Neomind

Tag: automation

  • 7 common document management mistakes

    7 common document management mistakes

    Even without knowing your market or the size of your business, we are sure that, on a daily basis, your company needs to handle a considerable volume of papers and documents. Considering the growth and evolution of businesses, it is very common for some companies to make mistakes in document management, especially if they do not operate with an automated management system.

    Document management is a set of practices that ensure the entire document process, from origin to storage and use, complies with standards and contributes to agility, communication, and information flow.

    To prevent your company from suffering the consequences of poor document management, check if you are making any of these 7 document management mistakes and discover how to solve them.

    1.Excessive dependence on paper in document management

    Unfortunately, many companies continue to carry out their processes and activities using paper. This resistance is caused by numerous reasons, such as a lack of knowledge of effective technological tools.

    Persisting in the use of paper for documentation results in slow, inefficient processes that are prone to or have a high number of errors. Moreover, the large volume of paper consumes a significant amount of valuable physical space.

    Deep-seated habits, such as familiarity with printed material, lack of knowledge and fear of the digital environment, inadequate infrastructure, and lack of training, reinforce the dependence on paper.

    The lack of a paperless culture is risky. Paper deteriorates over time, and data is prone to loss, incorrect disposal, and even uncontrollable incidents like floods, fires, etc.

    Combating this dependence on paper begins with seeking information about applicable technologies, such as a document management platform. This tool can bring numerous benefits, such as simpler and safer processes, and encourage a change in organizational culture.

    Want to know the other 6 common document management mistakes? Continue reading in our complete ebook:

  • BPMN 2.0: Process Modeling Standardization

    BPMN 2.0: Process Modeling Standardization

    BPMN 2.0 notation is the most widely used process modeling language worldwide. It is considered the best alternative for representing company activity flows.

    But what does this actually mean? It means analyzing and describing processes to make them understandable, optimized, and manageable.

    For this, the tasks flow diagram is composed of universal symbols following international standards.

    When it comes to process management, this diagram plays a fundamental role in understanding and improving activity flow. This type of notation is key for process automation, enabling modeling to communicate with the BPM context.

    BPMN 2.0 notation is immensely important and valuable for companies in order to illustrate a process clearly and simply.

    What is BPMN 2.0?

    Known as Business Process Modeling Notation, BPMN 2.0 is a standardized graphical language for representing the flow of activities to be executed.

    Based on symbols, this visual representation is rich in complex details that favor end-to-end process modeling.

    By offering a standard notation, the tool can represent complex process semantics for technical users while remaining understandable to other collaborators.

    Initially, BPMN 2.0 was stipulated to improve communication between sectors and people. Now, as it evolves and advances, it allows processes to be illustrated, deeply understood, and improved.

    It is intended to be used by those who design, manage, and execute processes. While also translating diagrams into automation software.

    The BPMN 2.0 version is an evolution of the methodology and encompasses a set of richer and more detailed symbols and notations.

    BPMN 2.0 Characteristics

    The main characteristics of BPMN 2.0 are language standardization, use of symbols, and different elements that facilitate process visualization and understanding.

    By representing everything visually, it gives stakeholders a complete understanding of the activity flow to be followed.

    Clarity in the sequence of activities favors process implementation, modifications, and updates. Additionally, when modeling occurs through a platform, there is collaboration among professionals, resulting in high-quality descriptions.

    These diagrams can be used to generate executable code for a business process management system. This, in turn, enables process automation.

    BPMN 2.0 is maintained by the Object Management Group, an international organization that produces and maintains specifications for a technological standard.

    What should BPMN 2.0 be used for?

    Using a BPMN 2.0 notation serves a variety of purposes, including:

    • Documenting existing business processes;
    • Designing new processes;
    • Analyzing and improving processes;
    • Enabling and facilitating execution and automation;
    • Enhancing integration between professionals involved in the process;
    • Intuitive notation understandable to employees who can model processes without being BPM experts;
    • Reducing communication noise between elaboration, implementation, execution, and management of processes;
    • Supporting business process management;
    • Employee training and empowerment;
    • Integrating different software systems involved in the process.

    As a practical example, BPMN 2.0 can be used to model the production process of a product, loan approval, purchase requests, customer service, document issuance, and other processes existing in companies of various sectors, sizes, and fields of activity.

    What comprises BPMN 2.0 and how to use it

    Basically, the BPMN 2.0 language marks each action of a process with a symbol. The elements that compose this kind of diagram include:

    Flow objects

    These objects are subdivided into three parts: activities, events, and gateways.

    Activities correspond to the work that is executed, what needs to be done, and are symbolized by squares.

    Events, represented by circles, are occurrences, something that happens and can represent external events that influence activities. Gateways, symbolized by diamonds, are points that determine the path the activity flow will follow.

    Connection objects

    These elements are used to link the sequence of workflow. Represented by a solid line with an arrow, the sequence flow shows the order in which activities are executed.

    Message flow is represented by a dashed line, an open circle, and an open arrow at the end, indicating messages flowing between two or more activities.

    A dashed line symbolizes association, connecting artifacts to flow objects.

    Swimlanes

    To understand swimlanes, think of swimming competition lanes. The pools are processes and their participants. And the lanes are the roles, areas, and responsibilities inherent in these activities.

    Artifacts

    Artifacts bring greater detail to workflow and have specific representations.

    The association connector connects the artifact to a specific point in the process and is represented by a dashed line.

    Data objects are information that can be consulted to perform certain activities, symbolized by a page with the upper right corner folded. If it is to identify data entry, it will be connected with an empty arrow pointed to the folded end. In the case of output, the arrow is filled and pointed to the fold. For collection, there are three filled rectangles at the bottom of the page.

    The use of artifacts completes the flows, making them more comprehensive without affecting development. It also standardizes task execution and serves as a reminder in certain cases.

    Using all the resources of BPMN 2.0 makes the process more complete and structured, especially regarding connector resources and associations.

    Modeling processes with Fusion Platform

    As mentioned, BPMN 2.0 notation favors process modeling and automation.

    Neomind’s Fusion Platform is a process, indicator, and document management platform. And, its entire process structure may be performed using BPMN 2.0 notation.

    By streamlining information in a single system, this ensures a holistic view of your organization, assisting you in identifying areas that need to be optimized.

    The solution allows users to be created with permission to access and even edit the process activity flow and related documents.

    Being mobile-friendly, it allows information to be accessed anytime, anywhere.

    With Fusion Platform, repetitive tasks with a high error rate are automated. In other words, employees focus on more strategic and innovative activities.

    Performance measurement and performance are facilitated by real-time data visualization, making the decision-making process more effective.

    In addition to BPMN 2.0 notation, the Fusion Platform has a user-friendly interface, ease of use, and customization to meet your demands.

    One of the great advantages is that you can try Fusion Platform directly in your processes.

    Take advantage of the solution to understand the benefits of automation using a Platform for Process, Document, and Indicator Management where it is possible to model activities with BPMN 2.0.

  • BPM + RPA = Hyperautomation: The Future of Process Automation

    BPM + RPA = Hyperautomation: The Future of Process Automation

    In recent years, technological advances and their applications have been growing in importance and became a major driving, transformative force for companies. Hyperautomation is a true testament to this, representing a strategy that aims to positively change the way entire workflows are executed. This approach integrates cutting-edge technologies to automate complex and repetitive tasks, enhancing efficiency and performance.

    Hyperautomation is an innovative approach that uses intelligent technologies to identify and maximize the automation of tasks as quickly as possible. Broadly speaking, it can be said that hyperautomation is the path to a more prosperous, innovative, and successful future.

    What is Hyperautomation?

    Hyperautomation is a holistic strategy that aims to combine various tools and technologies to maximize process automation. Currently, it is the key to business excellence. From basic tasks to the most complex ones, this strategy seeks to automate everything possible. The rationale is quite simple: using a set of end-to-end technologies increases companies’ productivity and performance.

    Automation happens through user-friendly tools, pre-configured and capable of constantly learning through user interaction. Integration between systems and technologies such as AI, RPA, BPMS, low-code platforms, and machine learning are the backbone of hyperautomation. Gartner predicts that hyperautomation trends for 2024 will focus on collaboration, standardization, agility, and the integration of cutting-edge technologies.

    In a former study, Gartner pointed out that organizations should adopt at least three types of process management solutions to enhance hyperautomation. Unlike previous approaches, this holistic strategy can bring about true digital transformation in companies.

    Why is this Set of Technologies So Important?

    To make it simple, hyperautomation’s mission is to execute low-added-value tasks or processes, allowing employees to focus on strategic core business activities. Meanwhile, data is collected, stored, and processed to boost performance and improve decision-making.

    You might be wondering if your company is far from embracing hyperautomation.

    In reality, your company is likely already on this journey, taking small steps with the platforms already implemented.

    It is the integration of existing tools with new ones that will optimize processes even further, reaching a whole new level. The goal is to automate as many processes as possible, yielding even greater benefits.

    Hyperautomation advantages Include:

    • Increased company performance and employee well-being
    • Faster, more efficient, and error-free processes
    • Reduction of repetitive and error-prone manual tasks
    • Enhanced productivity and competitiveness
    • Reduced operational costs
    • Greater precision, quality, and agility
    • Improved customer experience
    • Data-driven decision-making
    • Scalability to meet growing demands
    • Integration of disruptive technologies
    • Increased capacity for innovation

    Technologies Comprising Hyperautomation

    Nowadays, technology is no longer optional but fundamental.

    To automate processes as much as possible, companies can use various tools and technologies, such as:

    • BPMS: Globally recognized for automating, simplifying, and optimizing processes by connecting activities across different departments.
    • RPA: Technology where robots are programmed to mimic human actions in digital systems, ideal for repetitive, low-value, high-volume tasks.
    • AI: Numerous implementations of Artificial Intelligence learn from human interaction, replicating human behavior.
    • ML: Machine learning allows software to learn and recognize patterns based on data, enabling AI to develop new response models without individual programming.
    • OCR and ICR: These technologies process digital files for character and symbol recognition, enhancing search, editing, and sharing of digital content.
    • Big Data: Known for processing, analyzing, and extracting information to improve business strategies, solve problems, and support decision-making.
    • DTO: Digital Twins are accurate virtual representations of products or workflows, enabling analysis and simulation of changes before implementing them.

    Additionally, cloud technology, chatbots, and the Internet of Things are excellent examples of resources that make up hyperautomation.

    Implementing Hyperautomation

    Digital transformations happen with a good plan and established goals. The path to hyperautomation begins with auditing existing processes and workflows, along with data structure assessment.

    Mapping processes is crucial for identifying flaws and bottlenecks that present automation opportunities, contributing to continuous optimization and improvement of the activity flow.

    During planning, it is essential to set realistic goals. Therefore, establish indicators and KPIs to measure the success of each achieved objective. To realize the expected benefits and results from hyperautomation, the biggest challenge is choosing the right technologies.

    How to Choose Technological Resources

    A major recommendation is to use all-in-one solutions—platforms offering connected and natively combined resources to favor process automation.

    Neomind’s Fusion Platform, as a process, document, and indicator management platform, contributes to the true digital transformation of your company. Developed in low code, the tool is easily customizable and user-friendly, allowing users to create and edit their processes.

    With Fusion Platform, your company can overcome another challenge: resistance to change.

    The solution involves professionals in the activity flow from analysis to technology implementation.

    Neomind provides full support and adequate training for your employees to maximize the platform’s benefits. The solution also offers document management, facilitating data extraction and file search. Attached documents can be digitally signed with full legal backing. In Central Analytics, you can track process performance with real-time updated indicators, metrics, and KPIs from anywhere, anytime.

    Using technology is undoubtedly the future of organizations.

    Get the competitive edge you need, experience Fusion Platform, and move toward a more prosperous, innovative, and successful future.

  • AI: The Dilemma of Trust, Risk, and Security Management

    AI: The Dilemma of Trust, Risk, and Security Management

    Would you trust your life to an AI (Artificial Intelligence) algorithm? AI, a field of computer science that seeks to replicate human cognitive abilities in machines, is rapidly becoming a transformative force in our lives, from virtual assistants on our smartphones to complex automation systems in various industries.

    AI today is about developing systems capable of performing tasks that typically require human intelligence, such as learning from data, solving problems, and understanding natural language.

    However, as Artificial Intelligence continues to evolve and expand, the need to manage the trust, risk, and security associated with this technology becomes increasingly crucial.

    Trust: A Determining Factor

    Trust is a fundamental element to enable AI acceptance and widespread adoption. Research led by KPMG and the University of Queensland shows that most respondents, both in Brazil and globally, consider Artificial Intelligence trustworthy and express optimism about the benefits it can bring.

    However, this trust is intrinsically linked to the perception of security and the assurance that AI systems are acting ethically and impartially. Without trust, this technology may face resistance from users and stakeholders, hindering its effectiveness and general acceptance.

    Risk Management in Implementation: Challenges and Opportunities

    The implementation of Artificial Intelligence systems brings a series of potential risks that need to be managed effectively. From concerns about data privacy and security to algorithmic biases and technical failures, organizations face a complex environment when integrating AI into their processes and operations.

    In light of these challenges, an intriguing question arises: how can we ensure that Artificial Intelligence is a trustworthy ally in our lives and businesses? The answer lies in a comprehensive and proactive approach to managing trust, mitigating risks, and ensuring security in the AI era. This includes promoting transparency and accountability, conducting regular risk assessments, fostering collaboration between organizations, and developing security capabilities.

    Artificial Intelligence (AI) Security: A Growing Challenge

    AI security is a growing concern as systems become more integrated and interconnected. Cyberattacks and data manipulation represent significant threats that can compromise the integrity and reliability of systems. Ensuring security requires the implementation of robust security measures at all stages of the lifecycle, from development to continuous operation. Moreover, organizations must invest in training and awareness programs to ensure that their employees understand the risks and benefits of Artificial Intelligence and know how to use the technology safely and ethically.

    Strategies to Manage Trust, Risk, and Security in AI

    To effectively manage trust, risk, and security in the implementation of AI systems, organizations should adopt a holistic approach, which includes:

    • Transparency and Accountability: Provide clear information about how systems work, how they are trained, and what data is used. Additionally, ensure that organizations are held accountable for any adverse consequences.
    • Continuous Risk Assessment: Conduct regular risk assessments to identify new threats and vulnerabilities, adjusting security measures as necessary to mitigate these risks.
    • Collaboration and Information Sharing: Promote collaboration and share information about security threats and vulnerabilities to strengthen collective defenses against cyberattacks and other threats.
    • Development of Security Capabilities: Invest in training and personnel development to raise awareness about AI security issues and develop the skills and knowledge needed to protect systems against threats.
    • Regulatory Compliance: Stay updated with government regulations and guidelines related to AI security and ensure compliance with these standards to avoid sanctions and ensure the protection of users’ and stakeholders’ rights.

    As we approach a future driven by AI, it is crucial to tackle the challenges of trust and security with determination and resilience. With the right approach, organizations can maximize the benefits of Artificial Intelligence while minimizing risks and ensuring user trust. In a scenario where trust, risk, and security are essential pillars, integrating Artificial Intelligence (AI) into our lives and businesses requires a careful and proactive approach.

    Neomind’s integrated management tool, Fusion Platform, emerges as a solution to address the challenges presented by the dilemma of trust, risk, and security in the AI era. By offering transparency and accountability through clear disclosure of how systems work and are trained, as well as promoting continuous risk assessment and collaboration among organizations, Fusion Platform helps ensure the reliability and security of automated processes and document management.Try Fusion Platform and enhance your business’s success and growth.

  • Operational efficiency: what is it and what is its importance

    Operational efficiency: what is it and what is its importance

    Operational efficiency: what it is and how important it is

    If someone asks you what the major goals of a company are, there is no doubt that at some point you will be talking about operational efficiency.

    It may not necessarily be considering these two words. But it will for sure be something related to having more and better results with fewer costs.

    Indiscriminate cost-cutting, however, such as reducing investments and manpower, can have the opposite effect. In other words, although it may seem so, this is not always the most appropriate way to improve results.

    In fact, analyzing, reviewing, or remodeling internal processes, following their evolution over time, that’s what results in better outcomes. This is what focusing on operational efficiency means.

    Defining operational efficiency

    Operational efficiency, in a very practical way, is about finding the best output in operational processes. In this sense, it means being more competent and productive by considerably reducing errors and failures.

    In a business environment, operational efficiency is directly linked to better use of resources, avoiding all kinds of waste.

    Still, in this environment, efficiency is about how workers are employing their time and efforts. Likewise, it analyzes where the money is being invested.

    In fact, operational efficiency means producing or offering services at the lowest possible cost, without reducing or compromising the quality of what will be delivered to the customer.

    Would you be surprised if we said that great results can be achieved with little investment?

    Operational efficiency can be achieved by analyzing and improving your teams and process management. In fact, great outcomes are achieved with a detailed analysis and reorganization of your workflow.

    But how do you know if it is time to invest in operational efficiency?

    How to measure operational efficiency

    In fact, there is no right time to measure operational efficiency. This concern and analysis must be constant.

    In this sense, to measure results, it is necessary to have a meaningful metric able to calculate the degree of operational efficiency. So, the most practical way is to identify the value of inputs and outputs.

    So, list all the costs of your production (resources, labor, among others), and the revenue (production volume, revenue, product quality) generated by your products or services.

    This way, operational efficiency will be the value obtained by dividing the total expenses by the total revenue. If you want the value in percentage, multiply the result by 100.

    In short, the lower the final result, the better. It may seem counterintuitive, but the lower the rate, the greater the operational efficiency and sustainability of the enterprise.

    Thus, the better the operational efficiency is, the lower the costs to generate the same or more revenue.

    Of course, this ratio must be measured periodically, generating a better perception of how your business is evolving.

    Therefore, whenever there are modifications in the processes, after a certain period, recalculate the efficiency rate to ensure the effectiveness of these changes.

    Why I should care about operational efficiency

    Companies that seek a successful story as healthy and continuous enterprises need to worry about improving operational efficiency, so they can save resources and increase performance.

    In addition, companies that investigate and improve their processes achieve numerous benefits, including:

    • Cost reduction;
    • Savings in the short, medium, and long terms;
    • Waste reduction;
    • Increased productivity;
    • Prevention of errors;
    • Standardization;
    • Improved communication.

    Actions to increase operational efficiency

    In summary, improving operational efficiency implicates identifying the expenses that can be avoided, and how to replace them to improve processes.

    In this regard, an in-depth analysis will be required to determine the problems’ root causes.  It may sound complex, but some practical actions can help with that:

    Set objectives and goals

    Before thinking about operational efficiency itself, consider analyzing in detail how you are performing currently and what results you want to achieve in the future.

    By doing so, everything will be planned with well-stated goals and objectives in mind. Efficiency will be a factor in drawing up the action plan focused on achieving specific, measurable, and attainable goals.

    Map the processes

    Process mapping allows you to understand and provides transparency as to how tasks are executed.

    In fact, it makes it possible to observe the strengths, failures, and bottlenecks that cause inefficiency. Moreover, monitoring how activities are performed makes it easier for you to identify where the costs or unnecessary expenses are.

    With this analysis and understanding, a new and better way of executing them is enabled.

    Remodeling

    Mapping provides documentation so that, once flaws were identified, new methods to optimize results can be planned.

    In this sense, redesign consists in recreating the activity flow in a way that is more consistent and efficient for your business.

    Obviously, restructuring with standardization does not have to be executed in its entirety; you can start tackling one problem at a time.

    Standardization

    When considering redesigning processes, think about their standardization. Standardization makes sure that processes are always executed in the same way.

    In this sense, conducting frequent audits ensures that processes are actually being performed as mapped and described.

    Following-up results and continuous improvement

    It is completely normal for operational efficiency to change over time. New costs may arise, as well as new process improvement strategies. So always analyze the results you got to see if they match your business expectations.

    BPMS tools, which enable automation, usually generate efficiency reports to track your performance.

    Likewise, continuous process improvement is something that should be encouraged and always present within your company.

    Investing in technology

    As we mentioned, reducing investments is not always what will bring more operational efficiency.

    Investing in technology, especially when it comes to process automation, allows you to create more efficient and transparent process flows.

    In fact, despite the initial investment cost, new technologies are capable of bringing great returns over time. You can even calculate the cost of acquiring a process automation tool with our free calculator.

    Adopting a BPMS tool allows you to automate processes by favoring process and document management. In addition, advanced platforms, such as Fusion, provide several reports for analysis and process evolution and performance monitoring.

    Fusion Platform can literally transform your company, bringing the results you’ve always wanted, favoring an increase in operational efficiency.

    Try Fusion Platform free for 15 days, or talk to one of our consultants.

    Do you have any questions? Use the comments field and write to us!

  • What is the cost of process automation and how to prove its value?

    What is the cost of process automation and how to prove its value?

    It’s no news that companies seek to optimize their time in order to obtain better results. However, have you ever wondered about the number of times that your business processes have been interrupted to find information? Every minute spent by an employee to perform a manual task that could otherwise be automated ends up being a loss for your company.

    One of the best-known resources to help improve these situations is process automation. However, the costs that this culture change (process-oriented) brings usually comes to mind when we think about the subject.

    What is the cost of process automation?

    To think about automation costs we must keep the following questions in mind:

    • What does your company want to automate (which processes, departments…)?
    • The tools to be acquired to automate these processes;
    • The number of licenses required to use the software;
    • Services related to hiring, such as licensing, consulting, and maintenance SLA, among others…

    From this information, you can estimate the cost of investing in process automation. To help you measure it, check out this process automation project calculator.

    The next step is to weigh it against the benefits to prove the value of process automation.

    How to prove the value of process automation?

    We know that automating business processes brings costs. On the other hand, though, it is directly responsible for reducing them. Because process automation reduces the time needed to perform tasks, and consequently reduces the effort and cost needed to complete them. In other words, automation allows you to accomplish more with fewer resources.

    Moreover, manual daily tasks are tiring, and because they are done by humans, they are prone to errors. Errors that take time to fix, and cost your organization more money.

    Thus, automating processes is also an excellent way to reduce the chance of routine failures.

    Besides cost reduction, investing in process automation brings benefits such as:

    • The order of the activities is maintained and regulated by the BPMS;
    • The completion of the planned activities is guaranteed;
    • Guarantee of the necessary conditions for concluding each activity;
    • Control of responsibility chains (decision-making competencies);
    • Control of roles and responsibilities;
    • Standardization of the product/service;

    In conclusion

    From the moment your business starts counting on process automation, your customer’s satisfaction only tends to increase. With more agility in process management, employees can focus exclusively on essential activities. This further guarantees customer satisfaction, and they will consequently purchase your product/service again. They’ll even recommend it.

    Therefore, in a context where there is a constant search for customer’s success, the adoption will end up being an assertive long-term investment.

    Try Fusion Platform for 15 days for free, the complete solution for process automation

    If you still have doubts about how much your company needs to invest to have all the benefits that a BPMS offers, contact our consultants, or schedule a presentation.

  • The Importance of Digital Transformation in Construction

    The Importance of Digital Transformation in Construction

    Digital Transformation in Civil Construction: how technology is the sector’s ally

    Digital transformation in the construction industry is not just about technological innovations through software. Rather, it’s about building a culture around a series of customs employed in the professionals’ day-to-day lives.

    In this sense, it addresses all those involved such as workers, foremen, to the engineers who manage the operation of a construction site.

    The implementation of digital transformation in construction requires a lot of maturity from the organization. In this way, it enables the entry of new ideas so that the entire operation is executed in the most dynamic, accurate, and optimized way.

    For this transformation to be done in the right way, it is necessary to understand some issues that enable its flawless synchronization with the digital world.

    After all, what are these topics that encompass Digital Transformation?

    1 – Agility

    It is possible to guarantee agility with the use of software to manage civil construction business rules.

    It reduces the time lost in activities that used to be done through manual work.

    This time optimization was the focus of an Autodesk study which showed that 35% of construction management time is spent on activities that do not add significant value. In other words, this represents an average of 14 hours per week.

    In addition, the same analysis showed that 13% of the time is spent looking for data or information about current processes. That is, approximately 5 hours a week just for information gathering.

    With digital transformation in civil construction, it is possible to manage all this in an optimized way. In this sense, there is a gain of time for the execution of services and projects.

    2 – Organization

    There are several ways to apply digital transformation to the construction industry, and one of them is to opt for paperless management software.

    With this, it is possible to take care of documents, files, projects, and signatures in an interactive way, on a single platform.

    So, there is no longer any need or concern about wasting time handling a multitude of papers.

    All data collected by a technological solution can be stored in the cloud. Thus, it is accessible to a variety of devices, in a practical, fast, and organized manner.

    3 – Predictability

    Depending on the tool you choose to assist in this digital transformation process you may have access to Analytics. This functionality is about pointing out data from the processes in progress and in real time.

    In this sense, this feature is very important to analyze the behavior of certain actions, enabling more accurate and precise decision-making.

    In addition, the tool makes it possible to verify and predict likely problems or inconsistencies by enabling detailed graphs.

    In the construction industry, the possibilities for applying digital transformation innovations are endless. In fact, it is very important that the construction manager has access to data. This makes the application of knowledge faster and more useful for the completion of a project.

    4 – Savings

    All these factors are important to justify the importance of digital transformation in the construction industry since as in other industries and organizations, time is money.

    In fact, process automation software optimizes time. In addition to standardizing the way tasks are performed, there is greater organization and resource savings.

    In this sense, you have control of all the stages of the processes performed by your organization. In other words, you are always one step ahead and can plan ahead in case there is a problem.

    Furthermore, even decision-making becomes a time saver. After all, with access to reports and real data, defining a strategy or choosing a certain alternative becomes much faster and more practical. 

    What are the challenges of adapting to Digital Transformation in Construction?

    A very common difficulty faced in digital transformation in the construction industry is the closed mind of organizations’ managers.

    In fact, this branch has greater difficulty in “submitting” to novelties. After all, it is an old industry with many dogmas and beliefs regarding the way tasks should be performed and information gathered.

    Therefore, the ideal is for managers to be open to new ideas, enabling the admission of a new culture. By that, one deconstructs old ideas that do not meet the current requirements in terms of technology.

    In addition, digital transformation in the construction industry can provide numerous competitive advantages.

    Which tool should I use to drive Digital Transformation in Civil Construction?

    Today’s market offers several tools that help bring the digital world to any given organization.

    So, for the transformation to occur in a certain way, it will be necessary to analyze what the organization’s main business rules are. From this definition, it will be possible to analyze and carry out the remaining activities.

    Secondly, depending on the software acquired, it is possible to streamline the organization’s area of activity.

    With the Fusion Platform, it is feasible to streamline the entire Processes part (BPM), Electronic Document Management (ECM), digital signatures, Analytics, etc. In this sense, all these modules can be adapted according to your business needs.

    With Fusion, an organization’s manager has full control over the operation of its business rule in a practical and intuitive way.

    Conclusão

    Indeed, Digital Transformation can positively impact any organization in the Construction industry.

    Therefore, it is interesting to highlight the many benefits that transformation and technology platforms bring to these companies.

    Without a doubt, we are moving towards an increasingly digital world. And even old areas of activity, such as construction, need to catch up in order not to lose market share.

    So don’t be left behind, kick-start the Digital Transformation in your Civil Construction company.

    If you have any questions, just write it in the comments. Or contact our consultants.

    And, to get deeper into the subject, learn about process management and document management.

  • 5 tips to reduce IT risks

    5 tips to reduce IT risks

    Many organizations depend critically on their information and communication systems development. In general, such systems exist to help the corporation’s evolutionary process by ensuring that automated operations and strategic measures are taken when necessary.

    Yet, even technologies so beneficial to the organization must be used wisely and with caution. The rampant adoption and mismanagement of technologies already in use can lead the company to truly chaotic scenarios, as pointed out by Ekinci, Sharma, and Stone (2009).

    Thus, considering that IT risk management is a vast field of study, with this article I want to present, even if in a summarized and simplified way, five steps to reduce IT risks in enterprise environments.

    What are IT risks?

    IT risks can essentially be seen by the formula Risk = vulnerability * threat. In other words, risk can be assessed according to the fragility/vulnerability of the system in question in relation to the level of threats it faces.

    Therefore, when the number of vulnerabilities or the number of threats is sufficiently small (approaching 0), the risk will be reduced and tend to be lower. Translating, if there are no threats to a system, then the number of vulnerabilities does not change the risk involved and vice versa.

    Still, in business environments, we also talk about risk levels, since risk alone does not show us the need for investments in IT security and management. The risk level is obtained by evaluating the losses involved if the risk occurs. For simplicity, we have the formula: Risk Level= risk * asset value * consequences, where consequences are the negative points of the occurrence of the risk. This indicator is very important for organizations to better distribute investments in information security since it is possible to “weigh” the risks and losses involved, and thus focus on points of greater interest.

    Among IT risks are software/hardware failure, human error, viruses, malicious attacks, and natural causes such as fire, for example. In addition, the theft of confidential information can cause huge losses, which has become one of the biggest reasons for major investments in IT management and information security. When it comes to risks with the use of IT, the idea is to minimize them as much as possible so that they do not occur and, still, know and prepare for the various scenarios.

    How to reduce IT risks?

    The following are five of the seven steps cited by Blood-Rojas (2017) in his article on technology risk reduction.

    1. Identify key risks and assess their likelihood and impact

    It is common to hire IT specialists in this process. Companies seek to identify areas of greatest concern, in addition to assessing the probability of a risk’s occurrence, as well as its possible impacts. This stage includes risks whose impact, should they occur, is very high and critically influences the organization’s survival. The objective here is to identify the chances of a risk occurring, minimize them, and create action plans, both to avoid the risk and to deal with a pessimistic scenario.

    • Analyze information security threats

    The organization must identify security vulnerabilities, whether they are related to external attacks or even from within the company itself. In addition, the minimum security requirements should be reviewed in some areas, such as access and control of the systems used, transaction authorization, and data integrity. Finally, a sequence of tests is also important, in order to pinpoint possible vulnerabilities and verify the functioning of backup systems.

    • Analyze the risk of software or hardware failure

    Organizations must consider the risk of hardware and/or software failure in order to identify the consequences and procedures in cases where failure occurs. From time to time it is important to check how stable the equipment and technologies used are.

    • Check the risks of hiring third parties

    Hiring third parties is a very common process in organizations, and it is important to be very cautious when hiring outsourced companies. Thus, it is recommended to evaluate the service provision, as well as the principles of the contracted company, so that the organization’s security and risk reduction policies are not compromised.

    • Measuring Impact

    If your organization had sensitive information stolen, for example, what kind of impact would it suffer? The impact calculation can be seen as the damage caused by the occurrence of a risk. Furthermore, it helps in the decision of implementing IT management policies. According to the losses involved, you can choose IT security and management policies that best fit your scenarios.

    In conclusion

    Fusion Platform can be an important ally in IT management, especially for its Analytics module, which can accurately represent both the risk and the risk level involved in its analysis.

    Thus, it is possible for those responsible to have greater precision when distributing investments in information security and managing to reduce the IT risk scenario. In addition, Fusion can also be used as a tool by the IT manager, since it will be possible to open support calls, for example.

    To learn more about the Fusion Platform, visit our website.


    References
    Trade Ready, Springe

  • Main mistakes companies make when implementing a management system

    Main mistakes companies make when implementing a management system

    In a business environment, companies recurrently face problems such as process and task failures, and difficulties in accessing information and documents due to the fact that they do not have an implemented management system. These issues often end up taking a toll on the strategy taken in search of greater results and performance. They are troublesome factors that can be solved with the implementation of a management system, which provides technologies and tools for document management and archiving, process modeling, task organization, and reporting, among others. However, for the implementation of a management system to bring positive results to a business, it is necessary to conduct studies with the purpose of knowing the real needs and expected characteristics, so that the final result is as anticipated.

    We listed some important mistakes and steps that companies should not overlook when implementing a management system.

    • Lack of operational planning
    • Failure to list necessary system requirements
    • Lack of adequate time for changes
    • Making decisions without consulting users
    • Incorrect IT management
    • Focusing only on the tool’s functionalities

    Lack of operational planning

    After the decision to implement a management software, it is necessary to perform comprehensive planning with the steps that will ensure the implementation success. This planning must include steps specifying the choice of appropriate software, installation, maintenance, and adaptations. It is advisable to prepare a team for this effort, involving several responsible areas, mainly from the management, legal, and IT departments.

    Failure to list necessary system requirements

    Requirements will identify what needs and functionalities a company expects and requires from a piece of software with the goal of automating and optimizing operational processes. Flaws in the list of requirements can cause errors, resulting in several complications, such as a nonconformity between what is expected by the company and what is provided by the software, among others.

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    Lack of adequate time for the changes

    All steps of an implementation process are important because many times they deal with impacting changes, so it is necessary to be careful starting from the requirement listing, through the training of members up to the complete release of the software for internal use. However, for the steps taken to succeed, an adaptation and preparation period must be respected. The non-fulfillment of these periods often generates inefficiencies in the final result of the implementation, such as poorly listed requirements, inadequate infrastructure, ineffective support, and unprepared users.

    Making decisions without consulting users

    It is essential that the actual end users and not only the IT and higher position professionals are consulted when planning changes and decisions in a management software implementation. After all, they are the ones who participate in the company’s processes and know what is necessary for the ideal functioning and improvement of these processes. It will also be the end users who will operate the software in their majority, meaning that failing in this aspect means the expected needs for process completion may not be met.

    Incorrect IT management

    One of the pillars of a management software implementation in a company is the investment in infrastructure such as hardware, which will support the new system’s proper functioning. Even the ideal software will end up having  poor application performance and causing inconveniences if the hardware does not meet the recommended settings. On the other hand, not only the hardware must be given attention, but also the IT teams as a whole, which must be composed of experienced members to meet necessities, after all the IT team is the one who will manage hardware and support end users.

    Focusing only on the tool’s functionalities

    When choosing a management software, the features it offers must be compatible with the company’s requirements, but in addition to its tools and main functionalities, it is also necessary to pay attention to the platform’s history, its frequency of corrections and improvements updates, integration capabilities with other systems, and the offered technical support, so as not to run the risk of the software fulfilling some of the company’s tasks, but leaving other aspects to be desired that are just as important.

    In conclusion

    In this article, we were able to identify some of the main mistakes made by companies when implementing a management system, in search of improvements in processes and tasks of daily business, as well as to obtain greater control and access to documents and information. The Fusion Platform tool offers complete features for these necessities, providing interaction between employees, document organization, process management, reporting, and integration with other systems. Everything your company needs in a management system. Want to know more? Contact us or try Fusion Platform for free

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