Do you know what business process optimization is?

Business process optimization is a technique that uses the mapping of performed activities, to identify and eliminate errors through standardizing routines.

Within this, unnecessary tasks, errors and waste are considerably reduced, thereby improving working methods and providing more satisfactory results.

The practice ensures several company benefits, demonstrating ways to increase productivity and improve time management. Check out the details in today’s article!

So, how to optimize work processes in a company?

There are several ways to optimize work processes and improve the performance of activities in a company. They are known as productivity improvement processes. The great advantage being that they can be applied together, making the measures even more effective. Check out some of them below:

1- Mapping of processes

The mapping process consists of the study of the activities completed, from end to end in a process, as well as the identification of the inputs and outputs. With this, a design of the flow of these tasks is analyzed, therefore increasing the understanding of how the work is performed.

This facilitates for example, the identification of errors and provides the implementation of improvements.

2- Identification and elimination of faults

When the process is mapped, it becomes easier and more accurate to identify errors and hold-ups that affect productivity and the end result. At this stage, it is not enough to identify the problem and what its impacts are; it is crucial to be able to point out its root cause and what needs to be done to reduce it.

Therefore, the efforts applied are much more effective in eliminating the fault and its symptoms.

3- Eliminating unnecessary steps

Another issue that directly affects productivity is the implementation of activities that do not have a positive impact on the process, but that are still carried out. The same is true for repetitive tasks -for example, employee’s searching for materials or information.

In business process management optimization, these points can be identified and eliminated, making the activity leaner and more streamlined.

4- Improvements in resource utilization

The waste of resources can be that of materials – the most common – and of time and tools. However, it is also necessary to consider that a set in stone or ineffective process which affects productivity, is also a waste; as is usually the case with labor.

Therefore, when evaluating process losses, it is also necessary to study how productivity can be increased – which can be done by modifying the layout, improving the communication process, integrating sectors and changing the implementation method.

5 – Formalizing the new method

When a process is optimized, it completely changes the way it is performed. To ensure that this is adopted in practice, it is necessary to formalize these adjustments and make them known to the staff. This is also essential in the case of training new employees, who canlearn the tasks according to the most efficient method.

Benefits of business process management optimization: how to gain time? How to increase productivity?

1- More reliable deliveries

Process optimization involves the adoption of best practices in working methods and formalization. These occur through a document-that specifies how the activity should be performed, the estimated time to be taken and the resources required for its completion.

With this, the occurrence of errors and uncertainties regarding the process are reduced considerably, regardless of whoever performs the task, the method is uniform, thereby providing reliable results.

This is a way to increase productivity, which is not compromised with unnecessary tasks or reworking to correct errors.

2- Greater integrated activities

Another strength of process optimization is the sequencing of activities. This is done because of the importance of knowing where a task comes from and where it ends up – in addition to the knowledge about what information and materials should be obtained, and what the ideal result is for an optimum performance of the next activity.

Consequently, beyond clearly defining the responsibilities of each employee, the activities become more integrated and fluid, with the greater sharing of information and increased cooperation among all those involved. With the result that problems such as delays are easily avoided.

3- Creation of better solutions

Process mapping makes work activities more structured – in well-defined steps – which makes the identification of errors more accurate. In addition to increasing the manager’s ability to intervene, the root causes of problems are more easily and quickly identified.

Thus, instead of making the team always spend time implementing activities that minimize the “symptoms”, the manager can develop a definitive action for the hold ups. This makes your team’s work more productive and effective.

4- Increased flexibility in completing tasks

As mentioned above, process optimization allows you to identify which activities do not add value to the final result and enables you to eliminate them – without negative consequences. Moreover, with the study of tasks and the evaluation of alternatives, it becomes possible to develop more agile and efficient methods of work.

Besides bringing improvements to productivity, this also provides a cost reduction reward, since the need for resource consumption becomes much smaller, in addition to the total process implementation time.

5- Reduction of errors and need for reworking

As we know, one of the great benefits of business process management optimization is the reduction of errors that can affect the production process. When these failures occur, they impact on quality as well as making reworking a routine necessity.

The problem therefore is that, instead of doing another routine activity, employees end up spending time and resources on unnecessary tasks. therefore, the manager does not have 100% of his workforce focused on goals.

6- Greater control of information

As stated, process optimization requires a more fluid flow of information. However, at the same time it is possible to maintain greater control with it, since with the structuring of the processes, one knows exactly where each piece of data comes from, where it goes and what will be done with it.

The optimization of processes provides several advantages, besides those mentioned in the article, which cause a positive impact beyond the cost reduction, the waste and the improvements in the work routine. It is therefore also possible to increase and improve productivity and gain more time to focus on other activities – or be more productive.

Now that you know what business process management optimization is, tell us what you think of this article. Do you want to share your experiences of productivity improvement processes with us? Use the comments to leave your opinion and join the conversation!

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