Finding the Right Business Process Management Tool for the Job

finding the right business process management tool for the job

What to Look for in a BPM Tool

Business process management, commonly abbreviated as BPM, is the discipline wherein modeling, measuring, executing monitoring, automating, and optimizing business processes and workflows generally occurs.

Business process management tools including a comprehensive BPM suite or an individual BPM software program provide a systemic approach to business process optimization. Key features of BPM software commonly include-

  • Process design
  • Communication platform
  • Workflow software
  • Business intelligence
  • Process modeling
  • Automation software
  • Business rules engine
  • Real time notifications
  • Task management
  • Document management
  • Advanced analytics
The core objective of BPM tools is process improvement including providing valuable metrics and enhancing collaboration capabilities. Additional objectives of business process management include a marked decrease in miscommunications, errors, and overall inefficiencies.

There are a wide variety of BPM tools available, ranging from project management to document management tools. Before investing in any BPM tool it is important to consider organizational needs, challenges, and objectives.

3 key factors to look for in a BPM tool include-

1. Affordability

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The best BPM software for a specific business varies, dependent on the needs, business users base size, and additional factors such as financial budget availability. While a smaller company may only need to spend $100s per month on their software needs, a larger company can easily spend $100,000s per month on BPM software programs.

Costs vary due to a wide variety of factors ranging from customer support offered to software capabilities. If a company is not sure which is the best business process management software choice, free plan trials and BPM online demos can be incredibly valuable for narrowing down viable options.

2. Accessibility

A common mistake made when investing in a BPM suite or software program is not taking into consideration additional implementation and onboarding costs. Lack of affordability can quickly make a software program inaccessible for many businesses.

A BPM platform should ideally provide easy use and access to all business users within an organization. Some BPM suites are cloud based and others are limited to in house use only. As such, some businesses that have a lot of remote workers may necessitate cloud based software instead of an in house BPM suite.

Importantly, the best BPM software will be well worth the training and onboarding costs due to the extensive benefits that the company will experience as a result of their investment.

3. Integration

The best business process management software is easily integrated with pre built software programs. Manual data transfers are a sure way to decrease employee morale and the opinion of business users about a specific software program.

Compatibility with pre built management software improves all business operations comprehensively. For example, a new employee hire could automatically trigger a real time notification to BPM systems in order to begin the onboarding process.

With the extra time and energy that business users save through the process automation and process improvement capabilities that BPM software supplies, they can instead focus on tasks that necessitate human effort and intelligence.

How to Differentiate BPM Tools

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After considering affordability, accessibility, and integration capabilities, there are still many choices for companies to make regarding their BPM tool investments.

From project management to employee onboarding, there are virtually endless business process improvements to undertake and software programs to invest in.

Process design and process modeling are two main BPM tools that are regularly used. Business professionals should learn about both process modeling and process design as well as the differences between each including-

1. Process Design

Process design consists of a logical representation regarding how an organization expects processes to behave based on pre built defined requirements. Process design generally includes information regarding how the organization plans to interact with and use business processes.

Process design software assists with process automation while monitoring and measuring effectiveness. The software accomplishes this by comparing the actual business process model along with business interactions.

Drag and drop process design capabilities can be useful for smaller businesses or minimal business operations. However, for more complex workflow management needs businesses may require process modeling and notation.

2. Process Modeling

Process modeling consists of the designing, developing, and simulation of process diagrams. Process models are stored in a database where they can be easily used and updated during various testing simulations.

While easy use BPM tools generally focus on solely supporting diagramming, professional BPM tools keep models on a database for future reference and usage. Additionally, professional process modeling software often supports low code generation and simulations.

Key Takeaways

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  • A best business process management tool must be accessible, affordable, and easily integrate with pre built software programs.
  • BPM tools help with a wide variety of functions ranging from workflow automation to business rules engines.
  • Process modeling and process design are two commonly used BPM tools.