Efficiency Unleashed: 6 Tech Tips to Improve Business’s Processes

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Every business consists of a dozen different processes that vary in importance. Some processes are essential for the business to operate, while others are there to support it. Whether you have a brick-and-mortar store or a fully digital business, modern tech can help you streamline your operations and ensure growth. 

The business process management (BPM) industry grows every year. This indicates that business owners recognize the importance of this field for improving their enterprises. More importantly, optimizing processes doesn’t always have to be focused on profit building. 

Concentrating on employee well-being or customer experience can also lead to better sales and traffic. Regardless of the key performance indicator (KPI) you wish to ameliorate, consider these six tech tips to improve your business’s processes. 

But first, let’s dig a little deeper into the importance of an efficient BPM.

Importance of efficient business processes

Processes are a part of every business regardless of the industry. Improving them can be quite beneficial for the company’s stability, profit, and employee morale. It’s one of the rare concepts that can be applied to a wide variety of companies. Processes are everything from hiring a new employee to making a large investment. 

Importance of efficient business processes

Making your business processes more efficient can happen by removing unnecessary steps, expanses and duplicated work. Your company and employees will be able to achieve more results with less effort and resources.

Internally, there will be more clarity between the teams, while customers will have their needs met better. In the long run, your business will be easier to scale, as there won’t be ambiguities as to who is responsible for what task. All tasks will be delegated adequately with some of them being automated.

Optimizing business processes isn’t only about making the company better. Another advantage of taking care of this business aspect is that it prevents you from undesirable outcomes. Some process optimization software allows you to comply better with regulations. Failing to comply with them results in large fines and blows to your reputation.

Payroll software, for example, tracks changes in laws regarding taxes and your duties. At the same time, this software helps you with tracking your finances and being up-to-date with your responsibilities. 

6 Tech tips to improve business processes

Although only recently defined as business process management, some methods have been around for decades. You can apply methods from early-era Apple for your business and they might work. 

However, it’s highly advisable to take a look at what modern tech has to offer for your business processes. While there are more innovative solutions to your barriers such as process mining and AI and ML, you can always go the more traditional route with cloud systems or CRMs. 

1. Embracing pre-made templates 

Tracking and creating documents such as contracts between employees and the company, to examples such as merge and investment agreements is an important and complex process. 

There are usually multiple enterprises and governing bodies included, requiring a lot of effort to handle the documentation. One way of making the process of investing or making an acquisition is through the use of templates

Pre-made templates for administrative tasks can be quite helpful in streamlining processes. These templates can be simpler forms or surveys, or more advanced documents such as an investment agreement template

You can use business plan kits at the very start of your entrepreneurial path. There’s also a “Start a business” category that helps you understand the characteristics of your industry. 

Further down the line, there are sales, finances, accounting, human resources, and legal templates, each helping you with important aspects of running a business. Instead of using multiple services and collaborating with multiple experts, such templates will give you a single place for all of your documents.

2. Implementing cloud-based solutions

Traditionally, employees would use on-prem software to achieve their tasks, whether those were creating simple documents or programming, they usually relied on their computer devices. Once they complete those tasks, they could share them via an internal or external computer network. 

Implementing cloud-based solutions

From completing the task to its arrival at its final destination, there were many opportunities for a setback. For example, the version of a program that was used to write the document isn’t compatible with the software and hardware of the recipient. 

If the task was as large as a couple of gigabytes you would have to wait hours for the documents to be sent. If we take into account revisions and further communication, it would take days for a task to be finished.

If you’re a fan of TV shows like I am, you’ve probably watched Better Call Saul. One major plot happens after Saul tampers with documents by switching the numbers six and one. Well, this wouldn’t happen if the banks simply used cloud technology (Although the plot would be a lot more boring).

It’s much harder to alter encrypted and protected online documents. Imagine making a large investment, and unauthorized personnel get their hands on copies of the documents. Digital documents, and templates for them, are much more secure. 

Cloud-based solutions are essential in removing the majority of the mentioned problems. They are accessible from basically any device as long as you have access to the internet. Of course, they have system requirements but they are insignificant compared to on-prem software. Compatibility problems between versions or devices are unlikely.

This type of software usually comes packed with collaborative features allowing whole teams to work on a task. Managers can leave feedback immediately, and employees can start working on it as soon as they see it. 

Implementation of cloud-based solutions will have immediate positive effects on the productivity of your employees. However, a problem might occur if you have vast amounts of data that you have to convert to a form that’s workable. 

3. Utilizing artificial intelligence and machine learning

If you’ve spent even just one minute on the internet in the past year, you’ve likely heard how robots are going to take over the world. Artificial intelligence, machine learning, and AI-powered tools are becoming more popular than ever

At the very top of the list of these programs is ChatGPT. While many managers are afraid that their employees will start to avoid work and instead use ChatGPT, there are many more opportunities than downsides in utilizing artificial intelligence.

Just copying the results that AI software gives you, is of course, unproductive. However, there are many ways in which artificial intelligence can automate tedious processes that employees have, allowing them to be more focused on more important and complex tasks. 

One of the most important responsibilities of HR is to interview, hire, and onboard new employees. The process of hiring also consists of sourcing and testing those employees, and this is where AI comes in handy.

Instead of having to manually write and post job descriptions on dozens of platforms, AI software can help automate this. By both enhancing or creating their copywriting and streamlining the process of creating social media posts, AI gives them time and energy to focus on more important parts of the process.

Interviewing is where no AI or ML tool can help your HR directly. Starting from their communication to transparency and energy, this is where the skills of HR shine through. 

Human resources is only one of many examples of productive use of AI tools. This situation really creates a contrast between the usefulness of AI and the uniqueness of the human approach. 

4. Enhancing cybersecurity measures

Often overlooked, the internal security of your business is crucial for staying on track with your processes. As mentioned earlier, optimizing processes isn’t about improving, but also preventing setbacks.

Enhancing cybersecurity measures

One way of enhancing the cybersecurity measures of your business is by training your employees. This way, they will be able to recognize and avoid potentially dangerous situations on the internet. 

You can also go for an alternate route of utilizing the latest cybersecurity software and hardware. Both ways can be expensive depending on the number of workers and devices that need to be protected. 

The best choice is to make a combination of those two methods and ensure protection against all types of attacks. 

It’s also important to make internal security protocols that ensure the responsibility of your employees. This can be achieved through NDAs or by simply not giving permissions to your employees that will grant them access to confidential documents.

If someone gets access to your business plan or future investments, your competitors can use this information against you. 

5. Implementing CRM software

The majority of methods from this list are helpful for all companies regardless of their industry. However, CRM software isn’t applicable to all situations. CRM helps companies improve their customer experience.

The common goal of CRM is to make more sales. This software streamlines a significant portion of the work that would otherwise be done by a number of employees. Starting from managing social media platforms to creating a centralized database about your customers.

It helps you with making data-based decisions. You can use CRM to analyze the feedback left by your customers and monitor their opinions as time goes on. If you’re working with customers rather than clients, you should certainly consider the benefits that CRM can have for your business. 

In the span of multiple seasons, it will help you establish your company on the market and even predict your success. 

6. Process mining 

Among the latest methods of process optimization is process mining. Even though the concept has been in development for the past decade, is becoming widely recognized in the field of business process management. 

Process mining is a way to conduct a detailed analysis of your business processes. Think of it as an x-ray of the skeleton of your business. It uses data that’s collected through various methods to give you a better insight into the efficiency of your processes.

process mining

There are multiple process mining techniques all allowing you to make more intelligent actions with the aim to improve your business. Furthermore, these actions are also automated, allowing you to spend less time and resources on fixing those processes. 

The major benefits of process mining include its affordability and objective insights. You also won’t have to replace your complete current ways of operation. Rather, you will be able to build upon the current framework of your company. 

Latest technology can skyrocket your business growth 

There’s no need to lag behind your competition. Whether you’re running an e-commerce store, SaaS, or a social media platform for dogs, you can certainly benefit from streamlined processes.

Obviously, there isn’t a magical solution for propelling your business to the very top of the market, but some of these methods can give you a disproportionate advantage. 

It’s amazing how much you can benefit from these tech tips without having to invest a fortune. None of the tech tips from this list will be helpful if you have low-quality products that customers don’t find useful. Optimized business processes will ensure that the process of expanding and making new investments has higher chances of paying off. 

However, if you’re getting up to speed and you’re looking for ways to keep going forward, then the implementation of these methods will certainly give you a boost. You will notice the benefits from optimized processes immediately, but make sure to keep in mind the bigger picture. 

About the author 

Peter Keszegh

Most people write this part in the third person but I won't. You're at the right place if you want to start or grow your online business. When I'm not busy scaling up my own or other people' businesses, you'll find me trying out new things and discovering new places. Connect with me on Facebook, just let me know how I can help.

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