Go Green with Document Management

3 Reasons Why Every Business Needs BPM

Posted by Mike Paperalt on Sep 12, 2019 12:00:00 PM

3 Reasons Why Every Business Needs BPM


Business Process Management enables organizations to identify and improve the coordination of processes. When outdated and inefficient manual processes are replaced with automated processes, staff productivity increases, and, as a staff is freed from routinized daily tasks, they have more time to innovate. This is important because innovation in products and services is central to business success. 

Organizations that implement process management and improvement are better positioned to make quick responses to challenges and opportunities, and their business leaders are more likely to make the right decisions for overall company growth. Today, in order to sustain an advantageous position in the global market, companies should focus on adopting innovative approaches together with lean and agile principles.


Moreover, as new generations of workers bring new expectations and demands to the workplace—for example, working remotely from anywhere in the world, companies must be positioned to turn these expectations into realities.   And, as customers demand to interact with businesses in new ways, requiring  joint experiences and deeper relationships, it is easy to see why every business, regardless of size, must adapt or die.

The Business agility required for businesses to change and adapt rapidly to changes in the work environment and marketplace is directly affected by the business process management systems that are in place. 

When you set up a better way of doing the things your business does,

your business does better!

Reason #1

The first reason why every business needs business process management is simply because you’ll get more work done, easier, faster and cheaper.  Think of it like this:

  • the less you have to think about the “steps” in a process;
  • the less you have to process by hand; and,
  • the more automatic the checks and balances –

the better the engine of the organization runs!  It’s like an automobile engine –a well-tuned engine will propel your car further, more economically and more safely than one that stalls-out because the tuning is faulty.

Reason #2

The second reason why every business needs Business Process Management is because you will fall behind without it.  In order to become and remain successful and competitive, businesses must continuously improve their processes. Failure to do so is likely to result in higher costs, lower revenues, less motivated employees and fewer satisfied customers.

Reason #3

The third reason is because no other tool provides as much flexibility and scaleability to keep all aspects of operations running optimally. An investment in BPM is an investment in the future of your company.  But, make sure you invest wisely.

What to Look for in BPM Solution

First and foremost, a BPM solution relies on digital documentation rather than paper-based documentation.  For most organizations, this means:

  • converting paper processes to digital processes;
  • finding an efficient way to merge day-forward incoming paper into the digital workflow; and,
  • overhauling current digital and paper files.

To do this right, you’ll need more than a great BPM software solution!  You need someone that specializes in BPM to manage the transition for you, while you continue to provide uninterrupted service to your customers.  This BPM expert will generally be someone outside your company who has knowledge of software solutions, data conversion, IT, and business objectives, as well as the infrastructure to provide the equipment and personnel necessary to provide a seamless transition for your company, your employees and your customers. 

For those considering investing process improvement, it’s best to interview several different BPM providers and get their “take” on your business processes.  They can help you:

  • Map Your Current Processes – Look at the details and sub-steps in each process you want to improve; talk with the people who use the process regularly; ensure that you don't overlook anything important.
  •  Analyze the Processes – Questions like these are helpful:
    • Where are the bottlenecks?
    • What causes employee or customer frustration?
    • Where do costs go up? Or down?
    • What takes the most time, or causes the most delays?

Get feed-back from employees and customers who are affected by the process.

  • Redesign the Process – This is the step where you eliminate the problems you identified during your analysis. Make sure you and your employees have a clear understanding of what the process is supposed to do.  Work with the people most affected by the process to get their ideas for improvement. 
  • Recommend Solutions – This is the crucial step prior to making your decision regarding the BPM you will ultimately choose. Listen carefully to the recommendations.  Make sure you understand them completely.  If you have any unresolved questions, ask for a trial project to test the solution.  Even if you have to pay a “trial project fee,” it’s worth the cost to identify any issues before you fully commit resources to a full-scale change. 


According to the Business  Agility Institute,

"Business agility requires operations to adapt and continuously evolve as needed in service of creating value for customers."

This means that all but the smallest of companies must have established efficient processes, as well as a system for process management and improvement, to ensure that all parts of the organization function efficiently, make appropriate business and financial decisions, manage outputs, and control quality processes. Organizational problems occur when processes conflict, are repetitive or ineffective, or lose sight of the purpose. There are many causes of this including; differing priorities, complex or overloaded governance controls, different management values and principles, or just the historical layers of processes built upon one another. 

Processes within the context of business agility are designed to adapt over time.  This Process Agility is the focus on outcomes and products over outputs and projects. The governance of all decisions, processes and work, is directed towards ensuring the continuous delivery of value and business outcomes and the method for delivering is the workflow management established by your Business Process Management System.


Download Free Guide Choosing the Right Business Process Outsource



Topics: Business Process Management

Ideas!  Conversation!  Solutions! 

Do Business Better!

While we've retained our original blog name about green document management (think paperless!), Paper Alternative Solutions has expanded to do so much more.  From people to processes, and beyond... we help business move ahead and save money.  

  • Read to learn about the latest solutions
  • Get ideas to improve your organization
  • Join in the conversation

Subscribe to Email Updates

Recent Posts