/2023
What Document Management Does for Your Business: From Workflow Organization to a Paperless Environment
How does your business deal with the information that comes to it, whether digital or not? According to the AIIM (Association for Information and Image Management), the best way to deal with data is to capture it at the first point of contact. In other words, information should be digitally captured as soon as it enters your organization premises.
- What is Electronic Document Management?
- Why Implement Document Management?
  - Workflow organization
  - Paper to digital transformation
  - Access and security control
  - Version control, reviews and approvals
  - Digital signature
  - Content search
A report published by AIIM (Improving Business Operations in 2017: Capturing Vital Content) states that 88% of its respondents are increasing their digital correspondence, while 60% say that their paper letters are decreasing. When it comes to invoices, 64% say that their paper invoices are reducing, while, for 69%, there is an increase in the number of digital invoices.

What does this mean? In general terms, we can say that we are moving towards a paperless business culture. However, if there is a preference for documents in digital format, we need to think about a workflow that deals with its whole pipeline, from the conception to the storage of these documents. That’s where we come into the field of Document Management (Electronic Document Management – EDM).

What is Electronic Document Management?

Electronic Document Management (EDM), refers to the management of different types of documents through software (such as Fusion Platform). With a GED/ECM solution, users in a company can not only create a document or capture a printed copy in electronic format but also store, edit, process, print, and manage documents in image, video, audio, and text formats.

Why to perform Document Management?

A Document Management software brings benefits such as:
1. Workflow organization
2. Transformation of paper into digital information
3. Access control and security
4. Version control, revisions, and approvals
5. Digital signature
6. Content search
Let’s see some examples:

Workflow organization:

GED solutions trigger collaborative workflows involving stakeholders responsible for taking actions on the document, such as signing (with a digital signature), editing, or commenting, while ensuring quality control.

Flip the switch from paper to digital information:

According to research conducted by AIIM, only 37% of respondents prefer paper for handling, reading, and note-taking. Thirty-two percent of them mentioned that their suppliers prefer information in digital format, and 27% cited the lack of senior management support to eliminate paper from their processes.

Paper is still part of an organization’s routine. However, there are some points to consider:
- Paper storage generates costs.
- Paper documents are more prone to getting lost.
- Managing a paper document is time-consuming.
A good EDM software includes capture features. In general, Document Management solutions use various technologies such as semantic web or syntactic pattern recognition, allowing them to extract relevant information (keywords) from scanned documents.

Thanks to Optical Character Recognition (OCR) – 20% of AIIM’s respondents mentioned that this technology is already in use in their companies for data capture – and Barcoding, all documents that have undergone digitization can be recognized. This means that those wasted hours searching for information in paper or desktop folders are eliminated.

The explanation for this is simple: when the content is available to a solution that features data recognition, accessing information becomes much easier, requiring only the use of keywords, for example.

When trying to understand what triggers the transformation of capture processes in businesses, AIIM found that 37% of their respondents cited exercises in cost savings in specific areas such as Accounts Payable, while 33% said it was an initiative to improve customer responsiveness.

Therefore, through an intelligent DMS process, it is possible to automate tasks involving document management without human intervention, bringing costs down and increasing decision-making accuracy .

Access control and security:

A Document Management solution allows assigning access permissions to each document. Access can be granted to an individual user or a group of people.

It is also possible to manage authorized individuals who can interact with documents through the creation of profiles and assignment of permissions. Through integration with file editing tools, a DMS software can lock functions such as Save, Save As, Print-Screen, Printing, and others.

Version control, revisions, and approvals:

With Document Management, it is also possible to configure and control the management of document versions, revisions, and approvals. This way, you can verify who made changes and when they occurred.

Digital signature:

Good DMS software enables electronic documents to be signed with certificates in the ICP-Brasil standard.

Content search:

Document Management through software – such as Fusion ECM – allows documents to be located by creation and editing dates, metadata, keywords, etc. This eliminates the time spent searching for a document in desktop folders, as the solution does all the locating work.

Conclusion

When discussing Document Management and the transformation of paper into digital information, it is common for people to imagine scanners spread throughout the company. However, the concept goes beyond that.

We have previously addressed paperless companies and the importance of a this trend to the environment. Note that the concepts of paperless and DMS are related, as both mean much more than simply scanning documents. Therefore, to conclude, remember that Document Management encompasses both publication and/or digitization, as well as storage, access control, security, but most importantly, the recognition and retrieval of information that is relevant to your business.
19/07/2023
What are quality indicators and why are they important?

As Robert Kaplan and David Norton, creators of the BSC (Balanced Scorecard) methodology said: “What is not measured is not managed.”

To explain, in practice, you have probably already bought a product with a lower value than another, knowing that its quality could also be lower. Or that the service at a particular location was not very good, but you ended up giving in to it to save money.

Each company should deliver what it proposes, setting a monetary value on the services or products it offers. But what happens if the company does not deliver what it promises at all? It’s frustrating, to say the least, isn’t it?

Quality control would avoid mistakes (and frustrations). This is because a quality meter shows whether what is being proposed actually matches what is being delivered.

In order to address the topic of Quality Indicators, it is important that we first get to know some key ideas present in indicators in general.

What are quality indicators?

Indicators are instruments that synthesize a set of information into a single value, therefore, they allow certain phenomena to be measured among themselves, or over a given period. Still, we can say that quality indicators are tools, that is, they are not an end in themselves, but a mean. Also known as KPIs (Key Performance Indicators, or Key Performance Indicators), they identify trends and behaviors and usually provide factual data about the performance of an organization.

In this way, they allow the correction of possible deviations from the paths or directions of a company. We cannot forget to mention that the indicators are essential for a quality system, whose implementation brings benefits such as:

● Operating costs reduction;

● Greater customer satisfaction;

● Standardization and guarantee of greater process efficiency;

● Company organization.

About the types of indicators, we highlight the following:

Effectiveness Indicator (Customer Satisfaction and Loyalty)

Measuring the degree of customer loyalty and satisfaction for any type of business is essential. Therefore, among quality indicators, effectiveness is very important. Some functions of this indicator include:

▪ Research customer satisfaction, studying the strength of the product or service in the market;

▪ Check if the customer would buy or use the services offered by the company again, or if they would recommend their services to others; ▪ Provide feedback, which is often the starting point for a performance evaluation process.

Efficiency Indicator

Among the quality indicators, this one analyzes productivity through production management software, for example, with purchase, cost, and delivery time modules, etc.

It’s important to know how many times something needed or needs to be redone, or the resource that was used in that process. With this diagnosis, it is possible to identify the problems, and waste that must be avoided and, finally, allow for greater productivity.

Service Indicator (Customer Complaints)

Of the quality indicators, this understands that: the happier your customer is with the company, the more loyal they will be. It is important to stay tuned to this index, especially to monitor whether contact with the customer (including after-sales) is flowing correctly.

Among the functions of this indicator, the following stand out:

● Check if the company’s “mechanism” is working well, if employees are successfully carrying out their duties and striving to provide the best service;

● Create a good relationship (always worrying about the customer even after closing the deal);

● Win customer loyalty and earn the company’s good reputation in the market.

Effectiveness Indicator

This one aims at the importance of always being aware of the news in your area of activity and competitors. If you want to know if your product or service really works, of the quality indicators discussed so far, this is the one that helps you understand what you offer your customers.

Safety Indicator (Quality)

It is these quality indicators that concretely demonstrate the performance of the product or service, to verify whether the health or physical integrity of the customer can be compromised.

Through safety indicators, managers verify safety measures, certification requirements, and national and international standards.

As you can see, the quality indicators discussed here allow the observation of certain aspects of reality, since they measure, observe and analyze reality according to a certain point of view.

But be careful: don’t overdo the number or complexity of the indicators. They must talk to the demands of their customers and the criteria defined for the quality system.

How can I use KPIs in my organization and how can this help boost my results?

KPIs aid in your business processes’ effectiveness. Based on the indicator analysis results, managers can have a better view of whether it is necessary to change their strategy or whether the current strategy should be maintained, verifying how positive the results are.

Quality indicators include everything related to the effectiveness, efficiency, and effectiveness of a company’s processes and the services offered to the customer. They evaluate the business performance in several aspects, including factors such as profitability, market competitiveness, sales, and turnover rates.

Any company that aims at good performance needs to measure quality indicators, especially since they are tools that map organizational processes.

To exemplify, a company must always have a critical view of service and product quality in order to create improvements that stand out from the competition.

And for the company to make profits at the end of the month, two elements are essential: good service and quality products. Without them, you can even attract customers to the store, but you won’t be able to turn them into loyal customers.

This is where the great importance of quality indicators comes in: they will allow the manager to have this critical view of quality, service, and product and especially how to create improvements, pointing out failures and also successes. If you are interested in the subject, also read the post: KPIs: what are they and how to define them to use them in the management of your company?

Concluding

Always follow up on quality indicators. Have an action plan in case the recorded data point to any deviation from the desired quality standard. Also, do not forget to establish collaborators responsible for this activity, also defining the follow-up sequence.

27/04/2023

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