Neomind

Author: Felipe Bahiense

  • Why does your company need performance indicators?

    Why does your company need performance indicators?

    Increasingly present in companies, performance indicators – also known as KPIs or Key Performance Indicators – reflect the desire to manage and control the progress of one or more processes. The objective is to verify whether the goals determined in the organizational planning are being duly met. 

    In this context, we can say that the indicators form a series of references that enable a continuous evaluation of the position and evolution of an activity or process in a company. Through them it is possible to obtain strategic information that assists in continuous improvement and proactive performance, in addition to providing transparency to the company, usually being expressed clearly by percentages and probabilities.

    In this article, you will better understand what performance indicators are, and will learn about the most commonly used ones. Read on and check it out!

    Why is it important to define indicators?

    “What cannot be measured cannot be managed. This old saying always remains current, because constantly checking the results obtained is essential for good management.

    This way, it becomes easier to detect threats and opportunities, measure the relevance of each action, identify the need for specific adjustments, compare information, and analyze the possible effects of a strategy, among other aspects. Even the use of indicators in projects allows to prove the efficiency of a planning and generates valuable insights.

    In addition, KPIs are fundamental to the work of people management and employee engagement within the team. With well-defined metrics, it is easier to understand what the responsibilities of each one are and also the impact that each professional brings to the company, benefiting the organizational climate.

    What are the types of indicators?

    Currently, there are several types of performance indicators available to directors and managers of the company. Thus, it is up to each one to choose which ones best fit the organization objectives, according to the demands and planning of the business.

    To simplify the choice process, one of the most used methods is that of Performance Indicators, which when put into practice allow the integration of Strategic, Operational, and Organizational elements of the company.

    Therefore, to define the performance indicators that best fit the company strategy, it is important to consider the main types of indicators, divided into four categories.

    Quality indicators

    Everything related to the efficiency, efficacy, and effectiveness of the company  processes and services offered to the client are part of the quality indicators. The indicators in this category are parameters that, within management, allow for precise and objective measurement of the progress of the business in terms of the quality of its results.

    Productivity indicators

    Unlike quality indicators, which are presented with percentage numbers, productivity indicators measure the results of the relationship between what was produced and the resources invested for this. These indicators are responsible for keeping managers aware of how the performance of their business is and provide the basis for knowing what can be optimized and what improvements can be made in a process.

    Capacity indicators

    It is very common for professionals to perform their activities without knowing exactly how much time they spend on each one. For this reason, there are capacity indicators, which measure the capacity to produce in a certain period of time. They are essential to understand when it is necessary to increase the team or even invest in new equipment.

    Strategic indicators

    Finally, we have indicators that analyze and monitor the company performance over time, showing the panorama in which the organization currently finds itself, such as time, resources, and energy employed in the development of its processes. The application of this indicator brings to light the fulfillment of the objectives and goals set by management, assisting in decision making.

    The tip is: a KPI must be more than just numbers. They need to express something strategic about what your company is trying to achieve. In other words, a KPI must clearly reflect your business model.

    What are the advantages of performance indicators?

    Once you know the key performance indicators, you will know that working with them generates important competitive advantages for your organization to focus its efforts. Those who measure the activities and are concerned about optimizing processes have benefits that go from the company management to its operations.

    Finally, it is worth emphasizing that it is of utmost importance to monitor the indicators periodically. Through continuous analysis it is possible to measure – like a thermometer – whether your organization is on the right track or not. Remember that the information that comes from the evaluation of the indicators is fundamental to guide planning and areas, promoting increasingly clear and precise results.

    Now that you know everything about management by indicators, how about starting to apply it in your business and leverage your results? Fusion Platform offers an Analytics tool that allows the monitoring of KPIs in an agile, intuitive and fast way. So don’t waste any time and try the tool for free right now!

  • Ever heard of “intelligent” BPM? Meet iBPM

    Ever heard of “intelligent” BPM? Meet iBPM

    It is never too much to remember that processes are part of any business. After all, they work as a checklist of steps to be followed by the right people at the right time. Once implemented, they provide consistency, control, and efficiency to the organization.

    To meet the challenge of organizing and facilitating low or high complexity organizational processes, internal or external, in corporations, the methodology known as BPM (Business Process Management) was born.

    Aiming to add more resources for greater intelligence in processes, BPM has evolved and, thus, iBPM was born.

    What does iBPM mean?

    To understand what iBPM is we just need to analyze one detail: the letter “i” before the acronym comes from the word “intelligent”. Therefore, iBPM stands for Intelligent Business Process Management. This new direction in BPM integrates cutting-edge technology, such as RPA (Robotic Process Automation), machine learning, big data, and artificial intelligence into daily processes.

    Contrary to what you might think, the term is not that new. It was in 2012, during the Gartner Business Process Management Summit, that it was first bandied about. According to the Gartner Group, iBPM would be the “next generation of BPM”.

    Also in Gartner’s own definitions, “capabilities such as validation (process simulation, including ‘what if’) and verification (logical compliance), optimization, and the ability to gain insight into process performance have been included in many BPMS offerings for several years. iBPMSs have added enhanced support for human collaboration such as integration with social media, mobile-enabled process tasks, streaming analytics and real-time decision management”.

    Simply put, intelligent BPM takes all the advantages of Business Process Management and adds technology such as artificial intelligence to improve efficiency. As such, the tool helps companies dynamically automate more types of experiences and produce automated data analysis.

    Therefore, experts consider that while BPM helps organizations plan and automate their complex processes, iBPM goes a step further because it builds a dynamic technology environment

    What’s so special about iBPM?

    When the term emerged in 2012, it was already clear that optimizing processes to achieve greater efficiency and reduce costs was no longer enough. Since that time, it was already known that companies needed to be more flexible to market changes and agile in deciding their next steps.

    Digital transformation and new technologies have shown the importance of real-time data analysis for more accurate decision-making. Thus, the focus of iBPM is not on processes, but on information. We can then say that what makes Intelligent Business Process Management special is that it turns data into information.

    With information in hand, the company knowledge expands, and as a consequence it gets much more insights to act on process improvement. The result of this is the continuous improvement in business processes that translates into improved service to the end customer.

    By using technologies such as big data, machine learning, and artificial intelligence, iBPM systems improve the process experience, scalability, flexibility, and automation.

    As Jim Sinur, author of the book “Intelligent BPM Systems: Impact and Opportunity,” notes: “intelligent business process management is the next generation of enterprise BPM, leveraging recent technological advances to attain a degree of operational responsiveness not possible with yesterday’s business process platform.”

    In short, iBPM enriches BPM by expanding its scope.

    Main features of iBPM

    Among the key attributes of iBPM, the most expressive is real-time business analysis. By enabling the identification of significant correlations in structured or unstructured data, it improves process visibility and, therefore, decision-making capacity.

    On data analytics, by using external context data and social data (such as expert opinion and customer feedback), iBPM empowers users to anticipate customer demands and determine the next action. Once again, decision-making accuracy is the focus.

    Another feature of Intelligent Business Process Management is expanded technologies to support mobility. Mobile platforms enable employees to have instant access to business processes, regardless of where they are. Thus, they improve efficiency and the whole process becomes more agile.

    All of these already show important advantages of iBPM, but there is one attribute that can bring even more value in the long run. It is the introduction of deep complex-event processing (CEP). CEP analyzes large volumes of data to monitor unexpected patterns and respond to evolving opportunities and risks.

    Precisely because it improves decision-making capabilities, iBPM can provide multiple benefits across a variety of industries.

    What kind of organization is iBPM suitable for?

    Any organization or system can benefit from the advanced technology and analytics of an iBPM. For example, for product development, thanks to the data collected from user feedback, iBPM enables a company to meet the needs of its customers. Benefits include reduced costs in product development and increased market acceptance.

    In technology, Intelligent Business Process Management, using real-time data analysis, detects customer problems before they occur, providing the organization with the data it needs to act proactively and avoid a negative customer experience. For finance, users can assess in real time the impact of a potential threat or opportunity in order to develop a contingency plan.

    In short, the examples are many and varied. What we want to show is that all companies, and all their sectors, can gain a lot by adopting iBPM.

    How to adopt an iBPM software?

    This “new” BPM approach is not so new, because, as we showed, the term popped up in 2012. As it is a more advanced Business Process Management vision, there are systems on the market that meet some of the attributes of an iBPM.

    Fusion Platform is one of them, and before ending this post, we explain why. One of the benefits of iBPM is the agility in executing processes, right? Well, thanks to Fusion Mobile, requests, pending activities, and tasks can be executed anytime and anywhere.

    In addition, the agility in decision making process is promoted through the creation of quick actions in processes, with actions such as Approval, Disapproval, among others. As for analysis and information extraction, with the Analytics solution users create data warehouses and connect various types of databases or webservices.

    In other words, Fusion Platform has the tools your company needs for much more agile and accurate decision making.

    Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!

  • What does your company have to gain with Cloud Computing?

    What does your company have to gain with Cloud Computing?

    The concept of working from home is gaining more and more strength and, along with it, comes the need for companies and employees to adapt. With the advance of new technologies and changes in the corporate environment, remote work has gained a new dimension, especially in the area of Information Technology.

    Among these technologies is Cloud Computing. Solutions based on Cloud services offer companies a very flexible type of operation, with online servers in different equipment, in a virtual, transparent and automatic way, and with the option of reducing or expanding its size.

    Thanks to its resources, companies from the most varied industries are able to create a customized environment to process large volumes of data, access applications, and manage collaborative activities. This way it is possible to guarantee that everyone keeps producing, sharing and accessing information in a practical and safe way.

    Check out the benefits of the Cloud and see how it can be a great ally for companies that bet on corporate mobility:

    Flexibility

    Unlike the traditional infrastructure model, there is no need to manage and maintain a physical structure of servers and data centers. Being able to change the server infrastructure with ease is an advantage, because, since it is scalable and easily managed by a simple control panel, it can have its capacity expanded according to demand.

    Additionally, all the updating and maintenance is the Cloud provider responsibility. Thus, the company will have a specialized team that will manage and take care of all the necessary configurations.

    Efficiency

    Cloud computing collaboration tools can boost productivity by supporting employees to maintain performance levels even when working from home. For example, there are SaaS (Software as a Service) solutions, a model that spares licenses and can be made available on any computer or device with internet access. Shared drivers, video-conferencing software, and project management are some examples of SaaS applications that are widely adopted.

    Through these solutions, companies can integrate their teams and projects, having a panoramic view of the progress of each task, improving the management of the remote work environment. The choice of one of them depends, however, on the needs of each business and the activities performed by it.

    Strategy

    It is essential that companies have a comprehensive and not limited vision about the potential for optimization and integration that Cloud enables. Besides being a great opportunity to create synergy between the company strategic management and technology, the adoption of Cloud Computing is also crucial to drive innovation in all areas.

    However, transformation does not happen only with technology. It needs adjustments in routines and, especially, in the organization culture. The companies that know how to manage this change, accelerating digital transformation, will be one step ahead of the competition and will consequently gain competitive advantages in the market.

    To know more…

    Adopting cloud computing services in the business environment is following the evolution of today’s technology. All its flexibility and variety still allow any type of company, regardless of segment or size, to take advantage of these benefits and turn them into a real tool to maximize operations.

    If the subject interests you, get to know Fusion Platform, a robust platform that integrates processes, documents, and indicators to facilitate decision-making in organizations. All this, of course, adopting the benefits of Cloud Computing. Visit our website and get in touch. Still don’t know Fusion Platform? Try it out for free for 15 days.

  • 7 tips for CIOs: how to support the company towards growth?

    7 tips for CIOs: how to support the company towards growth?

    A reesearch conducted by Forbes Insights, in conjunction with Intel and VMware, has found that the role of the CIO is changing and growing in importance. More than 400 CIOs around the world were interviewed, resulting in two reports: “Ascent of the CIO” and “The Challenges for Tomorrow’s CIO“. As Forbes points out, the reports also provide recommendations to CIOs on how they can succeed in this new world of digital transformation.

    We have decided to jump into the discussion and bring you tips for CIOs (Chief Information Officers) who want to succeed in technology innovation (especially in the age of cloud computing, big data, analytics, collaborative platforms, etc.) and in leading their teams. The reason for this is that we understand that the importance of the CIO role has increased as technology has come to influence organizations.

    So take a few minutes to stop what you are doing and look at our tips for CIOs (we hope they can help you perform your role even more effectively):

    1. Have strategic vision

    “Being a CIO is much more about having a good strategic vision than about being a master of technology.” The quote is from Douglas Shook, CIO at the University of Southern California, and was taken from the article “How to land the CIO job: 10 tips“.

    Out of the tips for CIOs, we consider this one of the most important, especially since IT has become increasingly strategic. It is the area that provides all the technological support for the company to overcome its challenges by spending less and producing more, helping the organization to:

    • Create value through technology;
    • Technology supported groth plan; and
    • Ensure that technical systems and procedures lead to results aligned with business objectives.

    For this reason, more than ever – and especially in times of cost reduction – CIOs must have a thorough vision of business operations and know organizational goals and objectives. Thus, the professional will be able to direct the technologies to help the various areas, achieving the expected results.

    2. Automate

    If IT is to be strategic, it makes no sense for IT professionals to spend time on manual and repetitive processes. Routine tasks are the most time-consuming ones. They are also the ones that should be automated.

    Remember that CIOs should focus on leading their teams in a way that adds value to the business. So, out of the tips for CIOs, this one is about eliminating manual processes and operational problems. To do this, as an industry leader, think about using systems that allow you to work on items such as:

    • Manage the cycle of a change within the context of IT asset management;
    • Generate the necessary controls for impact analysis, change planning, configuration management and predictability;
    • Manage and address incidents that occur both within the context of IT management and more broadly to any occurrence in the organization;
    • Reduce the response time to incidents and service requests;
    • Avoid recurrence of accidents, problems and non-conformities;
    • Among others.

    3. Speak the right language

    Especially in companies that are implementing actions for digital transformation, it is crucial that CIOs communicate in a way that other departments easily understand what is happening (i.e., leaving technical jargon and lingo aside). Keep in mind that it is the CIO’s job to explain about technology in a way that the topic is easy to understand and accessible to people of different knowledge levels.

    CIOs must be able to show not only how the change will occur and how it will affect day-to-day operations, but they must also be able to explain the need for such a change and what value it will add to the area or company.

    4. Be proactive in transforming

    We can’t talk about tips for CIOs without mentioning proactivity. IT leaders should always look for ways to improve their area (and, of course, the company as a whole). For example, you can start mapping or redesigning processes to reduce or eliminate inefficiencies, bottlenecks, and/or waste, going for a paperless environment.

    5. Keep your eyes on the future

    CIOs must analyze what is happening in the market, draw their own conclusions, and see what makes sense for their company, always thinking about using technology to increase efficiency and revenue.

    According to the article “What makes the CIO of tomorrow? Five traits that matter“, when it comes to tips for CIOs, this one deserves special attention. The author, Vaibhav Gawde (Oracle, India), says that the IT leader must always have a clear vision of how the area can make the business protected in the future; being able to define which technology will enable the digital transformation, and how this transformation will help the business to grow.

    6 – Get involved

    The CIO must be involved at all levels of the organizational structure. Each area has its problems to be solved and only those who work in it can specify what needs to be improved. However, choosing the right systems and implementing them correctly is the IT area’s responsibility. The CIO, acting as a strategic partner, is able to effectively and efficiently distribute technology. The rule here is: the more involved a CIO is in the company strategy, the more effective IT will be.

    7 – Don’t forget about security and infrastructure

    We understand that the CIO position has not been reinvented, it has just evolved. This means that the IT leader must also oversee the company infrastructure and ensure that it’s meeting the needs.

    In addition, and no less important, especially in an age of Big Data, there is information security. A Chief Information Officer has the responsibility to manage the information environment. The tip here is to rely on a document management solution.

    In closing

    We believe that more and more CIOs are tasked with keeping systems up and running, while also looking at how technology can help improve organizational effectiveness. The role is much more strategic today than it was in the past, especially when taking into account the digital transformation environment.

    Therefore, for an organization to be successful, the CIO should no longer be seen as the person who just manages the IT department. Instead, they should be seen as a technology leader, working to support the achievement of the company business goals.

    When it comes to Information Technology, don’t forget to keep processes and tasks automated. To help you with that, we have IT accelerators.

    Do you have anything to add on the tips for CIOs? Feel free to share your opinion and knowledge with us. Take advantage that you are here and check out other materials produced by Neomind. Access our blog.

    Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!

  • Differences between BPM and ERP: which solution is right for my company?

    Differences between BPM and ERP: which solution is right for my company?

    There are several solutions that simplify business management. Among them are two that usually cause some confusion in the minds of many managers: BPM and ERP. The confusion is normal, since the implementation of both systems aims at increasing efficiency and profit, and reducing costs. However, despite the similarities, there are differences between BPM and ERP.

    In this article, we point out the main differences between ERP and BPM. In the end, we hope we can help you define what is best for your business. And to get you started, here is a brief explanation of BPM and ERP.

    What is ERP?

    Enterprise Resource Management (ERP) is a software that integrates a set of programs to collect and manage data. It is composed of specialist modules such as financial, accounting, production, manufacturing, HR, among others, which are characterized by a multitude of screens, reports, and parameters, always with a transactional view.

    ERP is used to control and organize company information, integrate and manage resources and processes in order to optimize company management, reduce costs, and minimize risks. Other benefits of ERP include improved business insight, since it is possible to extract real-time information from the system; and more efficiency and collaboration from users who share data in contracts, requisitions, and orders.

    What is BPM?

    If you follow our blog, you may have already read some of our articles about Business Process Management (or simply BPM). Gartner defines BPM as means to improve a company operational performance and agility. Thanks to the solution, information flows better and processes gain more consistency. Consequently, the company delivers more value to customers.

    BPM is an adjustable management methodology developed with the objective of organizing and facilitating organizational processes of low or high complexity, internal or external, in corporations.

    As we commented in this post, the BPM discipline and systems came to fill an important gap left by ERP, with a vision oriented to processes, integrations, and management, aiming to allow end-to-end control of all the company data, documents, and information flow in an integrated way.

    Among the main advantages of using BPM is the significant improvement of processes, which allows the organization to be more efficient, assertive, and prone to change than those that use functional focus, with a traditional management approach.

    Since the focus of this article is the differences between BPM and ERP we will not delve into the concepts. But in case you are interested in knowing more, we recommend reading the post: What is Process Management (BPM) and what are its benefits?

    What are the differences between BPM and ERP?

    To begin with, ERPs are tools for storing data from different areas in a single place. BPMS, on the other hand, is an integrated solution for process management and automation.

    Among the differences between BPM and ERP, the main one is that while BPM solutions are more process-focused, ERPs are limited to organizational functions. Still, with an ERP, activities are “tied” to a particular department. BPM software, on the other hand, allows the creation of interdepartmental processes.

    Also as differences between BPM and ERP it is important to note that ERP usually needs BPM to get its full value. Besides, Business Process Management solutions are more flexible and generally require less effort to implement.

    It is important to say that both BPM and ERP are used to manage processes and can even solve similar problems. The real differences between BPM and ERP may be more visible when a BPM tool (BPMS) is integrated with ERP. In this case, the BPMS can bring together systems, applications, and repositories that an ERP system may not have access to.

    To complement the differences between BPM and ERP, a Business Process Management solution solves the problem of broken and inefficient processes that can slow down the ERP.

    Which one is ideal for my business: BPM or ERP?

    In short, from the differences between BPM and ERP that we have analyzed, we can say that BPM solutions are process-focused, while ERPs follow a parallel task-focused path.

    An ERP can even help your employees with task automation, but if you feel it’s time for your company to orchestrate several chained tasks and obtain tactical and strategic information, there is no doubt that BPM will accomplish this mission with excellence.

    It is also important to emphasize that, as we mentioned in the article How BPM powers your management systems (ERPs), Business Process Management software must be considered in any digital transformation strategy, paperless initiatives, or simply with the goal of raising the bar in terms of effective control of any business.

    Finally, if your organization already uses an ERP and is not achieving the goals described at the beginning of the implementation, it is very likely that the system is not entirely to blame. There is a high probability that the ERP failures are in the processes. In this case, by implementing a Business Process Management solution you will see improved results in your ERP system. Keep in mind that a BPM solution is a requirement to help create a successful ERP system.

    In closing (with bonuses)

    Since our goal in this article is to answer your questions about the differences between BPM and ERP, here is our summary:

    • BPM is an integrated solution for process management and automation. ERPs are tools for storing data from different areas in one place.
    • BPM fills an important gap left by ERP, with a process-oriented view, integrations and management.
    • BPM solutions are more process-oriented, while ERPs are limited to organizational functions.
    • In an ERP, activities are “tied” to a particular department. BPM solutions, on the other hand, allow the creation of interdepartmental processes.
    • BPM software is more flexible and in most cases requires less effort to implement.
    • ERP often needs BPM to help it achieve its full value.
    • BPM solutions often solve the problem of broken and inefficient processes that can slow down the ERP.

    We hope you were able to understand the main differences between BPM and ERP. In case you are still evaluating whether your company really needs a management system, we recommend an infographic that we developed especially to show you the options available in the market. In the material, we present the meaning and the focus of HRM, Analytics, ECM, SCM, CRM, MES and, of course, BPM and ERP solutions. Check it out!

    Get to know Fusion Platform, the tool that integrates with any type of management system. Try it for 15 days for free right now!

  • Checklist: Is it time to invest in BPM?

    Checklist: Is it time to invest in BPM?

    In the highly competitive scenario we find ourselves in, every company that wants to grow and remain financially sustainable needs to be as efficient as possible. So far, nothing new.

    What many have not yet realized is that, in the midst of so much technology, insisting on manually executing traditional processes is the same as having teams spending time and money on activities that do not add value. This is where a BPM solution comes in.

    In this article we give you an overview of Business Process Management and its benefits, and help you figure out if it’s time for your company to invest in BPM. Check it out!

    BPM in brief

    Acronym for Business Process Management, BPM is, as we explained in another opportunity: “an adjustable management methodology developed with the objective of organizing and facilitating low or high complexity organizational processes, internal or external, in corporations”. It is a process automation tool.

    Broadly speaking, a BPM software helps you map your daily processes to:

    • Identify and eliminate bottlenecks;
    • Control your company costs;
    • Make your daily processes as efficient as possible;
    • Ensure the effectiveness of the people involved in your processes.

    Note that BPM is a combination of practices focused on driving organizational value through a culture of process improvement. If you are interested in digging deeper, we recommend reading this article: What is Business Process Management and what are its benefits?

    Ok, but how do I know if my company should invest in BPM?

    So far you have understood what BPM is and some of the benefits of a process management solution. But is it time for your company to invest in BPM? To put an end to this doubt, we have listed below some of the problems faced by many organizations. Check the ones that are part of your daily business routine:

    ( ) Difficulty in completing processes on time.

    How long does it take your company employees to complete an activity within a process? Do you have control over what stage the process is at and/or what is being done?

    ( ) Difficulty in making decisions.

    Does management have the information necessary to make important process-related decisions? Is the information easy to find? Is it centralized?

    ( ) A lot of money invested, little return.

    Has your company been investing in processes that do not bring profit? Before starting a process, can you evaluate the time it will take to complete and the expense it will incur?

    ( ) Loss of competitiveness due to delivery delays.

    Does your company need to reduce the time to sell your product due to increased competition? Do you need to improve the quality of your product/service delivery?

    ( ) Lack of achievement of organizational goals.

    Despite all the efforts of your teams, is your company unable to achieve its organizational goals?

    ( ) Inconsistent delivery of products/services, coupled with customer dissatisfaction.

    Have your customers been complaining about delivery delays, product defects, and so on?

    (  ) Inefficiency of the employees.

    Has the productivity of your employees decreased and is the delivery of products/services falling short? Do your employees waste time performing repetitive, manual tasks?

    (  ) Lack of information about which step of the process is being performed.

    Within a process, how do you control the progress of the activities? What is the level of difficulty to obtain this information?

    ( ) Finding of non-compliance with legal conformities.

    What is your company level of control over legal compliance?

    (  ) Difficulty in prioritizing processes.

    Your company has a lot of things to do, but doesn’t know what is urgent and what is important? Among the processes, do you know how to define those that need to be executed with more urgency?

    (  ) Inability to assess the effectiveness of processes and map them.

    Do you know which processes really bring results? Can you make a list of those that can be eliminated? Can you identify improvement points? (understand about process mapping)

    (  ) Difficulty in finding which process steps do not add value and where the waste is.

    Are you sure that all activities within a process are essential? Are they done in the right way? Are they completed on time and within the budget?

    (  ) Inability to evaluate the results of a process.

    Can managers measure end-to-end processes and make a comparison with the expected results? Is it possible to quantify processes?

    [Checklist] What to consider while choosing a BPMS platform

    Is it time to invest in BPM?

    If you checked most of the items above, then your company should ideally invest in a Business Process Management solution in order to streamline and facilitate process management.

    But if you are still in doubt about investing in BPM, in addition to the checklist we want to help a little more. We know very well that top management only supports investment in process improvements when they realize that the demands are legally mandatory or financially interesting.

    With that in mind – and aiming to give you an extra hand – we developed a calculator that allows your company to analyze the viability of investing in a BPM solution. The ROI calculator takes into account variables such as:

    • Standardization and conformity of the process and its rules (quality gains);
    • Assertiveness with reduced failures and rework;
    • Increase in process speed;
    • Efficiency and process reliability;
    • Decreased time and number of people involved;
    • Increased productivity.

    If you would like to understand more about business processes and what a Business Process Management solution can do to make your company even more productive, please contact us! Also feel free to share this article with your colleagues. Enjoy being here and access our other materials.

    Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!

  • What is (in fact) the importance of document management?

    What is (in fact) the importance of document management?

    Document Management software allows company documents to be organized thanks to a combination of strategies, methods and tools. It is through document management that the company gains in productivity and reduces costs.

    And who doesn’t want a more productive and profitable organization? While the answer is obvious, unfortunately not all companies consider the expense they incur on a daily basis due to the time and effort wasted in tracking and tracing documents.

    Since we know you want a different story for your organization, learn about the importance of document management.

    To begin with: what happens when a company does not automate document management?

    For you to fully understand the importance of document management in organizations, let’s understand some of the risks a company exposes itself to by not having a document management system.

    One of the biggest risks – especially these days when information security is being discussed – lies in the possibility of exposing important data. A document management software ensures that access to files is only possible to those who are authorized to do so.

    Not to mention when critical documents are stored on laptops that can be stolen, lost, or damaged at any time. In this case either important information is lost, or can be accessed by anyone.

    And to understand even more the importance of document management, we have another point to add: without it, it is impossible to know who has viewed and/or edited a document. So, if you want to audit a business process to discover errors or inefficiencies, the task will be impossible.

    Now that we understand what happens to companies that don’t do document management, let’s have a look at the opposite scenario.

    What happens in a company that automates document management?

    Document management software enables the capture, management, storage, preservation, and delivery of documents. In other words, companies that invest in ECM have the ability to:

    • Capture any type of content, store it safely, and make it available throughout the whole process, regardless of location;
    • Track changes in documentation;
    • Effectively organize any kind of information;
    • Enable employees to search and find information quickly;
    • Improve the publication and delivery of processes.

    With the above points you get an idea of the importance of document management, but we can go into a little more detail.

    A company that uses ECM reduces costs for printing, shipping, and storing paper. In addition to cost reduction, we also mentioned at the beginning of this article the productivity gain.

    Repetitive tasks can be automated directly in document management software. This frees up employees so that they are available to perform tasks with real added value for the company.

    A subject that has been discussed a lot inside and outside organizations is collaboration. ECM helps collaborative work, since information can be accessed anytime and anywhere (which also promotes team mobility).

    In addition, employees will have access to authorized documents and, if necessary, can easily modify/validate/delete them. We cannot fail to emphasize security, another relevant item to describe the importance of document management in companies.

    To top it off, all information stored in the ECM software is secure and, unlike paper, does not risk being lost and/or damaged. And, of course, all access is online.

    But how does a document management tool work?

    In order for you to understand how it is possible for all this to happen, here is a simplified explanation.

    First, you need to capture the document so that the users can find it when they need it. A good ECM system allows you to capture physical documents, emails, reports, and more.

    However, capture alone is not much use. That is where, once captured, the document is indexed so that it can be easily located (after all, the importance of document management is also saving time in locating them, right?).

    Essentially, indexing is a way to classify a document. You add terms to the document metadata (such as order number or customer number) and these terms that make it easier to find. Furthermore, in a document management software it is possible to give the appropriate access permissions to each of the documents.

    Every captured and indexed document is stored in a central repository, which will facilitate access and ensure file security. Additionally, document management systems must enable retrieval and distribution of documents to ensure that they can be used and shared if permission is granted.

    We emphasize that such retrieval must be quick and easy; otherwise it is totally useless. Good document management software offers keyword search capabilities (this is possible thanks to the indexing we’ve commented above).

    Another essential factor for any document management system is document distribution. This is how a user will be able to send documents to customers, suppliers and even employees.

    And, of course, in ECM software you can archive or even delete a document.

    Well, but to end on a high note and for you to understand well the importance of document management, there is one item that we cannot forget:

    Process and workflow automation

    Document distribution is just the tip of the iceberg in ECM. Document management systems that deliver results have the ability to automate processes and workflows.

    To do this, all the user has to do is set up a process. For example, the sales area receives an invoice. Through this process, this invoice will be sent to accounts payable. If the system detects a problem, a notification is sent. Otherwise, the invoice will be paid and the initiator of the process will receive a process completed notice.

    This shows one of the biggest benefits of document management: you no longer have to chase every document through an approval process. The system does all the work for you.

    Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!

  • 6 signs that your company needs ECM

    6 signs that your company needs ECM

    If you are a reader of our blog you must have seen some ECM (Enterprise Content Managament) content around here. If so, you are probably familiar with the concept, but we will quickly refresh your memory.

    According to AIIM (Association for Information and Image Management), ECM is a “dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle”.

    Many companies need ECM and haven’t even realized it yet. Others think ECM is dead. There are also those managers who have doubts about whether an Enterprise Content Management software is really the best option.

    If you can relate to these cases, then grab your coffee, sit comfortably in your chair and get to know the main signs indicating that a company needs ECM.

    Your company needs ECM when…

    Before you start, keep in mind that there are several reasons why a company needs ECM. There are also several particular cases, but in this article we will give a general overview of some very common situations that we see around. Let’s go?

    1 – …documents are disorganized and scattered

    Documents are on your desk, in your colleague’s drawer, inside physical files, basically…. everywhere. Especially for administrative areas, such as HR, this can be quite a problem.

    What happens if you don’t find the contract of a supplier? Or a sales order? Or even: what happens if you find it, but had to look around the whole company for it? This can be commonplace, but when it comes to dealing with paper documents, if we add up the time spent looking for them, we will certainly be worried and see how much we stop being productive.

    Not to mention the cost involved in storing physical documents, as manual record keeping is expensive. Among costs with storage space, supplies, equipment maintenance, and processes involving labor and wasted time, your organization might be spending a lot of money without even realizing it. An effective ECM system can virtually eliminate these costs.

    Ok, you can say: “but my documents are all scanned and made available in shared folders on the computer”. If this is your case, the situation has improved a bit, because at least you already understand the importance of being a paperless company.

    However, what about the organization? With ECM, all your documents are organized. There is no need to worry about different naming conventions among employees or the incorrect completion of a document.

    2 – …there is difficulty in finding the right documents

    This is a very clear sign that your company needs ECM, and to explain it, we have a question: what happens if you need a specific document that brings special information?

    If you have an ECM system, you won’t need to pick up document by document to search for such information. Just enter the solution, search for a term (or a date, an author etc.) that the system does all the work and finds what you are looking for in a matter of seconds.

    3 – …any disaster can mean loss of information

    You’re right not to want to think about it, but what would happen if some of your company documents were stolen today? Or if there were a disaster (a fire, for example)?

    Once again, it’s not something we worry about (and of course we don’t want it either), but if your organization has risk management, the protection of information is something that shouldn’t be left out (and if you don’t perform risk management, it’s time to implement it in your company!).

    Keep in mind that, with a disaster recovery system in place, the probability that you can continue working normally increases, even after an eventual problem. This is because with an ECM your information is protected.

    4 – … there is no control over who accessed which documents

    It even seems like a contradiction to talk about information security at a time when there’s so much discussion about it. However, one of the signs that a company needs ECM is when it has no access control over its documents.

    An Enterprise Content Management software allows the author of the document to assign permissions to it, such as: permission to who can access it, change it, print it, among others.

    Not to mention that it is common for organizations to store information about company policies and procedures in an individual or shared network folder. Or – believe me – on an employee’s desktop.

    Without a central location to store this information, how is it possible to efficiently manage the distribution of information to new and existing employees? How to provide visibility for documents that employees have signed (or not)?

    Corporate content management systems solve all these problems. Good software has functions that allow you to see which employees have reviewed the necessary policy documents and who has accessed what. The tip here is to invest in an ECM that includes an easily configurable workflow that automatically notifies employees – and other interested parties – when an action needs to be performed on a document.

    This brings us to another matter:

    5 – …it’s difficult to identify at which stage of the process a document is

    That is another reason why your company needs ECM ASAP: imagine that a contract has been created for a client. There is a whole process that must be respected, which begins in the creation of the document and ends with the client’s signature.

    Imagine that, for some reason, the document is forgotten in someone’s drawer. What do you do? Do you create a new contract?

    Especially if the ECM is fully integrated with a BPM (Business Process Management), it is possible to create specific flows for any event to be carried out on a document. In addition, with an Enterprise Content Management tool the user is able to identify who the document is with, at what stage of the process it is and if there are any activities delayed (such as signing the contract).

    6 – …it’s difficult to ensure compliance

    Every organization has a compliance standard it must maintain, which can be on the internal, state or federal level. The implementation of an ECM with security features (such as access control and audit trails) helps companies to ensure that they are in full compliance and allows them to avoid fines and severe penalties.

    In addition, good ECM systems allow the electronic signature of documents and release it in PDF/A format.

    In closing: did the signs that your company needs ECM catch your attention?

    In case you have identified your company in the items above, we have two invitations. The first one is to access our checklist to make sure that it is time to invest in ECM and the second one is to check our website and try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants.

  • Low-Code: the detail that can make the difference

    Low-Code: the detail that can make the difference

    There is no doubt that technology has been increasingly important to companies in recent times. Besides the obvious examples, such as remote work and online meetings, we will go a little further to understand its impact on business.

    Imagine, for example, that the IT team is responsible for improving your company’s BPM software workflows so that business needs are met. The problem is that, at a given time, the team feels overwhelmed by this and other even more strategic demands.

    As a result, instead of the solution that your company has invested to adapt to your business, it is you who needs to adapt to the software, because without knowledgeable programmers it will be impossible to make the necessary modifications.

    This wouldn’t happen if the software in our example adopted an approach known as low-code, which is, with low need for programming. Since we don’t want you to go through the problem we showed in our example, we want you to understand what it is, why low-code is important and how a “simple” detail can make all the difference in a competitive environment.

    About low-code

    As explained on this post, “low-code is a concept that gives freedom to a user without experience and knowledge in programming to create their own applications”. This means that the approach allows non-developers to design, create and test new ideas with customers and interested parties.

    Thanks to the concept, instead of writing complex lines of code and syntax, any user can create forms for any situation – including complex ones. In other words, low-code development doesn’t need IT professionals even for the finishing touches. Because it’s flexible enough to meet a company operational needs as well as powerful enough to adapt to corporate projects, low-code gives the company much more control.

    A good example for you to understand the concept are the platforms for developing websites, such as WordPress CMS. When using it, the users themselves are the ones who select a predefined layout for their website and then have the opportunity to insert text and various media, create menus, adapt layouts, etc.

    Since it is a platform designed for both beginners without programming skills and real developers, it can be used by anyone. And this is the principle that follows low-code development: to give the users the power to make the adaptations they need to meet their own demands.

    What does your company get when using a low-code software?

    We understand that a low-code platform focuses on software development with minimal coding. Therefore, one of the most expressive advantages is that it is a programming method aimed at people with limited knowledge to encode their own applications, according to their needs and without having to depend on other people and the IT department.

    Because it has simple functions, such as drag and drop, it is easy to work with software with low-code functionality, also because the approach is extremely intuitive. Another attractive feature of the technology is its ease maintenance.

    Most of the platforms used in low-code were designed to adapt to the particularities of each company. But, what is the difference between low-code solutions and solutions that claim to meet the needs of an industry?

    Here it is important to understand that even if a software offers several functionalities and says it adapts to your business processes, this will only be possible if the platform allows your company to automate workflows without having to wait for a technician (or even the developers themselves) to do it.

    To sum it up, the low-code approach is practical (and as we explain on this post, there is a difference between being practical and being functional).

    What to expect from a low-code BPM

    The trend of low-code platforms emerged precisely because each company has its specific demands. If we take two organizations from the same segment, we will see that, although the functionalities they expect from a BPMS may even be the same, the needs are different.

    This is because each company has its own processes, demands and clients. At a time when we increasingly need to be fast to meet market changes, low-code is ideal for those who don’t have time to rely on IT staff to make each change, no matter how small it may be.

    Thus, we understand that a BPM software that allows the users to take control of their own processes and make automation on their own is not just another trend. On the contrary, it has come to stay for a long time.

    For your understanding, we reinforce that low-code offers a greater degree of customization in a much shorter time. Besides, it makes it easier to program BPM software and offers professional results without requiring a long learning process.

    These are the main points that have made low-code development an attractive method, in terms of both time and cost. So keep in mind that this approach makes companies agile to respond quickly to changing business and customer needs.

    In closing

    Faced with your customers’ immediate expectations, can your IT department keep up with the pace? This is a question to be asked when researching management software systems.

    It is important to make clear that a low-code solution does not eliminate the need for an internal development team and/or programmers. As we have explained here, for very complex applications there may be a greater difficulty to integrate the tool in your company. In this case, it will be necessary to count on the help of a professional.

    However, because it takes on adaptations considered less complex and avoids financial expenses that the company would have with traditional development, the low-code approach ensures that the organization meets its internal and external needs in a short period of time.

    Moreover, organizations that want to be part of the digital transformation, having low-code solutions is essential. Finally, if you still have any questions, please remember: solutions with low programming needs combine speed and power to meet customer needs.

    Fusion Platform adopts the low-code concept and therefore, in a very dynamic way, allows users to develop their company management processes and create the necessary fields, workflows and rules about what must happen.

    Want to know more? Visit our website and get in touch with us!

    Success Case – Nidec GA and Neomind.

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