The 5 most important questions for process analysis – Where do you stand today?

Before optimization can take place, it is crucial to analyze the current state of the processes. Various maturity models are available for this purpose, such as the Capability Maturity Model Integration (CMMI), which focuses on improving processes in software development, system integration and service delivery. Another option is the Business Process Maturity Model (BPMM), which aims to assess and optimize the maturity of business processes in general, regardless of the specific industry or application area. BPMM is therefore often considered more flexible because it can be more easily adapted to the individual requirements of different organizations.

At this stage, ask yourself

• whether the processes are documented and standardized
• whether there are clear responsibilities
  
• how often the processes are analyzed and optimized
• how well the processes can be adapted to changes
• whether modern technologies or automation are used

Discover how a thorough process analysis lays the foundation for successful automation. Read our blog post: «Process analysis – the key to successful automation» and learn more.

The evaluation of processes is mainly based on key figures and metrics. They record performance, efficiency and quality, detect errors and support informed decision-making. They also promote transparency and continuous optimization. Depending on the industry and objectives, different key figures are relevant. The principle is: measurable processes can be controlled – and what can be controlled can be improved.

The important key figures and metrics include:

• Processing time: How long does it take to complete a process from start to finish?
• Error rate: How often do errors or deviations occur?
• Costs: How high are the costs incurred per process cycle?
• Satisfaction: How do customers or internal stakeholders rate the process performance?
• Degree of automation: How many process steps have already been automated?

Many companies struggle with recurring bottlenecks and problems in their processes that cause rising costs, extend throughput times and negatively impact overall performance and efficiency. Such weak points can be specifically identified using methods such as value stream or bottleneck analysis.

Find out more about methods for identifying process weaknesses in our blog post: «Optimizing productivity: identifying process weaknesses and eliminating bottlenecks!».

Typical weaknesses include:

• Process quality: high error rates, susceptibility to faults and frequent interruptions
• Process time: long throughput times and poor adherence to deadlines
  
• Process costs: inefficient use of resources and high material consumption
• Organization: unclear processes, duplication of work and high coordination effort
• Technology: insufficient synchronization of technical processes
• Sales: inefficient credit checks and delivery blocks due to inventory problems
• Office processes: high coordination effort and lack of transparency

Flexible processes are crucial for adaptability, crisis resistance and continuous improvement. They enable quick reactions to market changes, make it easier to scale business processes and promote innovation. Companies with flexible processes are more resilient to unexpected challenges and can continuously increase their efficiency.

Ask yourself:

• How quickly can processes be adapted to new circumstances?
• Are there digital workflows or automations that enable agile adaptation?
• Are your processes designed for growth or scalability?

Once you know where you stand, you can initiate targeted improvements that will help optimize your processes.

Possible measures:

• Analyzing current processes: Visualization using process mapping, time studies and error analyses to identify bottlenecks.
• Identifying optimization potential: Applying lean principles, Six Sigma and digitization to increase efficiency.
• Implementing optimization assumptions: Standardization, automation of recurring tasks and targeted employee training.
  
• Successful implementation: Conducting pilot projects, active change management and monitoring through KPIs.

Process analysis is the key to sustainable efficiency gains and competitiveness. A structured evaluation allows weak points to be identified and eliminated in a targeted manner. Companies that continuously work on their processes benefit from smooth operations, lower costs and higher productivity.

Use the approaches mentioned above as a guide for your process optimization.