Business process optimisation

How is business process optimization performed?

Business process optimization - a continuous and ever-present process. The business process optimization techniques are to document existing processes, business operations, requirements, systems used, and data models.

When these documents are prepared, it is possible to create solutions that streamline operations, save time, and allow for cutting corners by achieving the same or better result in much less time.

What experience Notas IT team have in business process optimization?

Notas IT team has optimized processes for several businesses. One of our favorite business process optimization examples is load registration in a prominent Lithuanian transport company. The business has used a transport management system that, to register a load, requires performing these actions:

1. Creating an empty load
2. Importing load information from the manufacturer's storage by going deep into the menus
3. Assign a loading number for each car in the load
4. Sending load confirmation for the individual car in he load

The system was not flexible and signaled about hurt company process efficiency. The registration of each load took about 15 minutes. We solved this situation by performing process analysis, process mapping, and creating a new system, which empowered business process automation. The system works in the following way:

1. Has a periodically running process, which scans the manufacturer's storage and imports the load automatically, generates a unique loading number, and sends a notification to the transport manager.
2. Allows the transport manager to log in to the system, open the newly created load, assign a truck, and send the message to the manufacturer

This business process optimization strategy allowed the load to be managed in less than a minute, which was a huge business process improvement. These 14 saved minutes, per different managers, accumulated to hundreds of ours per year. By performing this optimization, the key performance indicators were improved, and customer satisfaction was higher.

How can optimizing business processes increase business growth?

It is often said that continuous improvement is a daily goal for each motivated employee. However, in reality, we must do tedious, casual tasks that take a lot of time, make us tired, and leave very little room for thinking about current business processes and how they can be improved.

Business process optimization allows delegating manual tasks to software and empowering humans to use their precious time for business growth.

What simple, yet very effective actions can be performed to increase the efficiency of business processes?

Especially when dealing with legacy systems, slow system performance is usually the case for starting the investigation. In that case, our team takes a look at system resource utilization and possibilities for adding database indexes. These actions alone, by performing corrective actions, can significantly improve operational efficiency and business performance.

How long does the business process optimization usually take?

A business process optimization duration is a very individual action, depending on your organisation's size, maturity, and current processes. However, our data shows that the entire process of analysis and implementation usually takes from 2 weeks to 2 months.