Mastering BPM

Process architecture: the backbone of organisation

Just as the physical layout of a library – its rooms and shelves – provides a structured environment for storing and accessing books, the process architecture in BPM establishes the foundational structure for an organisation’s processes. This architecture ensures that every process has its place, much like how books are categorised and shelved systematically in a well-organised library.

Practical examples of process architecture

Consider an organisation that manufactures electronic devices. The process architecture would include high-level processes such as "Design products", "Manufacture products", "Conduct QA", and "Execute distribution". Within each of these categories, there would be more detailed processes. For instance, under Manufacture products, there might be processes like Assemble products, Test products, and Package products.

A well-designed process architecture reflects the organisation’s strategy and business model, just as a library's layout reflects its purpose and user needs. By mapping out processes top-down and ensuring they are independent of organisational changes, a robust process landscape is created. This landscape is the backbone of BPM, providing clarity and consistency across the organisation.

Process governance: ensuring smooth operations

In our library analogy, librarians play a crucial role in maintaining order. They enforce rules, manage the catalogue system, and assist visitors. Similarly, process governance in BPM involves setting policies, monitoring compliance, and ensuring that processes are followed correctly. Effective governance ensures that the organisation runs smoothly, just as careful librarians keep the library functioning efficiently.

Concrete examples of governance practices

For example, in a financial services company, process governance might involve setting standards for ensuring compliance with regulatory requirements and monitoring for adherence to these standards. Roles such as Process Owners, Process Managers, and Process Experts are defined to ensure accountability and the smooth operation of processes.

Just as a library has regular meetings and reviews to discuss improvements and updates, BPM governance involves periodic reviews and updates of processes. This ensures that the processes remain relevant and efficient, aligning with the organisation’s goals. Governance structures, like library management protocols, must balance thoroughness with practicality to avoid becoming overly cumbersome.

Process development: evolving and improving

Libraries continuously evolve by adding new books and reorganising sections to meet the needs of their visitors. In BPM, process development is the ongoing effort to refine and enhance processes. This involves identifying areas for improvement, implementing changes, and ensuring that processes remain aligned with organisational goals.

Just as a library stays relevant by updating its collection, an organisation stays competitive by continuously developing its processes.

Real-world scenarios of process improvement

Let us consider a different example. For instance, a retail company might identify that their checkout process is causing delays and customer frustration. Through process development, they could streamline the checkout process by introducing self-service kiosks, training staff to handle transactions more efficiently, and implementing a more user-friendly software system.

Process development starts with creating a pipeline of improvement projects, much like the library planning new book acquisitions. These projects are prioritised based on their potential impact and resource availability. Once prioritised, standard methodologies are applied to execute these projects efficiently, ensuring they are well-anchored in the organisation.

Improvement cycles, like the periodic review of library sections, help in standardising processes and implementing best practices. This continuous development ensures that processes are not only current but also optimised for efficiency and effectiveness.

Process capabilities: empowering success

Finally, the capabilities of librarians – their skills, knowledge, and tools – are essential for maintaining the library and providing excellent service. In BPM, process capabilities refer to the competencies and resources needed to support and execute process management effectively. This encompasses everything from staff training to technological tools that enhance process efficiency. Strong capabilities ensure that processes are not only well-designed but also effectively executed.

Importance of training and technology in BPM

For example, in a healthcare organisation, process capabilities might include training staff on new electronic health record systems, ensuring they have the skills to use these systems effectively. Additionally, having a robust BPM system to manage the process landscape and related information efficiently is crucial.

Building process capabilities involves training staff in process management skills, much like librarians are trained in cataloguing and customer service. This training ensures that everyone involved understands their role and can perform their duties effectively. Furthermore, developing a process culture is crucial. This means making process thinking an integral part of the organisation, supported by leadership and embedded in daily operations. A strong process culture ensures that processes are executed consistently, and improvements are continuously sought after.

Conclusion: from disorder to excellence

By applying the BPM framework, organisations can transform from a state of disorder to one of excellence. Just as a well-managed library provides a seamless and enjoyable experience for its visitors, a robust BPM framework ensures that an organisation’s processes are efficient, effective, and continuously improving.

In the following articles, we will delve deeper into each main area of BPM – process architecture, process governance, process development, and process capabilities – providing detailed insights and practical guidance on how to implement and benefit from these concepts.