Process monitoring is important in process analysis because it helps businesses keep track of performance and continuous improvement. Process monitoring can also help businesses identify risks and compliance issues and ensure that tasks, processes and workflows are meeting their goals.
What exactly is business process monitoring?
Business process monitoring is the proactive review and analysis of the performance of processes to identify potential bottlenecks, check conformance and find improvement opportunities. Diligent monitoring helps you see if everything is going according to plan, identify errors, and make necessary changes along the way.
The benefits of business process monitoring
Identify and avoid potential bottlenecks
Even the most well-planned processes will likely present a few bottlenecks in the real world. Although a few bumps in the road can be managed, numerous sticking points and unanticipated issues can be damaging.
Measure and ensure process conformance
You may have a perfectly designed process plan, but occasionally things take an unexpected turn. Active process monitoring will pinpoint potential areas where you're deviating away from the happy path.
Save time and money with streamlined tasks
After spending some time monitoring your processes, you might spot some tasks that could be slightly revised to save time and resources. Some tasks might require fewer people to conduct, and some could even be completely automated.
Improve alignment between functions
Processes are often shared between different teams and organizations. Effective monitoring helps different stakeholders to keep track of performance, enabling collaborative business process improvement.
Even the most well-planned and implemented new business processes can be ineffective and even damaging without careful monitoring. Business process monitoring is much like going to the doctor for a check-up. You might be fit and healthy overall, but the doctor might find your blood pressure is slightly high. In response, the doctor prescribes medication to combat the issue before it negatively impacts your health.
So don't forget about your new processes once they've been implemented. Leaving a few small issues going untreated here and there adds up to many huge problems down the line, some of which have negative long-term consequences.
Tips for successful business process monitoring
Set a clear end goal
Before you monitor your processes, make sure you're clear on what you want to achieve. Perhaps you run an online store and want to avoid running out of a certain product during a busy season.
A vague goal, such as supporting distribution teams during busy periods, is not clear enough. Setting precise goals such as automating the order process of the iPhone 13 during the Christmas shopping period keeps the process running smoothly.
Compare processes with KPIs
Setting KPIs (key performance indicators) helps you understand what goals are being reached and spot any problems in your process.
KPIs set in place during the implementation phase can be used by employees to devise personal objectives. Setting both long and short-term KPIs helps employees track progress, gain insights and make improvements. Remember, It's important to use quantitative and qualitative KPIs to gain balanced insights.
Get the best from your monitoring tools
A good business process monitoring tool will help you uncover hidden opportunities and prevent bottlenecks by analyzing your processes. All business process monitoring tools are effective because they notice things humans generally don't think about. However, Workfellow is the only software that sees the manual work involved in providing a service.
Picture a typical airport during an unpredictable event like a labor shortage. Due to the lack of staff, the lines at the airport become longer, many people miss their flights, and take-off time is delayed. All these bottlenecks add up to bad customer relations or even a full-blown PR crisis.
But, by understanding the manual work required to deal with new tickets during peak and unpredicted events, the airport can put a system in place. Process monitoring shows the accumulation of additional work during these events, so you'll be on top of the situation and can react immediately and according to plan.
The Bottom Line
Effectively monitoring your processes requires an excellent monitoring tool and diligent observation, planning, and reporting from process actors. By identifying and fixing potential bottlenecks and understanding the manual work related to providing a service, you'll ensure your processes run smoothly. What's more, you'll uncover hidden opportunities along the way.