Efficient transformation: digitizing business processes made easy

02.05.2024
by Meike Müller
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Digitizing business processes is the key to greater efficiency and competitiveness. In this article, we will guide you through the necessary steps to transform your processes and show you how you can digitize your business processes with modern digital tools. We also cover common challenges and offer you solutions for successful implementation.

The most important things at a glance

  • The digital transformation of business processes is essential for companies to remain competitive in the modern market and effectively meet challenges such as changing customer needs.
  • Digitalization leads to an increase in efficiency and flexibility, cost savings, error reduction and improves the basis for business optimizations through data visualization.
  • Successful digitalization requires a systematic approach that includes an analysis of the current situation, the setting of clearly defined goals and careful implementation, including employee training.

Digital transformation in the company: A must for the modern market

In today's business world, there is no way around digitalization. You need to integrate digital technologies into your business model to meet the challenges of the market and remain competitive. Digital transformation is not just a buzzword, but an essential strategy that can define the difference between success and failure.

Companies are facing challenges such as disruption from digital technologies, changing customer needs and increasing global competition, which make digital transformation necessary. In this context, process digitization plays a crucial role. It enables companies to act faster, more flexibly and in a more customer-oriented manner. By embracing the digitalization of their business processes, companies can adapt to digital change and succeed in an increasingly interconnected world.

Understanding the basics of process digitalization

Process digitization means making analogue information available digitally and carrying out work steps electronically. This transition is achieved through the use of digital technologies and tools that make it possible to transfer analog processes to digital ones.

The core objective of process digitization is the ongoing optimization of all relevant processes in the company to increase efficiency and profitability.

Advantages of digitalization

The advantages of digitization are manifold:

  • The transfer, processing and searching of process information becomes more efficient.
  • Digital transparency improves internal clarity and transparency in customer relationships.
  • Automated and digitized processes provide a basis for optimization through data visualization.
  • The throughput time of processes is shortened.
  • Personnel deployment for unproductive activities is reduced, which leads to greater efficiency.

These advantages help to reduce costs and enable a more efficient way of working.

Technologies in use

The digitalization of business processes would not be possible without the use of suitable technologies. Process management tools, CRM software, cloud platforms and automation tools are examples of technologies that can be used for process digitalization. Software solutions offer various approaches for specialized task fulfillment, such as the management of data or documents.

The Ninox database is an example of a data protection-compliant low-code solution that supports companies in digitizing their processes, even without extensive IT knowledge. Traditional, analog, manual or paper-based processes are transformed into digital workflows by automating them using software. For example, scanning solutions, document management systems (DMS) and digital forms can be used to convert paper-based processes into electronic formats.

Recognizing and exploiting potential

Digitization offers enormous added value, which is essential for securing a company's future and competitiveness. Digitization saves you time and money, allowing you to react more efficiently to customer needs and market changes. In the long term, digitalization leads to increased efficiency and greater competitiveness.

Customer satisfaction increases thanks to faster and more efficient responses to customer inquiries as a result of digitalized processes. Employee satisfaction is improved through the use of digitalization measures by reducing workloads and optimizing processes. Digitalization is forcing companies to rethink their business models and adapt to new digital growth opportunities and changing market and customer requirements.

Step by step to digital excellence

A structured approach with five proven steps enables you to effectively redesign your process organization for digital excellence. The steps are:

  1. Collecting all processes that can potentially be digitized
  2. Prioritization based on a cost-benefit analysis
  3. Efficient digitalization of business processes

These steps will enable you to successfully digitalize your process organization

Analysis of the current situation

The first step in digitizing business processes is to analyze the status quo of current workflows. Business process modeling is an essential part of the analysis and evaluation of all existing workflows.

The next step involves collecting, documenting and structuring the business processes that can potentially be digitized with the involvement of all departments. When assessing the digitization potential, you should consider the following criteria:

  • Time and cost savings
  • Frequency of the process
  • Suffering pressure
  • Effort required for digitization

Definition of goals and strategy

In order to digitalize the company sustainably and successfully, it is necessary to develop a clear digitalization strategy. Every company has its own individual challenges to overcome. A thorough compilation and review of all processes in the company is crucial in order to develop a tailor-made digitalization strategy.

Setting clear goals and expectations helps to maintain focus during digitalization and make success measurable. Before starting the technical implementation, companies should carry out an analysis of the costs and benefits of the digitalization measures.

The specification of detailed requirements, time frame, personnel involved and costs as well as the selection of suitable software are essential for the implementation of the digitalization strategy.

Implementation and employee training

The implementation phase should be gradual and focus on one process at a time to ensure the highest quality and smooth processes and to increase acceptance of digital changes. Employee training in process management and listening to employees' concerns, problems and suggestions contribute significantly to optimization and successful digitalization.

Professional change management and the involvement of employees are important factors in exploiting the full potential of digital processes and ensuring the successful introduction of new digital systems and processes.

For long-term success, it is essential to regularly monitor, adapt and continuously improve digital processes.

Focus on people: employees in digitalization

The individual know-how of employees is the most important resource and an open attitude towards change is essential for the successful digitalization of business processes.

Successful process digitalization requires

  • consideration of the personnel structure
  • targeted training to internalize the new workflows and applications
  • achieving a high level of acceptance among employees.

Digital structures increase the attractiveness of the company for new employees, especially Generation Z, which has a positive effect on the recruitment and commitment of future employees. The involvement of all stakeholders and collaboration across departmental boundaries ensure a comprehensive perspective and innovative solutions that improve the effectiveness and speed of change implementation.

Document management and process automation

Automated processes improve accuracy and support communication, leaving employees more time for strategic tasks. Process automation promotes accountability as team members recognize the direct impact of their contributions to automated processes.

Automation can accelerate projects by:

  • Creating clear approval hierarchies
  • Integrating reminders for approvals
  • Enabling real-time tracking and notifications
  • Contributing to governance and compliance
  • Achieving cost savings by transferring certain activities to software
  • frees up manpower for other tasks

Overcoming obstacles: The challenges of process digitization

Companies that put off digitizing their processes risk being overtaken by the competition and losing out to competitors. In fact, 40 percent of decision-makers are dissatisfied with their digitalization strategy, which points to typical challenges in the digitalization process.

It is therefore necessary to identify these challenges and find suitable solutions. A clear vision, a well-defined strategy and a dedicated team are crucial for the success of business process digitization. This is the only way for companies to fully exploit the benefits of digitalization and strengthen their competitive position.

Future prospects: Further development after digitalization

Digitalization is an ongoing process that requires regular monitoring and adjustment. Measuring success after the digitalization process is crucial in order to evaluate whether the set goals have been achieved, whether processes have become more transparent and whether errors have been avoided.

Following the successful digitalization of their business processes, companies are faced with the task of optimizing and further developing their new digital structures. This can be done by regularly reviewing and adapting the digital processes and by using feedback and data for continuous improvement. It is an ongoing process that requires constant attention and commitment, but the benefits are worth it.

Summary


In this post, we have highlighted the importance of digitizing business processes and explained the steps to achieve digital excellence. Digitalization offers tremendous opportunities to increase efficiency, competitiveness and customer satisfaction. However, it requires a structured approach, the involvement of employees and a continuous improvement process. Companies that actively tackle the digitalization of their processes will be able to master the challenges of the modern market and secure their future. If you need help with the digitalization of your company, we are the perfect people to talk to. We can help you digitize and automate any of your business processes. Contact us at any time for a no-obligation consultation. We'll uncover your potential!

Frequently asked questions

  • What is process digitalization?

    Process digitization means providing analogue information digitally and carrying out work steps electronically. It helps to increase efficiency and save costs.

  • What are the benefits of digitizing business processes?

    The digitization of business processes offers effective process management, cost savings, increased efficiency and flexibility, resulting in significant benefits.

  • What is the first step in digitizing business processes?

    The first step in digitizing business processes is a thorough analysis of current workflows. Implementation can then begin

  • Which technologies are used in process digitalization?

    Process digitalization uses technologies such as process management tools, CRM software, cloud platforms and automation tools. These support the efficiency and transparency of business processes.

  • What are the challenges of process digitalization?

    The challenge with process digitalization is that companies that postpone this step run the risk of being overtaken by the competition and losing their competitiveness. Timely digitalization is therefore crucial.

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Meike
Meike
from 02.05.2024

Hello, my name is Meike. I take care of the EXWE back office and am responsible for our social media channels. All of our articles are meant to make your life easier and help you make decisions. Nevertheless, it can happen that something remains unclear, so: If you have questions about this article you can easily reach me at +49 231 93149827.

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