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Author Vadim
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Optimization of business processes

Every company has a range of business processes, even if the company did not think about it or calls them otherwise. These can be processes of sales, procurement, a number of production processes, management processes, and many others.

From the point of view of automation, it is very good when the company has already thought about the description of business processes and deals with this. Even better, when the company has implemented and maintains a quality management system (ISO 9001), which carries the approach of the process, and implies a full description of allocated in the company's business processes.

Even perfectly built and described business process over time needs to be reorganized. Because over time, conditions of labour are changed, new jobs, new processes are connected, the number of participants in the process is changed, established connections are lost. As a consequence, conflicts may occur that significantly slows down the execution of business processes, reduces output, and ultimately reduces the profit of the company. The need to review and streamline business processes becomes evident: analysis (description of the model "as it is") and optimizing the construction of the model "as it will be". The same situation occurs when in front of the company arises the question about the automation of its business (entirely or in parts).

Timely optimized business processes allow you:

  • to reduce time loss;
  • to reduce operating costs;
  • to improve the manageability of the company;
  • to improve the quality of customer service;
  • to achieve targets;
  • to improve the competitiveness and sustainability of the company.

Evaluating the pros and cons, you should not forget that all business processes are interrelated. Changes in one of them may have consequences in others. Before planning volume of changes, you need to evaluate, if the company is ready to implement them. Better to start with a small business-process that does not require large material and moral costs. In order not to disappoint the employees and not to make the staff be against any changes in the future, it is necessary to gradually accustom employees to innovation.

In recent years, the increasing popularity as an efficient method for the optimization of business processes has become the introduction of automated management systems called ERP. They simplify management of all enterprise resources and reduce the human impact on the workflow.
ERP systems are built on a modular principle. Their structure implies the existence of separate units responsible for the particular process. Thanks to this organizing principle, it is possible to review and to extend functional capabilities of the entire system for new needs.

As one of the simplest options of optimization, let’s consider the functionality of the ERP system - document management.

Only one document flow optimization can significantly improve the quality of processes. Additionally, this will entail a positive experience to other business processes.
It greatly simplifies the process of document management. In the complex, it solves problems of automation of accounting documents, the interaction between employees of different divisions, control and analysis of performance discipline.

Using only the functionality of document management you will get:

  • centralized secure document storage;
  • online access to documents based on user rights;
  • registration of incoming and outgoing documents;
  • viewing and editing documents;
  • version control of documents;
  • work with documents of any type;
  • a collective work of users;
  • document routing, customizable for each document separately;
  • automated downloading documents from email and from the scanner;
  • control and accounting the staff time.