Businesses or organisations are always seeking to improve their process and in so doing, their overall service.
And a great way to improve processes?
Using process management software that enriches your service improvement needs.
Here are 5 reasons why you should be using process management software for service improvement.
Knowledge Management: All Your Information in One Place
The first reason is knowledge management.
As we know, company knowledge can often be scattered in various departments or sub-departments. This separation of material causes a lot of problems.
Not only for training purposes when someone new is coming in and finding that the process maps last checked months ago do not match up at all with the reality, but also to avoid miscommunication and make process review a lot easier.
Having all the information and associated documents in one, singular place, accessible to all relevant team members, is a huge step forward. And is only possible by using software that makes it easy for everyone to access and understand how the processes work.
This way, you find out that teams in both accounting and customer service are wasting time filling out the same forms – and you can nip the problem in the bud. Everyone relevant to a particular document or process can have access avoiding such issues and ensuring everything is running smoothly and efficiently instead.
And it’s not all existing in old filing cabinets, dusty binders, that one Google sheet, or in the head of a team member that’s about to go on leave.
Process management software with access to process libraries makes it all so much easier.
Process Reviews Built In
Another feature of process management software is that your process review is built into the software itself, helping your service improve exponentially and speedily over time.
You don’t have to set a reminder or organise a workshop every other week, simply utilise your software’s process review component.
Software can remind you when it’s time to review your existing processes to find improvement spots. Your decision-making process will be quick and easy. With less discussion regarding changes to the budget, spending, resources, and allocation of funds, everyone is able to see the same pain points suggested on the software for improvement when reviewing processes.
You’ll stay on top of trends and adjust your business accordingly. No more procrastinating when it comes to reviewing your process or running that workshop, let software help guide you to the best changes for your processes with your team.
Avoid Miscommunication With Clear Responsibilities
Another important benefit of process management software for service improvement is the clarity of roles.
For example, Skore clarifies who is in charge of what task, and what their role entails. Creating a process or reviewing one makes it a lot easier to assign roles and check on the correct individuals whenever there is a doubt.
Miscommunication will be avoided if people take responsibility making the entire process flow a lot smoother. Software expressly built for process mapping and process management will also typically follow a model such as RATSI or RACI to help assign responsibilities.
This makes everything a lot more transparent and clear to all involved parties, from the those running the process to the stakeholders looking to understand how it would work. And those in charge of those steps can also understand why their involvement is required during certain points in the process.
Your process will instantly run more efficiently, avoiding any of the common bottleneck issues when responsibilities are unclear, and ensuring the wait times are shorter or for more specific reasons and not simply part of how “the process always is”.
Additionally, your process is then focused on roles and not individuals. Mark from Accounting could be unavailable at any time, or even leave the company. But the Associate Accountant role has certain duties and tasks associated, so you can ask someone else in a similar role or a role above them if you run into issues.
Assigning roles as standard when mapping processes and having a way to analyse and track them ensures that there is accountability. Often one of the greatest challenges when running a project is being able to push things forward. Once a stage in the process has a role assigned to it, it is clear to all who is responsible for getting sign-off and moving things forward.
It’s why in Skore, a central part of the process map is indicating and answering the question Who? Is in charge of what action. The clearer the role in charge is, the best for everyone.
Cost Management At Your Fingertips
With process management software, the Service Improvement goal of cost management has never been easier.
Let the software calculate it for you and prepare the business case for you, such as with Skore’s Quantify.
You simply input all the numerical data, and let the software run its options. It’ll provide you with expected revenue, how much of a difference it is from what you’re spending, and then what you should change to spend less. You can be sure that the calculations are available and correct for each process.
Quantify can even help you assess where the blocks are on your existing process, and then also explore different scenarios. You can then see how those changes will affect the year in a month, quarter, or year, allowing you to build your case for stakeholders to make the necessary changes.
In fact, Quantify will build the business case for you if needed.
Decision-making internally within teams and with stakeholders will become a breeze, using valid data to help speed things along significantly. Not only do you have the numbers to demonstrate your case but you can also delve into the detail easily when challenged.
And you don’t even have to make the calculations yourself!
Access the Process from Anywhere
Finally, process management software allows you to access your process maps and information from anywhere.
You no longer need to all physically be in a workshop once a month to work on it together. Software allows you to rely on a cloud-based system, so that your team can access your processes from anywhere, anytime.
This means team members can work asynchronously on process mapping or process reviews. You should find a software that allows you to leave comments and add information where relevant.
Additionally, because it can be accessed from anywhere, employees will be able to consult it anytime should they run into issues. This is useful during training periods, or any time they have a question. They can quickly determine the correct individuals to ask questions if necessary, or answer their own questions by looking at the process maps.
This also means you can easily update your processes whenever changes occur, keeping your processes relevant.
It also means reviewing the process can happen from anywhere, and with a tool such as Skore’s Quantify you can run it and try different solutions on your own before you share it with everyone else. This easy accessibility will help your processes run smoother and more efficiently.
Service Improvement means Healthy Processes!
Process management software exists to help your processes improve, and thus your service improves.
While we’ve gone over five reasons you should be using it, there are many more to consider. A key point to always remember is process management software is designed to help your business run smoothly.
You don’t need to patch together process maps and calculations on programs or options that don’t really work for your needs. Everything related to processes should be addressed and made easier and accessible for you in one, singular place.
Interested in learning more about process management software and service improvement?