Cloud BPM Software, competitive advantage and effective time management

Blog: Flokzu

Before we dive into this article is important that we talk about what is a cloud BPM, and how it works.

What is a Cloud BPM software?

A Cloud BPM software is a platform that allows you to automate and optimize real processes in a cloud-base program. This means that you won’t be using your companies infrastructure to run the software. In a Cloud BPM suite you will find many features that will make it easier to model cloud workflows, manage processes, resources, and time. Also, it will allow you to optimize endlessly your automated processes based on real data, KPIs analysis, and not just perception.

Why is it important to implement Cloud BPM Suites?

The recent evolution of technologies (or maybe the constant evolution) has forced companies to take a stand in whether to implement some kind of software that improves the performance of the whole organization. With the recent pandemic, the digital transformation was no longer an option, but a mandatory change.

Here is where a Cloud BPM software stands out, because it’s easy to use thanks to low-code/no-code features and shows real results faster than you would expect, in a matter of days actually. Is in this way that, with a minimum investment (several BPM suites offer a user based pricing plans that are truly affordable) you can have a competitive advantage over your competitors that are still struggling to get on board with the digital transformation. Being able to make quick choices in an assertive way will make the difference in your organization.

What is more, you will gain the possibility to make decisions based on true objective data given the historical and real time metrics that those Cloud BPM suites offer. And that is a real competitive advantage, that will allow you to adapt quickly to changes and position yourself better in your market.

The beauty of adaptability

The best part of having a Cloud BPM suite is its ability to adapt to any case or model processes that will serve you in any context. For example, if I work in a manufacturing company, and I want to design a new product, I don’t have to develop a new process for each new product. Instead we can create a single process named “New Product Design” that is useful every time my company develops a new product.

This means that your investment will serve across the company, and with any process of any business department, unifying the whole organization with one tool. You will have in one single place everything the company needs to carry out the tasks needed, and the data of the performance of the whole organization.

Management with a Cloud BPM tool

Next, we will cover 4 specific instruments of Flokzu as a Cloud BPM, that provide what every manager, head of department and CEO wishes: Prioritize what adds to our value proposition and reduce the time taken in repetitive tasks.

1. BPM Inbox

Effective time management = list pending tasks, prioritize and always know what tasks still remain to be done.

This is the ultimate goal of a BPM Inbox: a centralized space where each user receives all process instances (e.g. documents).

The user can sort, prioritize and plan their work. And most importantly, you always know how much work is pending and what things remain to be done, completing the most urgent ones first.

In addition, the Cloud BPM software registers how long the task has been pending and can even increase its priority if it exceeds a predefined value (e.g. 3 days) to be processed right away. Likewise, the BPMS can alert the user (e.g. send an email).

2. Document management

Looking for a specific document can be one of the most annoying ways to waste your time.

Proper document management will allow us to save time on secondary (but necessary) tasks, such as:

Finding the last version of a document
Freezing the final version of a document (e.g. a signed contract) and avoiding further modifications.
Centralizing documents, facilitating where to look, without searching through emails, PC files, a server, etc.

3. Knowledge management

Remember that proposal you sent a few years ago? Imagine how useful it could be right now.

The documents that were generated in our organization (SME or not) are an important asset. But if we can’t reuse them as needed, that asset becomes worthless. The correct Cloud BPM Software allows us to design a proper knowledge management strategy to:

Perform intelligent searches using metadata (relevant fields associated with each process) as well as looking into the contents of the files (full-text search). That way we can have easy access to the things we need.
Share knowledge. Nothing is more useless than developing a project/document/task from scratch when we have already done it or have a person with the specific know-how to do it. A suitable BPMS lets us identify the right people and work collaboratively.
Have the knowledge we need, when we need it and as we need it.

4. Deadlines and alerts

Additional tasks, corrections, notifications, reports, etc. derived from missed deadlines are preventable. A Cloud BPM software can handle different levels of alerts:

Execution deadlines of a task. Any task that exceeds the deadline generates an automatic alert.
Specific alerts for tasks. A few days before the deadline, the BPMS alerts the users.

In sum…

Having the right cloud BPM software by your side, could be the best ally in the way of digital transformation. Automating your processes, entering a cycle of continuous improvement, those thing will make a difference and help you to achieve your business goals.

If time is money, an effective time management strategy can make the difference between growing and failing. The CEO and Management should maximize the available time to complete valuable tasks: improve customer service, internal operations, and development. If you are wasting time on repetitive tasks, the future of your company can be jeopardized. Flokzu supports effective time management and reduces the waste of time.