Paralyzed by too much choice? No need!

Do you want to control your business processes in an agile and flexible way? There are numerous powerful IT tools for this. But which business process management (BPM) system is best for you? This is a question that can’t be answered in a rush. There are more than 100 different BPM tools on the market.

We know the criteria to be used to assess these tools. And this means we can save you from the agony of choice. But perhaps you already have a favorite in mind? If so, we’d be happy to carry out proof of concept testing to determine whether it’s really suitable for your needs.

Because often, the devil’s in the detail. We know this from experience. We’ve already helped lots of companies with their BPM selection process. And in doing so, we’ve learned a lot, and we can use this to help you.

Your compass through the BPMS jungle

The BPMS market is fast-paced and complex: There doesn’t seem to be a clear solution. Or perhaps there is… Thanks to our experience, we know today that it is indeed possible to find the right solution for every company.

But you need to be aware of requirements and to know what a system can do. To find out the scope of performance of the systems on the market, you have to ask the providers the right questions – and be aware of the pitfalls that might lie in wait on your journey to choosing the right system.

One obstacle is simply the sheer number of products. The market offers a real potpourri of products, and the BPM suites of individual providers often have different focal points or follow different philosophies. Is the focus on pure process automation with BPM(N)? Are there mainly background processes or is lots of human interaction involved? Does the system need to be integrated into your core systems or be structured separately?

You also need to clarify whether and to what extent concepts such as Decision Management (DM) and Case Management (CM) are required. And there’s a new question, too: How to deal with the topic of Robotic Process Automation (RPA). Does the tool need to combine all functions and variants in one? Or would you prefer to use special software for each required area?

Things to consider

  1. The choice of a BPM system really needs to be in line with the strategy of the company. For example, it’s important to consider possible system enhancements right from the start.
  2. You should ensure a broad acceptance of the system in your company and clearly inform employees about the changes they and their departments should expect.
  3. Define and plan initial implementation projects that will demonstrate real success in the short term (“quick wins”).
  4. A fixed timetable for the introduction of the BPM system is essential (see the graphic)

Define the time frame and milestones right from the start. In many companies, the budget is closed on September 30th already, and decisions about investments must have been made by then.

How to proceed

If you have initially decided upon process automation with a BPM product, the second step consists of defining and prioritizing requirements together with all of the involved parties. But be careful! The true art lies in anticipating future developments, too, and planning them in from the start.

The crucial question – but carefully posed

The more details you have about what you need, the more targeted the questions you can ask. Ask your questions clearly, but with a sure instinct. The aim is to get as much accurate information as possible about what the systems of the individual providers can actually do. And the extent to which they meet your requirements.

The long journey to the shortlist

The responses of the providers now need to be assessed. Further research and more consideration might then be required. Do this carefully and cautiously. After all, it is a question of which three suppliers you ask to present their products.

And the winner is…

All product components and the system design are presented. The reference projects have already had impressive results, and the service partners have proven their skills. Purchasing has approved the licensing model and even the baptism of fire – the final test in real conditions on the customer’s premises and using the customer’s devices – has been survived. If, ultimately, all of the facts speak in favor of the capability of the system, then… Congratulations! You’ve made the right choice.

Can’t it be done even more quickly?

Each company has to make its own way to choosing the right product. Are you interested in getting started quickly and gathering experience? Together, we’ll find a product that fulfills this purpose. All of the products can automate processes, and if you have no special system requirements, a shortcut might be both helpful and justified.

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