BPMS 101: 4 Things You Have to Know

BPMS 101: 4 Things You Have to Know

Business process management is one of the most important efforts pursued by companies. Why? Because with well-planned and established BPM strategy, a business can quickly adapt to even the harshest changes in the business environment. This is why many business are leaving behind the legacy methods and trying to adopt one of the business process management systems (BPMS).

By doing so, companies can automate a great deal of tasks, while making the workflow more efficient and effective. There is one little problem though. Businesses often invest in a BPM tool without doing even a little bit of research. This is why we are giving you a list of things you have to know before you decide to give it a go.

On-Premises vs Cloud-Based

cloud vs on-permise

It is really important to know whether you are looking at on-premises or cloud-based solutions. Why? Because if you opt for an on-premises solution, you will need the IT infrastructure that meets the minimal software requirements for the chosen BPMS, and you will need to hire at least one IT specialist to regulate the IT infrastructure maintenance and software installations.

While this is a viable option, the latest trend in this market is opting for a cloud-based solution offered by the software as service (SaaS) companies. These companies act as software vendors, but they also give you access to their IT infrastructure.

With a cloud-based solution in your organization, you will be able to start using it immediately after purchase. And you wont need to worry about patches, updates, software and hardware maintenance and security, which are a necessity if you opt for on-premises software.

Mobile Ready

Wile mobile ready is not an option for on-premises solutions, it is for the cloud based ones. Cloud-based BPM software allows users to access it via any internet browser. The only thing a user needs are their usernames and passwords. Mobile-ready software also supports internet browsers popularly used on smartphones, which is a very convenient feature.

In addition, there are some BPM software vendors that have stepped up the mobility game even more and offer dedicated mobile apps for their users. These apps are available for Android, iOS and Windows Phone. If you are a BYOD company, you will find this type of functionality very interesting.

The Most Important Features

Most Important Features

While the purpose of every BPM tool may be the same, the functionality is very different. The functionality comes from the built-in features which enable users to control, perform, oversee and analyze operations specific to BPM.

Customization – Since every business is unique, a software tool has to allow users to customise it. Customization will enable you to set unique dashboards for everyone in your company’s hierarchy.

Analytics and reporting – BPM tools with powerful analytics and reporting engine will enable you to become proactive. You will be able to identify bottlenecks in your processes, make changes on the go, and see how the changes affect the continuity of the process. Reports are pretty handy for weekly meetings with stakeholders and when clients request it.

Scalability – The scalability of the software can become an issue if your company starts to expand. This is why you should check how many users software vendors allow, the amount of data you can store and how much it will cost you when you have to make a switch to a better plan.

Integrations – If you are already using some software platform, make sure that the BPM tool supports the integration with it. This will help you to reduce the manual data entry and minimize the risk of human error.

Ease of use – This one is quite obvious; find a piece of software that is very easy to use. An intuitive and simple dashboard will enable even the staff with no technical background to use the software to its fullest potential.

Process Monitoring – This feature will enable you to see processes as they go forward in real time. The notification system is a bonus, as it will alert you of the upcoming stages or if something goes wrong.

Process Modeling and Execution – With advanced BPM tools users can use the templated processes or remodel them so they meet specific business requirements. In addition, the top-notch solutions will enable you to either start a process manually or to automatically get it triggered by an event.

The Benefits of BPMS

Using a BPM tool offer a significant amount of benefits. Here is the list of the most important ones:

  • Increases business agility
  • Cuts down expenses
  • Improves collaboration
  • Increases flexibility
  • Increases efficiency and productivity

BPM software is a very powerful tool that can foster a big change in any company. If you find a solution that grabs your attention, we advise that you try it out first, as all of the vendors offer a free trial to their potential customers.

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