Business process software should be easy to use by teams.

Everyone can use It’s simple and has been designed with the everyday user in mind, which is why it’s loved by teams. By making processes easy to understand and easy to update, Nintex Promapp empowers teams to drive process improvements.

How to choose the right business process software

Although process improvement success is about your teams of people more than it is about technology, the business process software you choose can hurt your chances of success.

There are 6 criteria to consider when you select the right business process software:

Easy to use

Your business process software should enable users to engage with the tool easily. They won’t use it if it’s too complicated. It should save them time and effort and eliminate frustration. Look out for functionality like the automatic generation of a process map based on the user’s text input, and a search function that makes it easy to find things.

Processes change all the time, so think about how change management can be made easy. For example, automatic notifications displayed on a dashboard can give teams visibility of the current state of their processes, and give managers confidence that the right people are being updated with process changes.

Enables analysis

Business analysts should be able to get information that supports their efforts to make processes lean, and help them utilize tools like Lean, Six Sigma and Kaizen. In this case you’ll need business process software that helps them identify opportunities to reduce waste, remove non-value add activities and spot cost-reduction opportunities.

Your business process software should be made available to the whole organization, to facilitate the analysis of current processes and identification of improvement opportunities. You can confidently plan your to-be processes once the teams who know your processes inside out have given feedback on what’s not working in your as-is processes. This is key to identifying opportunities for automation and improvement.

Tracks changes

Governance is critical to the success of your process improvement efforts. Select business process software that provides version control, and makes it easy to record changeable components for auditors, and tracks who uses the system. Integrate measures of success into people’s job reviews and key performance indicators so that you drive engagement across teams and don’t revert back to out-of-date processes that no one uses.

Manages content

Successful process improvement depends on people participation. Your business process software should enable and encourage active collaboration and the exchange of ideas, as well as accommodate and track suggestions for improvement and feedback. These should be should be traceable, and successful execution should be tracked.

Giving teams access to process information where and when they need it is a challenge for many organizations. When you create a single location and one version of process truth, you help to drive engagement with your processes. Make those processes available in the places and systems that teams already visit every day, like the company intranet or via URL links in ERP systems or in CRMs like Salesforce. Put yourself in their shoes - how will your teams access process information? Where and when will they need it? Invest in business process software that gives your teams the access they need.

Scales easily

As your business expands and changes, your business process software will need to grow with you. Tools like Word, Visio and PowerPoint aren’t scalable so they often can’t be sustained as process mapping tools. Beyond the technology, plan for the amount and type of resourcing you’ll need to implement and embed the software.

Offers quick returns

Your business process software decision shouldn’t be based purely on cost. Question the return on investment if you don’t start to see small wins within a short period of time, regardless of cost. Insist on a vendor that treats your investment like their own, and encourages you to table suggestions. A flexible provider takes you with them on the process improvement journey and should be quick to respond to your queries.

Although your improvement efforts will have a solid foundation with the support of worldclass business process software, you’ll need the buyin of your teams to bring your processes to life.

Read on to get tips on how to ensure your teams actually use your business processes.


Check out what Toyota Financial Services have to say

Using best-in-class business process software isn’t enough

Creating and retaining engagement with process improvement initiatives can be a challenge. To help, we asked more than 300 process improvement professionals for their tried and tested tips.

Here’s what they had to say:

Communication is key

Keep your process improvement initiatives top-of-mind with staff by establishing a communications plan. Regular, ongoing communication is critical. Share the load if you can, so it’s easy to manage.

Our favorite suggestions:

  • Perform a role play (or make a video/animation if your budget allows) to demonstrate the benefits of easy-to-follow processes for both your staff and your customers.
  • Process improvement champions take turns to share a ‘Tip of the Week’ with users of your BPM tool. 

People want their efforts recognised

Give recognition where recognition is due, whether it be the user(s) of the month, most innovative improvement suggestion or process of the week (POW).

Our favorite suggestions:

  • Set up a Heroes (top users) and Villains (infrequent users) leaderboard.
  • Announce newly certified process champions to the rest of the organization.

Employee training and ongoing support is vital

Ensure people have the training, ongoing support and resources they need to get involved with your continuous improvement initiatives.

Our favorite suggestions:

  • Train staff and ensure expectations around process management disciplines are clear at the point of induction.
  • Hold drop-in sessions for users to have their questions answered by a process champion.

Process management can be fun

Appeal to people’s competitive instincts and hold competitions both within teams and across the organization.

Our favorite suggestions:

  • Use gamification to make process fun i.e. process sprints or a virtual scavenger hunt with clues hidden within processes.
  • Reward competition winners with the championship ‘Blue Belt’.

It’s all about leadership

There’s a lot to be said for senior management buy-in, but you also need ‘bulldogs’ on the ground to lead the charge.

Our favorite suggestions:

  • Build up a strong champion/super user network so momentum is maintained in all areas of the business.
  • Involve your leadership team in your communications plan – make sure their support is visible.

Collaboration and team work reap the best rewards

Process improvement is a team initiative, let everyone know “we’re in this together”.

Our favorite suggestions:

  • Hold process improvement ‘hack’ days to get people thinking outside the box.
  • Work through process pain points as a team to come up with the best improvement solutions.

Integrate process improvement into daily activities

Make it the norm, by embedding process information into everyday activities and other business systems (i.e. your intranet).

Our favorite suggestions:

  • Host essential documents that everyone needs to access, in your business process software (i.e. leave forms) and make it part of the induction process.
  • Tie process into personal and team performance outcomes/expectations including KPIs, job descriptions and personal development programs.

Encourage and empower staff to be accountable

Give staff the autonomy and resources they need to map, review and ultimately own their processes and improvement ideas.

Our favorite suggestions:

  • Set up a dedicated time slot for completing process-related tasks.
  • Provide guidelines for dealing with feedback/improvement suggestions i.e. expected response times.

There’s always room for improvement

Listen to users’ suggestions and concerns. If no-one’s talking about it – ask.

Our favorite suggestion:

  • Conduct your own engagement survey with action plans driven from the results.

We’re all susceptible to a little bribery…

If all else fails, a small incentive may be all it takes to drive motivation and participation.

Our favorite suggestion:

  • Provide process improvement incentives like morning or afternoon tea with cake or pizza, movie ticket giveaways or, if you’re feeling really generous, cash bonuses.





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