Neomind

Tag: business process management

  • 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

  • How to implement enterprise mobility in your company?

    How to implement enterprise mobility in your company?

    Having the office in your pocket. It is with these words that we can briefly describe the concept of Corporate Mobility. Essentially, it is about enabling daily business processes to be carried out without being tied to a specific place and time, and best of all, with information in the palm of your hands and with a few taps.

    Currently, around 3.9 billion people access the Internet through their cell phones. In Brazil, according to a survey by TIC Domiciles 2018, released in 2019, 71 million Brazilians access the internet only by cell phones, which corresponds to 56% of the users (until 2016 there were 46 million, and they already represented 43% of the market, which shows a great growth).

    In addition, a survey conducted by the National Confederation of Industry revealed that 70% of Brazilians wish to have more flexible hours and 73% would like to work at home or in alternative locations, mostly because of time optimization.

    It is from these signs that we can conclude that every day the world is more computerized, fast, and flexible, which also demonstrates the enormous need for the application of corporate mobility strategies, after all, modern problems need modern solutions.

    What is corporate mobility?

    Corporate mobility is a concept that brings innovation, flexibility, time optimization, and savings for companies, by aiming to insert all the technologies and benefits that mobile devices and cloud computing together can offer within corporate daily life.

    The transformation that corporate mobility aims to implement ranges from access to an internal email by someone who is not in the office, to be able to perform all daily activities while traveling, visiting, or at home, without having to use a specific device or network. This transformation is positive both for companies and for their professionals because it brings them cost reduction and increased productivity, as well as better quality of life for the employees.

    In order for this to be possible, it is necessary to computerize work, in a way that employees can access their work areas through websites and applications whether they are in their companies or not, providing them with greater flexibility and freedom. In this manner, they can have all the necessary information to perform their tasks with a few clicks or taps on their laptops and smartphones.

    It is also important to think about security, since company data can be crucial to the business’s full functioning. Often, data on hard disks, the famous HDs, end up being deleted due to malfunction or loss, and it can also be stolen more easily than data present in the cloud, which is also one of the solutions presented by corporate mobility.

    Cloud computing allows data to be stored in secure locations accessible to authorized persons, making the experience of information management within the corporate environment much safer and easier both in terms of data storage and sharing.

    But how to implement all this, anyway?

    When we talk about the deployment of enterprise mobility strategies in a company, a few terms come up. Among them are BYOD, home office, virtualization, and security.

    BYOD and Home Office

    BYOD is a corporate policy that stands for “Bring Your Own Device”. As such, it consists of allowing employees to use their own smartphones, computers, and tablets to perform their activities. BYOD brings benefits to both sides of the coin.

    The company will have infinitely lower infrastructure costs, keeping in mind that each employee is responsible for his or her own device. For the employee, it’s better because since the devices are his he has no restrictions on upgrades or modifications, or even device changes. Also because of this, it is easier to adopt measures such as Home Office or Remote Working, allowing the employee to perform his function in a more flexible way, without necessarily being present at the company.

    In fact, remote work can be a solution for companies that have activities that do not depend on specialized machinery and that seek to have low infrastructure costs, hire employees who work remotely, or be exempt from risks in case of social isolation as experienced in 2020.

    Virtualization and Security

    For employees to be able to enjoy the benefits mentioned above, it is essential to have virtualized company processes and documents, keeping in mind that employee outsourcing will depend on internet access and will be done by computers and smartphones.

    There are applications for this such as the Fusion Platform which features solutions for Process Management (BPM), Documents (ECM), and Indicators (Analytics), they help turn processes that depend on physical documents into forms within processes modeled by the customer according to his business rules and needs. They can also serve as storage and perform the cloud computing function when it comes to document management and indicators with ECM and Analytics.

    Another factor that is fundamental for everything to work smoothly is security. Without protection against malware and hackers, the damage generated by an incident can be significant. For this reason, it is necessary to rely on software and server multifactor authentication, layered permission levels according to time and place, data encryption, and protection against possible viruses.

    These safety measures have to be done in two ways: with the use of tools such as protection software, and with qualified information security professionals to be able to monitor the company’s infrastructure security. Awareness and employee education are also needed in order to prevent mistakes from becoming everyday occurrences that could compromise the organization’s security and infrastructure.

    Enterprise Fusion and Mobility Platform

    One of the current tools that bring the concept and offer this type of service is Fusion Platform, the best option in information management. Comprised of modules that perform Process Management (BPM), Documents (ECM), Indicators (Analytics), Portals & Social, and Capture in an integrated manner, Fusion Platform helps companies to make the management and operation of your business more agile, assertive, and innovative.

    Through its web and mobile platforms, Fusion pushes the much-desired digital transformation further and enables corporate mobility to its customers. By accessing your company’s portal, employees can perform their activities, follow the process’s progress, and access documents, among other possibilities. All through the web platform or on the Android or iOS apps, without having to be in fixed locations and with all the security and infrastructure precautions.

    Check the video below to see the testimonial from one of our customers about how Fusion Platform brought significant improvements to their operation: Still not familiar with Fusion Platform? Try it free for 15 days.

  • How BPM potentialize your ERP

    How BPM potentialize your ERP

    For decades the ERPs are present in corporative environments in the financial, accounting, production line, manufacturing, human resources, and more. They are characterized by their infinity interfaces, reports and parameters, always with a transactional vision.

    The experience of using an ERP can be tiring, and to get any type of information, strategic or tactic, usually the users need a lot of effort and the IT departments are dependents of the software providers.

    With the globalization being a reality day-by-day, especially with the use of smartphones and tables, the users started to require faster and simple solutions that provide accurate experiences. As a consequence, some questions appeared:

    • Why the ERPs do not supply the needs of my department?
    • Why ERPs are so complicated, limited and inverse of my reality?
    • Why does the ERPs fill just a part of my work process?
    • Why is it so hard, expensive and time consuming to include new functionalities?
    • How to train the user in all interfaces so them can fill it correctly? How to get exactly what really matters to my business?
    • Why is it so hard to generate relevant information from the data available?

    Know the reasons of the conflicts on ERPs

    The questions above represents the reality of most business nowadays, and here you see some of the reasons:

    • The traditional ERPs involve complex business rules and are hard to parametrize;
    • ERPs in general has complexes interface and, mostly, aren’t necessary to the business;
    • The users fill the information but are not having a macro view;
    • Information has to be pulled, with the need to access a different system or report;
    • Employees and the company need to adjust to the ERP, and not the inverse;
    • Hard to know the complete work-flow;
    • Lack of management of the outstanding work;
    • Englobes just part of the business process, not allowing the management of the entire value chain.

    The answer for a big part of those difficulties are the implementation of a BPM system. BPMs are conquering space due the agility, cost saving, process englobed and effective management of the value chain, simplifying decisions and focusing on facility all business’s processes, providing tactic and strategic information.

    Main characteristics of a BPM

    The BPM execute tasks with user-friendly interface, always focusing on data logging being executed and providing what the user needs to know, not exaggerating or bringing unnecessary information, with the possibility to find previous material already existent and delivering effectively the necessary to do the job. Besides, the processes become faster through the easy interaction and the tasks are informed on e-mail, dashboard and/or smartphones.

    In addition, it has to enable through technology preexistent, mobility on daily basis using smartphone to execute tasks, fill out forms, realize approvals, publish and consult documents among other facilities that can be apply to the business’s context, giving agility and productivity to the day-to-day work. This way, the users are able to view the workflow, check deadlines and time taken.

    More characteristics include

    • Create and draw flows and integrate with business’s forms;
    • Automation of business processes derived from documents;
    • Adaptable business rules;
    • Dynamic forms used to obtain, in personalized way, information on each step of the process;
    • Eliminate data redundancy;
    • Data integration from different systems, with transparency to the final user, without several login and logout;
    • Users get the tasks and are informed of deadlines.

    BPM systems came to fulfil the gaps left by ERP, with an overview of the process, integrating and managing full control of all workflows, data, documents and general business’s information. Consequently, it should be considered in any strategy of Digital Transformation, paperless initiative or, simply, the goal to achieve a new level of control in any business, having in mind the most important component: Processes are everywhere!

    The Fusion Platform by Neomind optimize and enhance your management system, a solution to documents (ECM), BPM (workflow), Capture, Portal and Analytics, integrating the organization, employees, clients and vendors, in a simple and smart way.

    Check out how BPM works:

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