When you think about streamlining your organization's business processes, your thoughts may turn quickly to automation. With all of the buzz around business automation -- and the benefits that are supposed to go along with it -- that makes sense. But as is so often the case, the real story behind streamlined processes isn't as simple as automating every possible task.
In fact, one of the keys to building better processes through custom software is to understand that some tasks are better suited to human beings, while others are ideal for computers. A human can react quickly to new and unexpected contexts and make complicated decisions on the fly. Software, on the other hand, excels at sophisticated number crunching and repetitive tasks governed by consistent rules.
When you set out to streamline business processes, it's important to understand the nature of the tasks at hand -- and align both human and software resources accordingly. Many organizations have wasted untold amounts of time and money trying to make software perform tasks more appropriate for human beings. Likewise, many companies have grown inefficient, fallen behind, and caused employee burnout by failing to apply custom software solutions to tasks where they are best suited.
How can you avoid these fates and use custom software to optimize business processes effectively? One great first step is to simply talk to your team. Ask about areas of frustration, or tasks that they perceive as avoidably onerous. This will typically give you some useful insight into areas for potential improvement. Next, look out for one of these three common problem areas:
1) Misalignment between tools and tasks
This problem is rampant in organizations worldwide. Companies simply use the wrong tool for a particular job, and they achieve suboptimal efficiency as a result. They may have started using a given tool and grown beyond the point where it was appropriate, or they may not have known about available alternatives. In any case, for better results these organizations may require custom software tailored to their exact needs today and in the future.
Some common examples of this problem may be painfully familiar to you: using an email account for orders instead of a full-fledged commerce system, or using a calendar application to schedule meetings instead of a more powerful and appropriately featured CRM. Perhaps you're coordinating a team effort over email when project management software or integrated team chat functionality would better serve your needs.
Look for instances in which your tools are obstructing or dictating your processes rather than facilitating them. Then start considering better solutions.
2) Inefficient data entry
Often, human-driven data collection is subject to error and quality issues, in addition to being slow and tedious. With custom software, you can effectively automate data validation and often the data collection itself, resulting in much cleaner and (due to the increased speed of processing) more up-to-date information.
This move typically enables organizations to be more responsive, and to turn their employees' attention to other -- often more high-value -- tasks. Sometimes you may be able to collect data through mobile device functionality like cameras, barcode scanners, GPS, and similar features. In other cases, you might speed up processes driven by older software. If employees are manually entering information into open form fields today, they may be able to more quickly enter data through auto-populated drop-downs or other menus in a new solution.
3) Missed opportunities to use analytics
Many organizations' reporting functions aren't taking advantage of modern analytics capabilities -- and they're missing out. One of the most important assets for companies that wish to iterate and improve their processes is data on both external factors like client interactions and internal factors like business process performance.
When custom software drives your processes, it can also track those same processes, giving you crucial insight on your operations. With internal analytics you can identify workflow bottlenecks, ineffective vendors, and revenue patterns. The more data you have available, the more opportunity you have to improve your company's efficiency in the future.
These are just a few of the business process challenges that companies may face which are solvable through custom software. By analyzing your organization's particular goals, challenges, and needs, you can identify the best opportunities for your company to eliminate existing roadblocks and move confidently ahead.
To learn how custom software can solve your organization’s unique challenges, check out Art & Logic’s Complete Guide to Developing Custom Software for any Business Challenge.
Kendall Wyman is Global Account Manager at Art & Logic, acting as an advocate for clients' projects and businesses while working closely with Project Mangers, development staff, QA team, and UX talent to build lasting business relationships. She holds a BS in Theater from Northern Arizona University and enjoys sailing, downhill skiing, and her role as Wilderness First Responder.