Intranets, processes and BPM

Having access to your processes via your organisations’ intranet is key for achieving organisational engagement with business process management (BPM). We’ve seen it proven time and time again with our customers – those who link their processes into their intranets have higher engagement and more success with their improvement initiatives.

Everyone's busy, so having easy access to processes and process mapping or management tools via your intranet (which most staff look at everyday) makes it nice and easy for business teams with competing priorities.
The majority of our customers use their intranet (SharePoint, etc.) effectively as one of the deployment channels for their processes from Promapp. (The two are easy to blend because the dynamic content from Promapp slots into standard web-page web parts.)

So, why can’t you just use your intranet to manage processes? We get asked that question all the time.

We think using your intranet alone for process improvement falls short on some fundamental BPM requirements. Here are three reasons we came up with off the top of our heads:

1.    Simply putting those static process maps and Word documents into your intranet which, in our experience, users don’t like or use, won’t work. Successful process improvement relies on a positive user experience for process navigation and content.

2.    Users engage best with process when it’s personal. Notifications (email and dashboards) that dynamically update recipients as processes change work really well. However, intranet/ SharePoint notifications can (generally) only be set at document or group level, not dynamically by process objects like roles.

3.    Dynamic process content is so important for successful continuous improvement. By just linking static Visio charts or Word documents into your intranet your processes become out of date quickly and not the living breathing tools they should be.

We love intranets like SharePoint and think they are important tools for organisations and for process improvement, but used alone it’s only marginally better than the old G:drive. To support a healthy process culture organisations need a good process management tool and to ensure they deploy them to the business users via their intranets and all other channels possible. Process information needs to be available and updated in real-time across multiple platforms that it is accessed from - central repository, intranet, CRM menu, ERP menu, tablet, smart phone, etc.

If you want to know more about Promapp and how it integrates with intranets click here

If you are already a Promapp user check out the help video about integrating with intranets and SharePoint.

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Comments (2)

  1. Stephen Mercer:
    Sep 02, 2014 at 12:41 PM

    I agree with everything in this blog. It has been my experience that follow-up discussions should be conducted, in which the people performing the tasks sit down together with their managers (and Process Consultant) and discuss how the processes are working, how closely they are being followed, and any new pain points or Process Improvement opportunities that arise. I have learned that without this proactive step, people tend to let things slide and/or neglect to look again at the processes & associated training documents.

  2. Odessa Winston:
    Dec 12, 2016 at 01:54 AM

    Very timely indeed. I do believe that having an intranet that is not just used professionally but also with a touch of personality will keep employees more interested in it. It should be kept in mind that employee engagement is one of the biggest contributors in the success of an intranet.

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