Understand what organizational process management is and how to put it into practice

One of the greatest assets of any company that offers products or services is its customers. To win them over, you must make a good impression from the first contact with them, which requires a processes management flawless. This brings us to the topic of this post: organizational process management.

However, do you know what processes are within an organization? As much as the concept is known to some, not everyone knows how to apply it strategically and efficiently, which led us to produce this article.

Read on, as we will present what it truly means to manage organizational processes and tips on how to put them into practice!

What are organizational processes?

Organizational processes involve activities that are linked to each other, in addition to having people who carry out the procedures and operate the tools that are part of them.

In practice, this process transforms inputs (inputs) into outputs (products or services) that meet customer needs, in addition to generating results for the company. 

How are organizational processes divided?

Basically, there are three categories referring to the division of organizational processes. Are they:

• management processes: correspond to strategic management of the business in order to make it achieve its goals and objectives;
• finalistic processes: they concern corporate functioning, in addition to involving the inputs that generate the outputs;
• support processes: involves the resources necessary for the development of all the firm's processes.

What is the process management hierarchy?

So that the management of a company (regardless of beingsmall, medium or large) is executed well, it needs to prioritize the most important actions in the hierarchy. In process management it is no different. Below we present how they are sorted from largest to smallest.

Macroprocesses

They usually involve two or more sectors of the company and their actions have a direct impact on business results, which is why they are placed at the top of the hierarchy.

Processes

The processes aim to achieve a specific objective and, for that, they make use of tasks of subprocesses.

Like projects, processes have a beginning, middle and end. Generally, they start with the input of the input and end with the final delivery of the customer.

Sub-processes

When processes are highly complex, it is necessary to divide them into sub-processes so that they run in an organized manner.

Activities

Moving down the hierarchy, activities occur within sub-processes and have a medium complexity. They are usually made by specific departments that have a certain goal to fulfill.

Tasks

Finally, tasks present a set of work that must be performed. In order for them to be done accurately, it is necessary to have clarity on what must be done within the given deadline.

What is organizational process management?

Organizational process management consists of organizing and managing resources and processes necessary to put them into practice and generate value. During this management, it is necessary to guarantee the quality, responsibility and control of inputs and outputs in order to align the strategy and objectives that the company or organization has and coordinate the work of the employees involved.

What are the stages of organizational process management?

We define as processes the sequenced activities that are repeated continuously and always following a pattern. whose objective is to increase the perception of business value. Here we point out the 5 steps that constitute them.

SCIENTIFIC

They refer to the first steps for the execution of a new process. Take into account the goals that the organization wants to achieve, as they will be the basis of planning at this early stage.

Planning

Here, you start to structure all the phases of the process. Like a project, it must have a beginning, a middle and an end. However, while a project is finished, the process continues to be carried out continuously.

Execution

When the plan is ready, it's time to put it into action. For this to happen, select the people who will be responsible for each task within the phases. The criteria for this selection will vary according to the type of management chosen, functional or systemic, as we will explain later.

Real Time

To make sure that the work is being done well, make a regular monitoring of the actions. This point can also be in charge of the leaders of each team.

Closing ceremony

The last step corresponds to the completion of the process. However, as we said above, this does not mean that the work is over, it must continue to be put into practice.

What is the importance of organizational process management?

As much as you are a good manager of your business, truth be told: every management has flaws that can hamper its growth. Even if it is very specific as abad document management, for example.

By executing the processes, you can see more clearly what these bottlenecks are and identify the most efficient ways to solve them, which will make your offer more attractive in terms of the market.

In addition, another importance involves optimizing employees' time, making them do tasks that really generate value and positively impact the company.

What are the types of organizational processes?

There are two types of organizational process management: functional and systemic. Now let's see how each one works.

Functional management

This type of organizational process, as the name says, focuses on the functional part within a company. It takes into account the work processes applied in the organization according to each sector.

When this management is put into practice, the business manager does not see the departments as cooperative teams, but as dependent teams that do not have relationships with others.

For example: as much as the sectors ofmarketing and sales work side by side, in this management model, the leaders of each department must focus solely on the points they need to achieve separately and not together.

This is a process applied in most companies as long as the teams have clearly defined the goals that must be achieved, without the need to take into account the macro vision of the business.

Systemic management

Here, there is greater dynamism in relationships because teamwork is valued. Therefore, employees end up thinking and acting beyond the box, that is, they are not limited to their main functions.

This is a type of management commonly seen in companies that are in constant transformation, especially in terms of improving the products or services offered. 

For this to happen, the processes must be very clear, monitored and focused on the customer, as their needs will serve as a basis for changes in your offer.

Therefore, unlike the functional management, in the systemic one there is interaction between those responsible for each sector within the company, since all of them aim at customer satisfaction.

Companies that opt ​​for this type of management need to be careful when choosing their employees, as everyone must have a profile that is adaptable to changes.

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What are the benefits of organizational process management?

Once you put process management into action, you'll notice some advantages like the ones we've listed below.

Increased productivity

By identifying the mistakes that must be corrected and the tasks that are truly necessary for the company's growth, you can focus on what is most important, in addition to avoiding repeated tasks and redoings.

This increases the productivity of your employees as they realize that the work done by them is really efficient and important.

Reduced costs

Your cash flow also operates with input and output control, but are they all necessary?

During process management, you begin to see what is dispensable in terms of services and materials paid for every month, which consequently leads to cost reduction.

better control

Considering that process management is applied on a continuous basis, this makes them follow a pattern and be done automatically.

As much as you have manuals and tutorials on how to do the job well, people tend to stick to these guidelines putting them into practice, which makes it easier for the manager to control these actions.

More visibility

Do you have any idea what exactly each member of your company does and what they do? It is common, in the corporate environment, to see an employee fulfilling a task that doesn't seem to make sense until you ask:

- Why are you doing this?

When applying process management, this type of situation no longer happens, as each one has well defined what they need to do.

best customer experience

With the improvement of these processes, the consequence could not be anything other than an exemplary customer experience. 

After all, more agile and coordinated processes are perceived in all business tasks, which includes the customer service. When they see this excellence, they will be more apt to do business with you.

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Tips for putting process management into practice

Finally, we bring you some tips that you should keep in mind when managing organizational processes. Are they:

• process overview: the initiation and planning phases are important precisely because they give you a macro view of the processes and their tasks;
• alignment with the company's objective: we emphasize this point again because it must be remembered every day as the processes are carried out;
• periodically review metrics: set a dedicated time to analyze the processes – weekly, fortnightly or monthly, for example – in order to check the progress of the processes.

By following the guidelines that we have brought you in this article, you will be able to properly manage organizational processes in your company. 

We also emphasize that it is important to have good tools for managing this work, such as an ERP. To find out how it works,check out this content we produced on the topic!