The 5 pillars of process management

Analysis

The first step is to understand and analyze the current business processes. With the help of process mapping, actual processes can be systematically described, visualized and analyzed to then identify weak points, inefficiencies, and potential for improvement. Using process mining and data analysis tools, companies can gain additional valuable insights into their current processes.

Modelling

Based on the findings from the analysis phase, objectives, roles, and responsibilities are defined in the modelling phase. This involves modelling so-called target processes - in the form of flowcharts or process maps - where the previously identified weaknesses have been eliminated and improved. Key performance indicators are also defined, required resources are determined, and a schedule is developed.

To determine whether an improvement has been achieved, the actual processes are compared with the target processes and checked. Common BPM suites offer simulation capabilities to measure improvements. If the results do not meet expectations, the target process is adjusted until the desired result is achieved.

It is also important in this phase to create detailed process documentation that serves as a guide for all those involved.

Execution

In the execution phase, the modelled target processes are introduced in the company. This requires careful preparation and extensive training of employees to reduce resistance and promote acceptance, as well as the adaptation of existing IT systems or the introduction of new software solutions, as appropriate. It is important that everyone involved understands the new processes and can apply them. This is why communication and change management play a critical role in this phase. Implementation should also take place in a controlled environment. Realization in a pilot project is recommended.

Control

Once the processes have been implemented, they must be continuously monitored and controlled to ensure that the new processes are working as planned and that the desired results are being achieved. This is done by regularly measuring and analyzing key performance indicators (KPIs), which provide information on the efficiency and effectiveness of the processes. If the results deviate from the target values, these should be analyzed and corrected.

Optimization

Business processes are not rigid constructs. It is therefore important to review them regularly and, where necessary, to optimize them with new technologies, simplified processes or improved interfaces so that they can withstand changing business conditions. The insights gained from monitoring and optimization are incorporated into the next analysis phase, creating a continuous improvement cycle.