Many companies are currently facing significant challenges due to the increasing complexity of their processes. To determine where and how operations can be streamlined and tasks simplified, it is essential to precisely define business processes and explore the potential of digitized and automated business processes. This comprehensive approach allows companies to set a clear course for a successful future.
Step 1: Defining and Understanding Business Processes
A business process is a collection of different tasks that are executed in a specific sequence and within a set timeframe to achieve a common, defined goal. This goal can be a product or a service for the customer. There is a difference here between internal (not visible to the customer) and external business processes.
Visualizing these processes, for instance, using flow diagrams or BPMN (Business Process Model and Notation) modeling standards, can make them easier to understand and optimize. In any case, the definition and subsequent automation of a business process always promises increased success, whether in terms of improved customer satisfaction or better internal interactions. It’s crucial to set a clear goal before developing and automating new processes.
Step 2: Recognizing the Potential of Digitalization and Automation
Why is it important that you recognize the potential of digitization and automation? In simple words: "Because it meets the customer's needs".
The customer is the driving force behind any project and wants a fast, simple and seamless digital user experience. They expect constant availability and personalized services that are consistent globally. Companies that cannot meet these expectations risk losing customers to competitors.
Major digital players such as Apple, Amazon, or Google set a high standard for digital excellence. Meanwhile, traditional companies that fail to meet these new demands are at risk, especially as innovative new players enter the market.
Moreover, digitalization and automated business processes offer significant opportunities for cost reduction and increased efficiency. One example of this can be found in car leasing, with the approval process reduced from several days to a matter of minutes. Additionally, digital data enables companies to identify cost drivers and risk factors, and to create reports in real time.
“Why is it important that you recognize the potential of digitization and automation? In simple words: Because it meets the customer's needs.”
Pascal Gerber
Head of Marketing, Axon Ivy AG
Step 3: Defining a Strategy
A paradigm shift is required, combining the automation of existing processes with a fundamental change in approach. This means minimizing process steps, automating decision-making, and establishing end-to-end processes. A strategic approach is essential, from the initial planning stages through to the implementation of the defined strategy.
This means that the future state of the process (in other words, the desired end result) has to be defined first as a starting point and then traced back from here to define the goals and steps needed for implementation. This ensures that the customer and their needs remain as the focal point of the transformation.
Effective transformation demands collaboration among all stakeholders—departments, suppliers, and customers. By considering processes holistically rather than in isolation, companies can digitalize and automate every step of the process, leading to a comprehensive end-to-end solution.
Step 4: Selecting the Right Tool
Process automation platforms, like Axon Ivy, play a crucial role in implementing digital transformation plans. The core task of these platforms is the integration, connecting users, systems, and technologies. Unlike standalone solutions that address individual tasks, process automation platforms provide a cohesive system that adapts to specific needs and integrates data across various processes.
By automating business process steps such as data entry, these platforms ensure seamless integration with existing systems and establish a single source of truth for all employees. Additionally, features like graphical modeling and low-code development empower departments to create solutions without overburdening IT resources.
