Digitize business processes

Digitizing business processes: the ultimate guide to successful implementation

Change is underway across all sectors and company sizes:

There has long been no alternative to the digitalization of business processes. However, the possibilities and potential not yet arrived everywhere. Digital processes can be used to increase the efficiency of your own digital systems reduce the error rate and save time and money.

What steps and technologies play a role in this and how can the tepcon instructor help? Answers to these questions in this text.

The most important facts at a glance

  • The digitalization of business processes increases efficiency, reduces costs and improves competitiveness through automated workflows.
  • A structured approach, including as-is analysis, target definition and technology selection, is the key to the success of any digitalization strategy.
  • Core processes such as customer service and contract management, but also production, are particularly well suited to digitalization: Significant benefits can often be achieved here.

Process digitization: How to make the change a success

Process digitization in the corporate sector is playing its part in ensuring that companies can continue to cope with the growing range of the growing range of technologies and the dynamic market around the globe.

Industry 4.0 demands creative, flexible, fast and customer-oriented ways of working in all areas. This can be managed well with digitalized processes - but not with traditional paperwork. Today Today, economic success and competitiveness also depend on whether and how thoroughly your company's processes are company's processes have been examined for their digital potential.

A key advantage of digitalization is the improvement in flexibility and agility, as manual processes are avoided. are avoided. By converting analog processes into digital processes, companies not only save time and costs, but also optimize their workflows. costs, but also optimize their workflows. Data can be archived automatically, and the document management system ensures simple, less labor-intensive administration with maximum efficiency.

The data collected by the software can also be put to good use: They show optimization potential, for example with the analysis of usage and waiting times. Thanks to digital management of their processes processes, companies need to spend less time and effort on tracking, measuring and adjusting, thanks to automation. automation. In the long term, optimized company processes not only improve the organization in all departments, they also departments, they also have the potential to sustainably increase overall competitiveness.

What are the benefits of process optimization?

The digitalization of business processes means using digital technologies to transfer analogue to digital processes. digital processes. This change brings numerous advantages:

  • Cost savings
  • Productivity increase
  • Efficiency improvement
  • Better data analysis
  • Increased flexibility

Digital business processes ensure optimized workflows: A digital business process is generally faster to implement in terms of time and financially faster than the analog way. This leads to an increase in productivity, and employees employees can be assigned other tasks for which valuable time was previously lost.

Hidden resources in the general organization and in all areas of the company can be exploited with digitized processes can be exploited. If you don't want to be overtaken by the competition, you can't avoid digital business processes.

So let's take a detailed look at the path that leads to process digitization. From the ACTUAL analysis to the definition of TARGET objectives through to the selection of suitable technologies - get an overview of the possibilities and opportunities of the possibilities and opportunities to ensure your success with digitized workflows.

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Which business processes are best suited for digitization?

Not all business processes are equally suitable for digitization. But thanks to modern technologies and software, a surprisingly large number are. Typical candidates for process digitization would be, for example customer service, contract management and sales. Here, the digital solution often has a direct positive impact on customer relationships and, as a result, on business success.

In the administrative area in particular, almost all business processes can be digitized if they have not already been. With the aim of increasing efficiency and saving resources, it is worth taking a look at existing process steps in process steps in accounting, human resources and purchasing. When companies digitize work processes in these areas they can optimize old workflows and improve the efficiency of their entire organization.

Common challenges and solutions in process digitization

Cost-benefit analyses help companies to assess the actual potential of their digitalization projects. Rising costs are a common challenge when digitizing processes. A comprehensive security strategy is necessary to address security concerns related to data protection and cyberattacks. address.

Digitized processes can be inefficient and impair company growth. Digitalization itself does not automatically lead to an increase in process quality.

Companies need holistic solutions for successful digitalization. Read on to find out how below. Or you can book your consultation directly for your individual, customized solution with the tepcon instrucotor.

The most important steps for digitizing business processes

The digitalization of business processes enables companies to be faster, more flexible and more customer-focused while reducing costs. and reduce costs at the same time. In order for this project to succeed, a clear digitalization strategy that takes into account the specific requirements of the company.

Ideally, you should review the individual areas and processes as part of the digitalization process. You should proceed step by step step by step and not want to revolutionize everything in one fell swoop: With a well-planned transition you don't overwhelm your employees and can check and convert all process steps with the attention they deserve. and change them over in the long term.

A classic process model for digitalization includes analysis, target definition and selection of technologies. This structured approach is the basis for successful process digitalization.

Digitize business processes in three steps - this is how it works

Digitizing business processes can be a major challenge in some organizations and companies. Depending on the area, the integration of new systems into existing structures is often demanding and time-consuming. time-consuming. It is also important to take this into account: Uncertainties about legal requirements can delay the implementation of digitization. delay the implementation of digitization.

In view of the potential pitfalls, step one of process digitization is all the more important.

Step 1: Analysis of the current business processes

FMEA risk management is another important approach to error prevention. The FMEA method supports preventive quality assurance by systematically identifying and prioritizing the causes of errors and potential defects in the production process.

FMEA analysis is a structured process consisting of seven steps:

The aim of the as-is analysis is to create a digitalization strategy.

The following steps should be observed in order to carry out the ACTUAL analysis:

  • Summarize and collect all processes.
  • Document detailed procedures of existing processes.
  • Consider both manual and inefficient processes.
  • Include documented process sequences.

These steps help to create a comprehensive basis for the digitalization strategy.

The ACTUAL analysis determines the qualitative and quantitative ACTUAL status of the business processes. It serves to evaluate the efficiency of existing processes and to identify potential for improvement. With this inventory can then be used to create a ranking list of the business processes to be digitalized.

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Step 2: Set target goals for digitization

The following points should be taken into account when defining the goals for digitalization:

  • exact requirements
  • Time frame
  • persons involved
  • Cost framework
  • suitable software

The current degree of digitization of the processes can be assessed using a standardized scheme for classifying the business processes. business processes can be evaluated.

The following factors are used to determine the digitization potential of the business processes: possible cost and time savings cost and time savings, the frequency of the processes and any existing psychological pressure in the analyzed departments. departments.

In order to carry out an effective cost-benefit analysis of digitalization, questions should be asked about the costs of digitalization and the resulting benefits. digitization and the resulting benefits. After digitization, it should be checked whether the processes have reached the desired target state and whether there is further potential for improvement.

Step 3: Selection of suitable technologies and tools

The selection of technologies for process digitization should be based on the specific requirements and long-term flexibility. long-term flexibility. Process management tools and automation solutions are crucial for the successful successful digitalization and optimization of business processes. Tools should meet current requirements and be future-proof.

Suitable technologies for the digitalization of business processes include

  • Process management tools
  • CRM software
  • Cloud platforms
  • Automation tools

Document management systems (DMS) play an important role in the electronic storage, management and tracking of documents. tracking of documents.

Successful implementation of digital business processes

Once the process is complete, digitalization ideally has the following effects on business processes business processes:

Higher efficiency

Better margins

Lower costs

More transparency

The entire company benefits financially from digitization through time savings, which leads to cost reductions and sometimes also saves on personnel.

Employee training and change management

Training is crucial for the success of the implementation and employee acceptance. To digitize your business processes, you need every single team member to be involved in optimized workflows. to be involved in optimized workflows.

The employees concerned need suitable training so that they can use new technologies effectively and solve problems. solve problems. Under certain circumstances, routine tasks can be digitized independently by employees, for example with suitable low-code tools. suitable low-code tools.

The active involvement of all employees in digitalization not only promotes new ideas, but also strengthens their commitment and motivation. their commitment and motivation. The necessary change management requires a comprehensive strategy for the planning and planning and development of changes. Flexible division of labor between user groups can increase acceptance of the change project. the change project.

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Monitoring and continuous improvement

Once the initial process is largely complete, the next stage follows: monitoring and further optimization.

Monitoring digital processes is important to ensure that the desired results are achieved. It is necessary to review the digital processes on a regular basis: Are the desired goals still being achieved, are any adjustments to the process necessary?

These factors can be used to measure whether the digitalization of business processes is successful:

  • Target achievement
  • Expenditure
  • Transparency
  • Error avoidance

Continuously reviewed, expanded and adapted, digital processes ensure flexibility and adaptability in all areas of the company.

The tepcon instructor: The solution for anyone who wants to digitize business processes

Let's take a concrete look at where and how business processes have been successfully digitized. In industrial production, which has been modernized with Internet of Things (IoT) technologies, there are countless possible applications, for example for software that can be used to explain and support a process for inexperienced users. and accompany them.

Digital work instructions, service documentation and assembly instructions make daily work easier in many companies today. daily work. They enable immediate access to up-to-date and interactive information - everyone who needs it can access the necessary data immediately.

This is the solution that our tepcon instructor offers: Digital work instructions can be created within minutes using this software. Efficient assembly and It's no secret that efficient assembly and service instructions are the basic prerequisite for production to flourish.

Our success story from the mechanical engineering sector shows the concrete effects of this. Here we were able to help a specialist in microchip production processes with our software for in-process documentation and guidance. and guidance.

Our customer, a renowned manufacturer of special machines in the semiconductor industry, operates in a rapidly growing and growing and very complex industry. This makes it all the more important to react professionally, quickly and flexibly the constantly emerging challenges of the market.

Concrete support was required, as the construction time of plants should be as short as possible so that capacities can be optimally utilized to increase production volumes. to make optimum use of capacities to increase production volumes.

The three steps mentioned above - analysis - optimization - review - were also followed in this case.

Where can business processes be digitized here?

The team found what they were looking for when it came to documenting work processes and creating work and assembly instructions. found what it was looking for. They were still working with Word documents and Power Points, which was not very standardized and extremely cumbersome to create. extremely cumbersome. Mobile access to the instructions was also not available everywhere; occasionally they were even printed out on paper. printed out on paper.

In step 2, the optimization process, we planned an optimization project with the help of the tepcon instructors. This has several advantages: the necessary work and assembly instructions can be created easily and in a standardized way. easily and in a standardized way. All information is available at lightning speed on all end devices, even directly at the workplace via QR code. The Low Code solution simplifies the creation process, as instructions can be instructions can be created with the help of symbols and color coding.

Because each instruction can be individually adapted, it is geared to the employees' level of knowledge. Each user simply selects the information that corresponds to their level of knowledge.

The instructor enables a reliable release process and versioning. So if necessary adjustments can be made easily at all levels.

The review, the third step, showed the success of this optimization process.

Expressed in figures: the construction time of a special machine has been reduced by more than 50%. The time saved the output quantity could be more than doubled. Despite the impressive increase in production further progress was also made in terms of quality: With a 30% reduction in the time required for the customer achieved a significant increase in quality.

At the same time, the tepcon instructor increased transparency across the entire process chain. The standardized, complete and easily accessible documentation and logging of work steps forms the basis for a continuous optimization process. basis for a continuous optimization process.

Do you want to digitize your business processes and write your own success story? Then book your consultation here!

Would you like to find out more about digital
business processes?

Then we will be happy to advise you.

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Digitizing business processes made easy: with tepcon at your side

The digitalization of business processes is a decisive step for the efficiency, productivity and competitiveness of a company. competitiveness of a company. With a structured approach, starting with an analysis of the current situation and the definition of TARGET goals through to the selection of suitable technologies and tools, companies can successfully digitize their processes. successfully digitize their processes.

The successful implementation of digital business processes also requires comprehensive employee training and effective change management. effective change management. Through continuous monitoring and improvement, companies can ensure that their digital processes function optimally and deliver the desired added value. The challenges of digitalization through a clear strategy and careful planning.

We are at your side for all these challenges. With a concept optimally adapted to your company concept that tackles process digitization step by step. We not only bring extensive experience and a mature product for basic digitalization: From the actual transformation to training of employees through to subsequent optimizations, our expert consultants will accompany you.

We are your partner for innovative digitalization solutions for industry & services. Get in touch directly to customer service!

Frequently asked questions

The digitalization of business processes is crucial as it increases efficiency, reduces costs and increases crisis resilience. This is essential for the long-term success of a company.
Core and administrative processes such as customer service, contract management, accounting and human resources are particularly suitable for digitization. There are also processes in production that could be improved, for example in the creation of work instructions or documentation. These areas benefit considerably from increased efficiency and optimized processes.
The digitalization of business processes requires a thorough analysis of the current processes, followed by the definition of clear target objectives and the selection of suitable technologies. These steps are crucial for a successful transformation.
You can achieve the successful implementation of digital processes through comprehensive employee training, effective change management and continuous monitoring and improvement. These measures not only promote employee acceptance, but also the efficiency of the digital transformation.
The challenges of digitalization are manifold, including higher costs, security risks, the integration of new systems into existing structures and the need for a comprehensive digitalization strategy. In any case, we will support you with individual advice tailored precisely to your company's needs.

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