Business Process Management (BPM) holds immense promise for organisations seeking to optimise their operations, drive efficiency, and enhance customer satisfaction. However, implementing BPM doesn’t guarantee the same level of success for every organisation.
While the benefits of BPM are undeniable, harnessing its full potential demands careful planning, meticulous execution, and a holistic approach tailored to the unique characteristics of each organisation. Many organisations fail to achieve the desired output with their BPM implementation as they overlook some key elements essential to success.
Missed Opportunities: When BPM Initiatives Fall Short
Despite the best intentions and efforts, many BPM initiatives fail to deliver the expected results, significantly wasting time, effort, and resources. Financial implications are not only related to investments made in technology, software, and team, but also the costs associated with prolonged inefficiencies and process failures can impact the bottom line.
Further, the repercussions of a BPM initiative falling short of expectations go beyond its failure as a standalone project. It signifies missed growth opportunities for the organisation. BPM initiatives are often implemented to drive innovation, agility, and growth. When these initiatives miss the target, organisations may struggle to capitalise on emerging opportunities, adapt to market changes, or introduce new products and services effectively. The consequences extend far beyond the immediate setbacks of the initiative, impacting the organisation’s ability to thrive and stay competitive in a dynamic business landscape.
7 Common Reasons why BPM initiatives Miss the Mark
- Inadequate Planning and Goal Setting:
Without a clear direction and well-defined roadmap, it becomes challenging to align efforts, measure progress, and assess the impact of BPM on business outcomes. Before initiating your BPM journey, it is a must to define your objective, such as cost cutting, productivity improvement, customer satisfaction, etc. You must also identify short-term, medium-term and long-term goals for these objectives. Further, it’s essential to actively track performance and progress toward your BPM goals to ensure the project is on track.
- Not focusing on current state process:
Without a thorough understanding of existing processes and their pain points, organisations may be unable to identify the most impactful areas for improvement. It is crucial to conduct detailed process mapping and gather data on process performance by analysing process time, value, cost and efficiency. Once you capture these details, you can aptly identify process waste and bottlenecks and ensure that the redesigned processes eliminate these inefficiencies.
- Not focusing on Standardised Documentation and Rules:
By neglecting common standards and rules for process documentation, organisations risk compromising the quality and usability of the process map. Inconsistent language and depth of process mapping can hamper process analysis, making it difficult to identify bottlenecks and inefficiencies. To avoid this, process mapping must be centrally controlled to ensure appropriate checks are in place for quality and consistency. A central team that oversees and manages organisation-wide process mapping and improvement initiatives proves instrumental in maintaining these standards and quality and keeping the BPM progress in check.
- Lack of Executive Sponsorship and Engagement:
When top-level management fails to actively support the BPM initiative, it can result in limited resources, insufficient buy-in from stakeholders, and a lack of organisational commitment. Securing executive sponsorship early on ensures continuous involvement throughout the project. Engaging executives in decision-making, communicating the strategic importance of BPM, and demonstrating the potential return on investment ensures that the executive gives the required approval for budget and resources.
- Overlooking Change Management:
Not ensuring that employees are on-board to adopting new processes, technologies, or ways of working can hinder the chances of success for even the most well-planned BPM initiatives. Organisations must proactively address the people side of change. This can be achieved by communicating the benefits of BPM, actively providing training and support, and keeping employees involved in the process improvement efforts to make them feel connected with the objectives.
- Neglecting Collaboration:
BPM initiatives involve multiple stakeholders across different departments and levels of the organisation. Neglecting collaboration among them can lead to a lack of alignment, missed expectations, and, ultimately, missed targets. Collaboration among stakeholders is critical from the planning to implementation and evaluation stages. BPM teams should ensure that stakeholders are engaged, informed, and clearly understand their roles and responsibilities. Establishing a process ownership mechanism, complete with approval and sign-off procedures, ensures that everyone works collaboratively towards the improvement goal.
- Lack of Continuous Monitoring and Feedback Loops:
BPM initiatives should not be viewed as one-time projects but as ongoing efforts for continuous improvement. When organisations fail to establish mechanisms for monitoring process performance, collecting feedback, and implementing corrective actions, the purpose of the BPM initiative is defeated. Defining key performance indicators (KPIs), establishing feedback loops, and regularly evaluating process performance against set targets is essential to identify areas of incremental improvement and continuous process optimisation.
Achieving BPM Success
A critical element for ensuring the desired output with BPM initiatives is the appropriate toolset that aligns with the organisation’s goals. From standardised documentation and collaboration to continuous monitoring, many of the necessities for BPM success can be ensured with the right tool.
PRIME BPM is one such software with an inbuilt methodology combining the power of disciplines-Lean, Six Sigma and BPM. The software has in-built BPMN 2.0 for standardised process documentation and provides automated insights on process time, cost, value and efficiency in just a click.
PRIME BPM ensures sustainable and continuous improvement with an in-built process approval mechanism and the ability to suggest improvement collaboratively.
Many leading organisations have transformed their processes with PRIME BPM. Check out some success stories.