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Tag: process

  • How to use SWOT analysis in process-based management?

    How to use SWOT analysis in process-based management?

    The famed SWOT analysis is a very effective tool when it comes to enhancing management and achieving business excellence. This instrument enables the evaluation of processes to identify and leverage potential improvement points.

    Process-based management, on the other hand, contributes to greater activity flow control and optimization. When combined, the two tools become extremely useful, serving as a guide or a path to transform the reality of organizations.

    By identifying strengths, weaknesses, opportunities, and threats, it can be understood as the basis for formulating strategies that improve processes. Additionally, it provides coherent information to support organizational decisions.

    We have prepared this material to help you understand how to use this in-depth and comprehensive analysis to manage processes and ensure increasingly prosperous results.

    What is SWOT analysis?

    The acronym SWOT stands for strengths, weaknesses, opportunities, and threats. In Brazil, this analysis is known as FOFA, a tool for evaluating and identifying strengths, opportunities, weaknesses, and threats.

    It is a strategic study that maps the internal and external environment of organizations to ensure a more promising future. Furthermore, it allows identifying improvement points that can become competitive differentials for the organization.

    This internal and external observation provides a holistic and macro vision that helps understand how processes are going and develop strategies for their next steps.

    Each specific item should be addressed comprehensively, as follows:

    • strengths: refers to everything the company does well, where it performs well, and what makes it stand out to customers or the target audience.
    • weaknesses: contrary to strengths, this lists initiatives with low performance or that could be improved;
    • opportunities: focused on the external environment, this analyzes what will make the company more competitive. Lists resources that can be used to improve weaknesses, market gaps, and goals for the current year;
    • threats: here are items beyond your control, such as a change in the competitive landscape, points where competitors are better, new trends, regulatory changes, or even climatic catastrophes.

    The relationship between SWOT analysis and process management

    As an internal analysis fundamental to the strategic planning of organizations, it can be said that SWOT analysis impacts process management, and process management favors this type of evaluation.

    Process-based management is a methodology that focuses on optimizing activity flows. Using SWOT analysis, these flows can be analyzed from different perspectives, revealing bottlenecks, possible improvements, or potential risks.

    The use of technology is essential for this management and analysis to be favored. Neomind’s Fusion Platform is a complete platform for managing processes, indicators, and documents.

    Monitoring process performance through the platform’s Central Analytics allows for evaluating, in real-time, the strengths and weaknesses of that project or activities.

    When the company uses an automated system to perform tasks, processes are standardized, mapped, and optimized, boosting the strengths and competitiveness of the company.

    Regarding potential threats, Fusion has a Risk Management module where it is possible to identify important external points for the organization. Moreover, it allows creating action plans to contain or reverse damages into competitive advantages.

    Components of SWOT analysis in process management

    Each component, or each letter of the SWOT analysis, should be observed within the processes for the evaluation to be precise and thorough. This way, decision-making becomes more coherent, and the company’s improvement strategies are enhanced.

    Thus, strengths, weaknesses, opportunities, and threats are considered as:

    • strengths: efficiency, quality, standardization, low failure rates. Qualified team, solid reputation, and partnerships are also examples. All these points should be continuously improved to maintain excellence;
    • weaknesses: waste of time, bottlenecks, rework, low productivity, customer dissatisfaction. Improving these points should be a priority; for this, reengineering of processes, training, and implementation of new technologies are recommended;
    • opportunities: external opportunities such as technological advances, changes in demand, and new market trends should be mapped. Focusing on these opportunities, processes can be improved to reach new levels of success;
    • threats: fierce competition, regulatory changes, economic crises, or any adversity that can negatively impact the company. Monitoring and contingency plans are essential to protect the organization.

    Benefits of this methodology in Process Management

    Working with SWOT analysis in process-based management brings numerous benefits to companies, such as:

    • workflow optimization;
    • cost, error, and failure reduction;
    • improvement in efficiency and productivity, helping to prioritize tasks;
    • standardization and process automation;
    • greater customer satisfaction;
    • greater agility and flexibility;
    • risk reduction;
    • greater security for company operations;
    • conscious, coherent, and strategic decision-making;
    • generation of ideas to strengthen strengths and take advantage of external opportunities.

    How to do this analysis?

    There are some alternatives for conducting SWOT analysis, from informal meetings to the formal construction of the matrix. Each company can adopt the approach that best suits its culture or availability.

    First, it will be essential to involve people from different departments and levels to get a comprehensive view.

    Think about the processes and the results obtained internally in a realistic and objective manner, identifying strengths and weaknesses. Also, look at the market and point out which items can be opportunities and threats. The more items identified, the more comprehensive the analysis will be.

    Find a method to write and organize all these points. List those that are most important or relevant to the company’s success. Use boards, spreadsheets, and other methods that are preferably visual.

    From this framework, develop an action plan to maximize strengths, overcome weaknesses, take advantage of opportunities, and mitigate threats.

    It is worth noting that SWOT analysis is a dynamic and continuous process. It should be continuously reviewed to adapt to possible changes. The expected results will be achieved with the effective execution of the action plan.

    Technology contributes to SWOT analysis

    The basis of a well-executed SWOT analysis is data. Having a platform for managing processes, documents, and indicators allows for centralizing, collecting, and consulting information accurately.

    Adopting a process automation system will speed up the identification of strengths and weaknesses in process management. Indeed, the more data there is, the deeper the analysis will be.

    Fusion Platform’s Central Analytics gathers all the information about the company’s processes and other activities. Users have dynamic and visual panels to monitor indicators.

    This approach favors the identification and implementation of improvements or the exploitation of opportunities. Adopting the Fusion Platform is an advantageous alternative to modernizing management, and automating activities so the focus is on the company’s core business.

    Due to mobility, the software allows all data, processes, and documents to be accessed from anywhere. They are constantly updated, and access occurs in real time.

    Analyzing strengths, weaknesses, opportunities, and threats is one of the best ways to strengthen processes. Likewise, proper management of these processes provides more precise information and diagnostics for the SWOT matrix.

    Have easy access to information and optimize your processes. Try Fusion Platform and ensure a promising and conscious future for your internal and external environment.

  • 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.

  • Backoffice: What It Is and Its Importance in Companies

    Backoffice: What It Is and Its Importance in Companies

    The backoffice should be seen as the structural foundation for any companies to function smoothly and thrive. Imagine attending an event or a concert where everything seems perfectly planned and organized—much of this success is possible due to what is done behind the scenes, in the backstage. This is precisely what the backoffice is: the behind-the-scenes support that keeps businesses running and achieving positive results.

    Unveiling the Backoffice

    Backoffice is a term commonly used in the corporate world, referring to a business’s support system. It consists of various departments or activities that operate behind the scenes, providing essential support for business operations. Many consider this structure as the actual backbone ensuring smooth functioning of administrative and operational activities.

    This concept plays a vital role in support, allowing managers to prevent and correct operational deviations that could potentially affect company outcomes. Despite not being the company’s frontline, this concept is indispensable for ongoing activities, ensuring that customer demands are promptly met.

    For example, in an e-commerce business, the website and customer service represent the frontline. Meanwhile, inventory management, order shipment, payment validation, exchanges, and refunds are activities handled by the backoffice. Though customers don’t see these processes, they significantly impact customer satisfaction. In essence, the backoffice supports these operations.

    What distinguishes the backoffice from the front office is that the latter directly interacts with customers, building relationships and selling products. The backoffice, on the other hand, works strategically to ensure all operations run smoothly.

    Departments and Functions

    Almost every activity that customers don’t see or isn’t directly linked to the core business can be considered part of the backoffice. This includes a wide range of functions and essential operations, though their work isn’t directly visible to customers. Typical backoffice operations include:

    • Cash flow management
    • Accounts payable and receivable
    • Payroll processing
    • Recruitment and selection
    • Training and development
    • Information security
    • Inventory management
    • Purchasing management
    • Supplier research and contact
    • Contract management
    • Audits
    • Internal communication and marketing

    The backoffice can be recognized as a support area that varies according to the company’s purpose and strategies.

    Its Importance in Business

    Understanding why the backoffice is crucial for business operations is straightforward. For instance, consider a shoe manufacturing company. Without proper inventory management, there would be no purchase orders, leading to a shortage of materials and halting production. This chain reaction ultimately affects the frontline: salespeople wouldn’t have products to sell.

    The backoffice ensures:

    • Operational efficiency and agility;
    • Structured and optimized internal processes;
    • Cost reduction and increased productivity;
    • Uninterrupted operational flow;
    • Accurate data collection for strategic decision-making;
    • Data loss protection and cybersecurity;
    • Strict process control;
    • Compliance with laws and regulations;
    • High-quality products or services;
    • Customer satisfaction;
    • Adaptation to changes;
    • Technological modernization with integrated platforms and process automation.

    Investing in High Performance and Efficiency in the Backoffice

    Prioritizing backoffice activities is essential for business success. Implementing alternatives to enhance efficiency can lead to reduced errors and more positive outcomes. Utilizing technological resources, such as management platforms and process automation, contributes to integrated, effective management with complete control.

    Neomind’s Fusion Platform is a comprehensive solution for managing processes, documents, and indicators. It simplifies and optimizes backoffice operations by automating various processes, such as purchase workflows, human resources, financials, and infrastructure.

    Automating tasks ensures quicker operations, whether they are simple or complex processes. Centralizing information provides a holistic view and greater collaboration between backoffice and front-office sectors. When tasks like payroll processing or report generation are handled by Fusion Platform, employees can focus on more strategic activities, enhancing the company’s competitive edge.

    Operations supported by the platform also allow for data collection, which aids in making precise, informed decisions. Additionally, real-time monitoring of processes ensures swift and agile responses to any issues.

    The backoffice is responsible for executing activities that sustain operations and business success. In summary, it operates behind the scenes to ensure the company remains prosperous and sustainable.

    Ready to boost efficiency and performance in your backoffice operations? Try Fusion Platform to optimize and enhance your business’s functions.

  • 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.

  • 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

  • How can I improve my processes efficiently?

    How can I improve my processes efficiently?

    A big question in business management is how to improve internal processes. Companies are living organisms and, as such, everything that happens to them internally or externally is interconnected.

    In this sense, outdated, poorly understood processes, bottlenecks, and an overall lack of transparency in communication are all hindrances to organizational growth.

    For this reason, high-performance organizations undertake day-to-day efforts to improve operational performance and efficiency.

    After all, by improving processes, businesses achieve a multitude of benefits such as productivity gains, cost reductions, and competitive advantages.

    Furthermore, well-structured and executed processes are fundamental to improving their products or services, generating greater profitability in return.

    For your company to be able to enjoy these, and many other advantages, check out practical tips for improving processes.

    Where to begin to improve my processes?

    More often than not, we do understand that it’s necessary to improve processes. But questions always arise about where or how to begin doing so.

    In this sense, take it easy. You don’t need to create a revolution overnight. First, select a single process to improve. What is the best thing to tackle first?

    Usually, there is a set of activities that have the greatest impact on the company’s bottom line. There are the most important ones, maybe they have bottlenecks, they are performed frequently, or tasks that could be delegated. Take a moment to reflect on your daily routine and list which process(es) require immediate improvement.

    Then analyze which improvement could help the company to achieve its goals or outlined strategies.

    By identifying the point you want to reach, it is easier to start executing a plan to improve internal processes. Another good initial step is to define the person or team responsible for leading the changes.

    These professionals will be in charge of analyzing the processes in search of improvement points and identifying the main problems and possible solutions.

    In this sense, after defining those responsible for improving internal processes, move on to more practical and objective action.

    How to objectively improve internal processes

    The best method to implement ways to improve processes is to create a detailed action plan to achieve this goal.

    With this in mind, the actions that we will list below become objective steps to improve your processes. Although they may seem like separate items, they are interconnected and will help you to achieve a lot of benefits while mitigating risks.

    Process Mapping

    Process mapping, to put it briefly, is about describing all the steps that occur during the course of a process.

    It also makes explicit which professionals and sectors are involved, the rules, permissions, and other process particularities. In addition, it is necessary to know the purpose of that process. What is expected from it?

    To better understand the idea, mapping is a drawing of the company’s current scenario, illustrating how the flow of tasks and activities is happening.

    This in-depth analysis will be essential to automate processes. In other words, it will make them more efficient, improving performance, reducing errors, and reworking.

    Furthermore, mapping allows a survey of all ongoing activities, letting you know a given process from end to end.

    Process mapping allows for both micro and macro vision. It makes it possible to find suitable ways to improve activities and enhance performance.

    It is important to emphasize that the team responsible for implementing the improvements will need to be in contact with the actual task executors. This enables them to identify process steps and find solutions to encountered difficulties.

    Invest in digital transformation

    Technology is a great ally to improve internal processes. Especially when it comes to process automation.

    In this sense, investing in tools that contribute to the digital transformation of the company is fundamental. Those who do not use technological resources lose many competitive advantages.

    The use of platforms and software optimize steps and activities, increasing performance and agility.

    Currently there are many tools available that do that. It is essential to choose the one that best suits you and which can be customized to your business’s unique demands.

    BPMS tools are essential to improve internal processes since they ensure agility and transparency. In addition, they contribute to clear and accessible communication, making it possible to track the entire flow of activities.

    Technology is an ally not only to improve processes, but to optimize them and keep them always updated.

    With the incidence of Data Protection laws across the world, like the LGPD, many companies had to redesign their processes. These changes become much easier with the use of BPMS. In this sense, the related software is constantly being updated to meet requirements that arise and are beyond our control.

    This is the case, for example, of data protection, permission control, auditing, and providing new measures such as electronic signatures.

    Integration between departments and improved internal communication

    As we mentioned, a company is a living, interconnected system. Because of that, the integration between departments ensures that the work is assimilated by all.

    In other words, by having a vision of the whole, employees realize that their performance interferes with the performance of other people or departments.

    Thus, by improving internal processes in one sector, there will be positive impacts throughout the entire company. This promotes a greater companionship feeling and boosts teamwork.

    And the quality of internal communication is simply one of the best ways to ensure a good organizational climate.

    When improving processes by implementing new technologies, dialogue becomes easier. Especially when the platform allows monitoring of the flow and there is transparency in the activities.

    Another issue is features and functionalities that provide a high level of collaboration. Thus, communication becomes objective, and even practical.

    Embrace digital document management

    The implementation of management software allows the adoption of digital document management. This alternative is ideal to improve internal processes, because documents are stored in an organized manner.

    In addition, it becomes much easier to access it, reducing losses with logistics or calamities. And, consequently, it reduces costs with storage and physical space.

    In addition, globalization and remote work require that business be conducted regardless of physical location. Digital documents also take the stage here because they allow accessing, signing, and sharing to happen from anywhere.

    Not to mention the quality and security of document storage. Document management is facilitated and optimized.

    Create a culture of continuous process improvement

    Undoubtedly, companies and their processes change as time goes by. That’s why implementing a culture of continuous process improvement is indispensable for an organization to remain competitive.

    Improving internal processes must be ingrained as part of the business culture. The act of continuously improving internal processes provides a change-oriented mindset. And thus, you are better prepared for future growth.

    Furthermore, when a process undergoes improvement, the way it’s analyzed changes. This allows new opportunities for improvement to be envisioned and executed.

    The culture of continuous improvement contributes significantly to the company’s goal of becoming a reference in high performance.

    Technology as an ally to improve internal processes

    Technology needs to be an aid in process improvement. It needs to be integrable with other systems, such as ERPs, and CRMs, among others.

    Another point is that it should contribute to speed up activities execution. To achieve that, it needs to be easy to use, friendly, and have an intuitive interface.

    In addition, using a BPMS platform that is low code, with native electronic and digital signature features, as well as mobile access guarantees greater advantages.

    So, seek to implement software that is capable of improving internal processes and that brings the solution to all your identified obstacles.

    Fusion Platform is a complete platform, capable of supporting and assisting your company throughout the entire journey of process improvement. And your company can try Fusion for free for 15 days.

    Tell us, how are your company’s processes doing? Let us know your situation here in the comments, or talk to one our consultants.

    Neomind works closely with your business to improve processes.

  • Fusion Mobile, ideal tool for managers

    Fusion Mobile, ideal tool for managers

    Each and every day, the need for flexibility at work grows, so people can carry out their activities anywhere and at any time, whether due to a business trip, an unforeseen event or the example of what we experienced in the year of 2020. A pandemic that made necessary a long period of social isolation, demanding that practices like working from home and remote workstations be massively adopted, becoming more than an alternative, but a necessity. On these occasions one can see the need for informatization of companies and the impact of its absence.

    Along with this growing need, the use and development of mobile devices and internet networks, through wi-fi or connections such as 3G, 4G and 5G, has been so great that some of the daily tasks of managers (that before could only be performed at their workstations or notebooks) can be performed with only their smartphones in hand today.

    In the midst of all this, a new concept emerges, Corporate Mobility, whose purpose is to allow employees to carry out their tasks without necessarily being physically in the company, offering greater flexibility and productivity to the collaborators’ day-to-day through technologies such as websites, software and apps that don’t depend on an internal network or physical space.

    One of the current tools that bring this concept and offers this type of service is Fusion Platform, the best option in information management. Composed by modules that perform Process Management (BPM), Documents (ECM), Indicators (Analytics), Portals & Social and Capture in an integrated way, Fusion Platform helps companies to make management more agile, assertive and innovative. Through its web and mobile platforms, Fusion Platform, with each new version, improves its performance and adds features to better serve its customers and bring the much desired digital transformation to corporate mobility.

    How does Fusion Platform Mobile facilitate and optimize the work of managers?

    Currently the Mobile platform, available for Android and iOS devices, has as main focus the management of processes and activities present in Fusion web without necessarily being in front of a computer or in an office, bringing the liberty and flexibility that Fusion Platform already offers, but in the palm of your hand.

    Here are some examples of the benefits that the collaborator will find when using Fusion Platform Mobile:

    Easy process management

    With Fusion Mobile you can, with just a few clicks, start, advance, reject, cancel, view and access the history of processes initiated by your user or by users under your management.

    Simple and fast viewing and taking over of pooled tasks

    In some cases experienced by our customers, there are processes that are available for the execution of more than one person, so it will be located in the pool of users who can perform such a task, where it is also possible to assume and continue the execution of these tasks through the application.

    Management of your collaborators’ tasks

    With just a few clicks you can change the profile being viewed and perform actions on behalf of users who are under your management, without having to access your profile or perform the action through the web page.

    Approval of tasks

    In the app there is a box intended only for processes that have tasks to be approved by the manager, which provides an easier visualization and a better use of the time spent searching for the tasks that need approval.

    Receiving of notifications

    During the whole path of tasks traveled within a process, notifications are generated to inform collaborators about the progress of the processes in which they are involved in some way, allowing a closer follow-up of the tasks that are executed.

    Fusion Platform Mobile is a tool that brings countless benefits to its users, whether they are managers or employees in general, who can count on features that help them perform their tasks with greater agility, versatility and flexibility. Because it is a tool that seeks to reinforce the concept of corporate mobility together with Fusion Platform, it does this in a easy and intuitive way, generating real gains in productivity.

    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!

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