Business Process Management (BPM) involves planning, organizing, optimizing, and implementing processes in a business that helps it achieve its goals. BPM enhances customer relations, improves the manufacturing process, employee management, etc. Moreover, it can create a productive environment where tasks are handled efficiently.
When it comes to employee satisfaction, many organizations face a problem in retaining employees. Job hopping is a trend among millennials. A survey by Gallup shows that 21% of millennials changed jobs in 2015. The turnover in millennials costs the U.S. economy $30.5 billion per year.
Retaining employees is becoming a difficult task, as today’s employees seek job satisfaction. It results in a high turnover rate, which costs time and money. The hiring department has to search the job market for talent, which consumes valuable time and resources. Some companies also utilize the services of an external hiring team. Often, small businesses and startups do not invest in an HR department and spend about 40% of the time involved in tasks such as hiring. Job postings on various sites cost a company. On LinkedIn, posting a job for 30 days costs $495. Although such sites offer discounts, hiring new employees is expensive.
In addition to this, managers have to train new hires, which requires the expenditure of resources. Research says that new hires take anywhere between 8 (for clerical jobs) to 20 weeks (for professional jobs) to reach maximum productivity. To save costs on hiring and training resources, an organization needs to retain its employees. It also creates less burden on the human resource department and managers.
An employee wastes time juggling between tasks daily. In the absence of a workflow, employees feel frustrated. It also affects an organization since tasks are not being handled effectively. If an employee is not satisfied or feels like their work is not making a difference, it is likely that they would quit. Employee dissatisfaction results from an unorganized work environment, where employees are not facilitated. Hence, organizations need to engage employees and facilitate them by prioritizing and handling their problems. A company that caters to its employees will find less turnover, increased productivity, and job satisfaction among its employees. It is only possible by introducing workflows that reduce bottlenecks and streamline processes.
What value does BPM add?
There is a lack of awareness regarding the importance of BPM in an office. Many businesses do not invest because they underestimate the value it adds. Moreover, BPM for employees is unheard of since many organizations attribute complacency to employees due to a lack of motivation. But a little investment in incorporating easing processes can have huge returns. It creates less confusion regarding who to approach in case of a query. A well-planned BPM strategy in place focuses on employee engagement and eases their day-to-day tasks.
- Improves workflows and decreases bottlenecks
- Improves employee productivity by streamlining processes
- Reduces employee time wasted on menial tasks
- Less burden on employees to juggle between tasks by prioritizing them
- No more overworked or burnout employees
- Saves resources such as time and money for an organization
- Creates a process for handling solving employee queries, requests, and problems
- Creates a chain of command and helps an employee contact the right department
- Outlines the person/department responsible for a task or process
- Clearly defined steps in a process
Implementing a BPM strategy
Employee queries and requests can range in complexity. Most people believe that an HR department is responsible for this. However, other departments such as IT, finance, or another department may be responsible for handling employee queries. BPM helps in creating a seamless workflow where departments can communicate with each other. Not only this, but it also improves communication and processes within a department. So you no longer have disgruntled and dissatisfied employees.
Arriving at a well-defined workflow requires you to be clear on a few things. The following gives an outline:
Before outlining the tasks involved in a workflow, determine what sets off the need for it. A request from an employee for a pay raise, or vacation serves as a starting point for the workflow. The processes involving this request are what make the workflow. Once you have the starting point defined, you can begin the next step.
This step involves dividing the workflow into smaller tasks. For example, an employee requests a pay raise. The workflow is divided into the following tasks:
- Handling the request by the concerned department
- Forwarding the request
- Approving or rejecting the request
- Replying to the concerned party.
The tasks need to be clearly defined so that there is no room for ambiguity. Moreover, it should outline each step and cater to different scenarios. For a workflow to be successful, it should cater to maximum employee inquiries.
Person/department responsible for the task
This step involves deciding where the request or the query should be forwarded to, the department involved, and the person responsible for the task. Considering the same example as discussed above, this step involves deciding whether the HR department or the upper management should handle the request for a pay raise. This step also includes deciding who is responsible for the decision concerning a pay raise. Finally, it involves who is responsible for replying to the request.
Tools and training
Once the workflow has been carefully outlined, a company may need to provide training to the relevant staff members. In addition to this, documentation is required that details the workflow. In the case software solution is implemented to streamline the workflow, employees will need the training to use the software.
What are the barriers to the adoption of BPM?
On the surface, implementing a BPM solution for improving employee productivity should encourage the staff. However, it is human nature to resist change. Employees, unfamiliar with the workflow, may not be as enthusiastic as anticipated. It may be because of the challenges faced in learning new software. Hence, a company should consider incorporating existing processes, rules, and guidelines in developing a new workflow.
Apart from this, training is essential in the widespread acceptance and adoption of a BPM solution. If an employee is not aware of the advantages of adopting a new workflow, how can they accept it? Hence, explaining the benefits and onboarding employees is essential. Moreover, if a company wants to gain benefit from a workflow, the changes should be communicated to the concerned departments. So everyone is aware of the changes made. To benefit from a BPM solution, employee feedback can help improve the process even more.
Apart from this, implementing BPM is costly. If a software solution is implemented, it may require updating the system. Additionally, training for employees can have their cost as well. A company may need to hire additional personnel, such as technical staff.
Business Process Management is an essential component of an organization. Its application is not only limited to employee management but also to other parts of an organization. Managers could implement Xnspy or other similar software to measure the success of a workflow. Moreover, applications like Xnspy could help managers determine the new productivity levels of employees after the implementation of a BPM strategy. Clearly-defined workflows streamline processes and can boost productivity and make a business efficient. On top of a well-defined BPM strategy, businesses need to ensure that their employees are maximizing their productivity. A modern take at employee monitoring can ensure a foolproof plan to ensure your organization achieves its goals. Xnspy allows managers to look into the daily phone activity log of the workforce, like phone calls, emails, browsing history, or any multimedia that’s imported or exported out of the device. The time that they spend on their phones also entails a crude understanding of their motivation and engagement levels. On top of it, location tracking is also a remarkable way to keep your on-the-go employees in check.
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