Every business owner nowadays is aware of the importance of implementing business process management tools. It is no longer a question of whether you should use them or not, as they have become an integral part of successful and error-free process documentation and process management.
However, purchasing business process management tools can be quite a large investment, so that is why it is crucial to find what fits your business needs the most. In this article, we will focus on some of the most important questions you need to find answers to in order to make the best choice possible.
Which goals do you want to achieve?
Before you even start exploring your options, you need to clearly determine what exact goals you are intending to accomplish by using BPM software. Are you looking to increase the effectiveness of your business operations and decrease your costs? Or do you want to use BPM software to help you acquire quality standards compliance?
The majority of business process management tools are designed to be adaptable and to seamlessly fit with your business requirements and objectives.
What is your budget?
Since there is a vastness of possibilities when it comes to BPM solutions, costs can vary accordingly. There are out of the box solutions where you can just input your data, and, on the other hand, there are custom made solutions which are designed to fit each company’s needs perfectly.
Bear in mind that custom made systems are usually more expensive, but your return of investment from using them will be larger as well. Moreover, when making your decision, there are some potential additional costs to take into consideration, such as design customizations or on-boarding and training costs.
It is also important to consider how much resource and time will be required to support the implementation of your new system. If you choose wisely, a good BPM solution will basically pay for itself.
What are the things to look out for?
As we already stated, choosing a BPM solution is a big and costly decision, so you shouldn’t venture into it before thinking it through to the very last detail. You need to make sure that the option you go for is the best fit for your needs and that it brings a sufficient ROI as well.
If you choose something inappropriate, you will only waste significant amounts of your time and money. The majority of systems offer a one-size-fits-all option and they come with all kinds of optional features, but if they can’t help you achieve your objectives, you should certainly look for something that would be more suitable for your needs.
What implementation options do you have?
When choosing a new BPM software solution, you need to decide if you want a cloud-based solution or if you prefer a solution that would be installed on the company’s servers directly. Also, you can look at hosted servers, but it is likely to bring some extra costs.
What you should also consider are the differences in pricing between in-house and cloud-based solutions. If you are already used to using your own servers and you have good IT support to help with the implementation, going for an in-house solution might be something that your organization is going to be most comfortable with.
Is the system user friendly?
When comparing various BPM software systems, this is one of the most important questions to ask. You need to ensure that the chosen system is usable and useful not only for the end users, but also for your IT department, since they will be maintaining and updating it on a regular basis.
You should also find out how much training will be required for the system to be up and running and whether the supplier will provide it. If you have narrowed down your choice to a few possible solutions, you should check with your colleagues and see what they would feel most comfortable using. Moreover, you can include all of your options into a trial period to see if their usability fits your needs.
How to get the most of your BPM system?
To get the most of your new system is to start with one department and then spread out, until all processes have been analyzed comprehensively. This might take a while, and you cannot see the benefits overnight, but it is totally worth it.
If, on the other hand, you want to use your BPM software for one area of your business only, you should discuss it with the providers you chose because this may affect the cost to a certain extent.
To sum up, the questions we provided answers to cover the most essential elements you should be taking into consideration when deciding to purchase a business process management tool, but are certainly not the only thing to think about.
Be sure to further examine other aspects as well, such as the features your BPM solution should possess, and always have your budget in mind. Choosing the best possible solution is crucial since it will determine your company’s success in the long run.