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Max Weisbrod

May 15, 2022

Business Process Transformation Expert Guide, Tools, Tips & Best Practices

A strong business transformation process is the key to longevity in your business.Failing to modernize your processes can leave you behind your competitors

  • Reshaping your outdated business processes is daunting for any business owner. But with the tools and resources available, business process transformation is now easier than ever.
  • Transforming your business process can have a major impact on all aspects of your operations. It can result in a more efficient business, happier clients, and satisfied staff, among other powerful benefits.One of the most significant ways you can transform your business process is by delegating as much as possible.
  • Find out how Baton can scale your business and help you save more than $500k per year by systemizing your processes.In this article, we will go over the best practices and tips you can take to completely transform your business’s operations!

What is Business Process Transformation?

Business process transformation aims to streamline your workflows by systemizing and digitalizing various aspects of your operations and making them more effective in the process.

Digital business transformation allows you to save on costs, modernize your process, and streamline functions. It’s not only the most common type of transformation that businesses can undergo but also the most important to get ahead of your competition.

To transform processes, businesses must undergo thorough evaluations of the way they work. After all, once the transformation has started, workflow inefficiencies could stagnate your growth or team effectiveness. 

Why Is Business Process Transformation Important?

Great startups and businesses run on effective operations. As your business scales, you have to set the right processes in order to manage growth.

Business process transformation is a strategic move that a company takes to make a huge leap forward, cut costs, and reduce resources. Having a solid transformation plan can ease everyone in the organization to go through this change.

An example of why companies should change their business process is to adapt to the changes brought forth by COVID-19. A great business process transformation can help businesses take advantage of remote work, hire talent globally, and set processes that allow employees to work effectively wherever they are. 

Real-World Examples Of Business Process Transformation

“Business process transformation” is a big buzzword that keeps getting thrown around. To better understand what this looks like, let’s take a look at a few examples:

  • Nike: Creating an app for their retail clothing store. An app that customers can request advance sizes that they want to try on before going to a physical location.
  • Walmart: Implementing an AI and supply chain solution that frees up time from workers manually processing items in their warehouse. This makes the process more efficient. It also saves both time and money. 
  • Shell: Completely changed its company IT infrastructure so that the business could grow and support future growth.

Use These Tips To Successfully Transform Your Business Process 

Transforming your business process can seem like an extremely complex task. This can lead to fear of messing up what’s already working.

Maintain your course into a successful transformation of your business process with the following tips.

Define your goals

Before creating a plan for your “transformation,” you have to understand your current process. You have to know where your process bottlenecks lie. After this, you have to perform a root cause analysis to find the real issues.

You can set defined goals around improving your process. To do this, you must have a solid understanding of what your process issues are.

Map out the new workflow

Create a model for your new Business Transformation Process. This will allow you to have a clear vision of how everything will play out.

Four important steps you can take are:

  • Have a clear outline of each state
  • Delegate responsibilities
  • Account for resources
  • Map out each stage

The good part about mapping your workflow is that you will also notice bottlenecks that you would’ve missed. By catching these bottlenecks, you can adjust your process accordingly.

This is also something Baton can do for you if you are looking to streamline this process.

Set benchmarks and process metrics

You must measure your performance to your previous process. This lets you know if your transformation process is effective.

Set metrics to measure based on what outcome you want to achieve. You can choose metrics such as costs savings or time of workflow. 

There are 5 important KPIs (key performance indicators) that you can focus on measuring:

  • Quality
  • Profitability
  • Effectiveness
  • Value
  • Capacity

It’s important to know the benchmarks of your original process. This way, whenever you implement your new business transformation process, you can easily tell the results.

Create a brainstorming session with stakeholders

It can be difficult to catch all of the bottlenecks in your process just from one point of view. That’s why it is important to involve everyone that has their hands in the process. It is also important to consider outside stakeholders as well.

Different people can contribute to different aspects of your process. This will open your eyes to additional bottlenecks that you would’ve otherwise missed. 

Automate your process with digitization

Digitalizing your process is one of the most powerful ways to make your business more efficient. This can speed up many areas of your transformation, such as paperwork and compliance.

For instance, having a Notion or Google workspace beats physical folders collecting clutter in your office space. It makes it easier to retrieve and store files, share them with your colleagues and reduces the number of errors that can occur from sharing different versions of the same file.

By using software, you can cut out inefficiencies in your business process. You can also reduce the number of hours that it takes to complete a certain task. On top of this, it cuts out many unproductive and menial tasks from the equation.

These powerful tools will allow you to automate:

  • Routing
  • Documentation
  • Data Processing
  • Notifications
  • Record Keeping
  • Internal and External Communications

These are only some of the few things that software will be able to do in your transformation process. 

Test the changes

Rolling out your process at scale is not the same as it appears on paper. There could be many small speed-bumps that you can run into. That’s why it is extremely important to test your process before you implement it.

You should start the test of your process by rolling it out on a small scale. This way, you can better handle how the process flows. This will make it easier to control something that’s gone wrong.

The testing phase will also allow you to see if there is any part of the process that you can further automate.

Scale your model

Before you start scaling, you want to make sure that you write an SOP (standard operating procedure). This will make it easy for anyone who is involved in the process to know their role and what to do.

You can then proceed to a large-scale rollout once you are confident with the outcome of your small-scale rollout.

Track your progress

Once you roll out your Business Transformation Process, you want to continually test for inefficiencies and areas of opportunity. Your new process is not something that is set in stone.

You should always keep track of your KPIs and monitor your process to see if there are areas in which you can further enhance.

Tools to help with your Business process transformation

Baton is a company that takes care of your delegation and planning. They help you put together a process model and execute your plan by putting the right people in place.

Online workspaces like Notion, Google Workspace, and Dropbox are perfect choices for digitalizing your document management and rendering your processes remote. 

In terms of remote collaboration and communication, Slack, Zoom and Microsoft Teams allow teams from across the world to work effectively, regardless of time differences. 

Tableau is a great tool for performing and analyzing your “root cause analysis.” You can use Tableau to gather your data and visualize it all in one place. This will allow you to better understand where your underlying problems lie. It is also great for discussing information with your team.

CAMUNDA is an incredible process automation software. It will allow you and your team to map out your entire workflow in an organized visual way. It also shows you how your processes will run based on changes.

Quickbase is an easy-to-use data automation software. It allows you to design and automate your process with easy drag and drop features. The good thing about this software is it requires no code. 

Even though it is easy to use, it is extremely powerful. It will allow you to map out and work on every part of your business process.

Domo is software that provides powerful applications to help you keep track of data in your business. This is especially important for your transformation process. It will allow you to digitally track your KPIs.

This provides precise accuracy of information that allows you to even further enhance your processes.

Start Your Business Process Transformation With Baton

A strong business transformation process is the key to longevity in your business. Failing to modernize your processes can leave you behind your competitors.

Fortunately, there are many tools, resources, and technology that can facilitate your process transformation. Baton is an easy way to start your process transformation today. We will go over your process and help take the burden of managing work.

Visit Baton and see how we can help you scale your business to new heights!

About the Author

Max Weisbrod

Max is the founder and CEO of Baton. Ask him how Baton saves tech and service companies up to $500k/year on operations.

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