So, you’re thinking about diving into the world of process automation with Flowingly. Great choice! 

But before you take the plunge, it’s worthwhile figuring out whether Flowingly is the right fit for you.  

We decided to make this a little bit easier for you, so for this blog we’ve broken down five reasons why Flowingly might not be the right fit for your organisation.  

1. You have a (very) small team

Look, we get it—small teams have their own rhythm, and sometimes complex process automation tools can feel like overkill.  

If you’re running a tight ship with a small crew and your processes are relatively straightforward, Flowingly might be a bit too much firepower for your needs.  

Flowingly shines brightest when implemented across larger teams where process efficiency and collaboration are essential. With a smaller team, you likely have more direct and immediate ways of communicating and coordinating tasks. 

It’s the equivalent of using a flamethrower to light a candle. 

We usually find the sweet spot for Flowingly is at organisations with over 100 users, as they have many processes that impact across different teams and departments.  

2. You want process automation to sit solely with IT – and no one else 

If you’re the type of organization that firmly believes in the IT department being the exclusive gatekeepers of process automation, then Flowingly might not be the best choice for you.  

We love IT (shout out to our own IT team) but we know they’re super busy keeping the business running, preventing cyber-attacks and managing a hybrid cloud infrastructure.  

That’s why we’re all about empowering business users to actively participate in automating their own processes, that they use day in and day out.  

It’s like giving everyone a set of keys to unlock efficiency (with IT having oversight of course). 

But hey, if you prefer to keep those keys securely in IT’s hands, that’s totally understandable.  

So, if you’re adamant about keeping process automation strictly within the IT realm, there are other tools out there that cater specifically to IT-driven automation.  

They just aren’t as scalable. 

3. You don’t have time or resources for process improvement  

Let’s be real—process improvement isn’t something you can achieve overnight. 

Often it can feel like a Catch-22. You don’t have the resource for automation because everyone is overwhelmed and overworked due to a lack of automation, creating poor processes and admin workloads.  

It’s not just about the software; you need time and dedicated personnel to drive those process improvement initiatives.  

If you currently find yourself lacking the capacity to allocate at least 0.25 full-time equivalent (FTE) for process improvement, Flowingly may not be the right fit for your organization.  

Flowingly thrives when there’s a committed effort to drive continuous improvement, with a dedicated team or individual responsible for the task.  

However, if you’re already swamped and struggling to find the necessary time and resources to devote to process improvement, it might be worth exploring other alternatives that better suit your current limitations.  

Remember, real process improvement requires commitment and investment of time, resources, and energy. 

4. You have a large team of developers dedicated to automation 

If you’re fortunate enough to have a large team of skilled developers and you aren’t facing any challenges when it comes to scaling your automation efforts, Flowingly may not be the immediate solution you need.  

Flowingly enables business teams to streamline and automate their processes, making it a valuable tool for organizations who don’t have dedicated development resource.  

With the current IT shortage, many organisations have to prioritise automation projects, with the rest often ending up in a never-ending backlog.  

 However, if your team of developers is already adept at building and maintaining custom automation solutions tailored to your specific needs, you may not require a business-led automation function.  

5. You’re only interested in documenting processes, not improving them 

If your main goal is to document processes without diving into the deep waters of process improvement, you probably don’t need automation- yet. Flowingly Automation Pro thrives on making processes better, streamlining workflows, and empowering iterative improvements.  

We’re all about documenting processes, but you probably don’t need Automation Pro if documenting processes is your only goal. It might be just a little too much firepower for your immediate needs. 

Some folks are happy with a good old process flowchart tool. Others need a bit more mapping firepower. If the latter sounds more your speed, Flowingly Mapping Pro could be a good fit for you. 

But if you’re more focused on capturing process steps than making them sleeker and more efficient, you might want to explore more lightweight solutions. 

Flowingly offers a world of process automation benefits, but it’s crucial to determine if it’s the right fit for your unique circumstances.  

If you’ve got a small team, prefer an IT-centric approach, lack resources for process improvement, have an army of developers, or simply want to stick to process documentation, Flowingly might not be the right choice.  

Take a step back, assess your needs, and find a tool that aligns with your goals and resources. Remember, it’s all about finding that sweet spot where your organization can thrive with the right process automation solution. 

Whether you’re streamlining production in a manufacturing plant, optimising customer service workflows, or evaluating the effectiveness of your staff onboarding, the ability to measure success is paramount.  

It’s here that Key Performance Indicators (KPIs) and metrics can come into play, helping you evaluate the impact and effectiveness of the process improvement initiatives your organisation is investing budget and resources into.  

In this guide, we’ll delve into the significance of KPIs and metrics in the context of process improvement and explore the key indicators that can help provide valuable insights on your journey towards process excellence. 

Why Should Teams Measure Success in Process Improvement?

Before we dive into specific KPIs and metrics, let’s underscore why measuring success is so important. 

Quantify Progress

By measuring your process improvement activities against KPIs, you’ll be able to see concrete, measurable data points that allow you to see just how much you’ve progressed.  

This could be the difference between feeling like there might be a difference and being able to speak to just how much things have improved. 

It can be especially helpful in helping you communicate the why to your organisation and getting leadership buy-in for future initiatives. 

Diagnose Problem Areas

KPIs and metrics can serve as diagnostic tools, pinpointing areas in your processes where there are bottlenecks.  

This data is invaluable for making informed decisions around where you should be focusing your improvement efforts. These metrics can also reveal unexpected opportunities for optimisation.

Resource Optimisation

Armed with data-backed insights, you can allocate resources strategically.  

By directing your efforts and investments towards areas that yield the most significant improvements, you ensure that your resources are being used most efficiently. 

While Flowingly enables you to enable anyone in your organisation to automate and map processes, having a roadmap and priorities can help ensure your process improvement efforts are more focused. 

Continuous Improvement

Measuring success in process improvement provides valuable data-driven insights. It allows teams to learn from both successes and failures, understanding what worked and what didn’t. 

Armed with this knowledge, teams can adapt their strategies and approaches over time. Continuous learning ensures that process improvement efforts evolve to become more effective and aligned with changing organisational goals. 

Competitive Advantage 

Measuring the success of your initiatives also helps organisations enhance the efficiency and quality of their products or services. This, in turn, can lead to a competitive advantage in the market. 

Streamlined processes often result in improved customer experiences. Satisfied customers are more likely to become loyal and refer others, strengthening a company’s market positioning. 

The KPIs and Metrics That Matter When Measuring Process Improvement Success 

Now, let’s explore the KPIs and metrics that matter most in the realm of process improvement.

Process Time (or Cycle Time in the BPA world)

This is the time it takes to complete a process from start to completion. This is a critical metric to measure, especially when looking at the efficiency gains being made through process mapping and automation. 

Reducing the time required to complete a process will lead to enhanced efficiency and responsiveness, as well as improved customer satisfaction. 

According to a study by McKinsey, companies that focus on reducing cycle times can achieve a 20-50% increase in process efficiency. 

According to a report by Deloitte, companies that excel in reducing process cycle times are 2.5 times more likely to be leaders in their industries.

Quality Metrics

Metrics such as NPS, error counts, or customer complaints can often help you assess the quality of your processes.  

A focus on high-quality outputs not only reduces errors but also enhances customer trust and loyalty. These metrics are also often linked to things like process time, with faster, more consistent output improving your quality metrics. 

Increasing customer retention rates by just 5% can increase profits by between 25% and 95%, as reported by Bain & Company. 

Employee Satisfaction

Engaged and satisfied employees are more likely to contribute positively to process enhancements.  

Regular surveys can provide valuable insights into employee morale and help identify areas where support or changes are needed. 

Gallup found that companies with engaged employees outperform their competitors by 147% in earnings per share. 

Return on Investment (ROI)

When starting out on your process improvement journey, make sure you identify and create a list of all the processes that you are looking to map and automate.  

If these processes are currently done manually, make sure you run through the tasks involved with employees and calculate the average number of hours that it takes to perform each task, as well as the rough cost of the respective hours.  

By creating a benchmark for current productivity, you can easily compare pre- and post-implementation data. 

An easy way we like to do this is by looking at two key metrics: 

• The time saved per process/request 
• The overall time savings across all your processes 

This can give teams a good indication as to the processes that have seen the most significant improvements as well as the overall ROI of their process improvement initiatives. 

A study by McKinsey & Company revealed that organisations can achieve cost savings of 20-30% by implementing business process automation.

Compliance Metrics

In regulated industries, adherence to compliance standards is non-negotiable.  

Monitoring and ensuring compliance with relevant regulations and standards is essential to avoid potential legal and financial repercussions. 

Non-compliance costs 2.65 times more than compliance, as per a study by the Ponemon Institute. 

Resource Utilisation

Evaluate how efficiently resources such as labour, materials, and equipment are being utilised within your processes.  

Optimising resource allocation can lead to cost savings and improved overall performance. 

Measuring success in process improvement involves not only collecting data but also making informed decisions that drive meaningful change.  

A study by the Society for Human Resource Management (SHRM) found that organisations that effectively manage resource utilisation can reduce overhead costs by 15-20%.

Establishing Baselines and Goals

One essential step that is often overlooked but critical to success is the establishment of baselines and goals. These benchmarks act as your starting point and destination, guiding your journey towards enhanced efficiency and performance.

In this section, we’ll delve into the significance of setting baselines and goals and how to do it effectively.

Why Baselines Matter

Before you can improve a process, you need to understand where it currently stands. This is where baselines come into play.

A baseline is a snapshot of your process’s current state, capturing its performance metrics, quality, and efficiency. By establishing a baseline, you gain clarity on what needs improvement, helping you identify pain points and opportunities for enhancement.

Defining Clear Goals

Once you have a baseline, it’s time to set your improvement goals. Goals in process improvement should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).

For example, rather than setting a vague goal like “improve customer satisfaction,” aim for a SMART goal like “reduce customer complaint resolution time by 20% within six months.”

Your improvement goals should align with your organisation’s broader objectives.

Consider how your process improvements contribute to the company’s strategic goals. 

The Baseline-Goal Continuum

The relationship between baselines and goals is dynamic. As you make improvements, your baseline should evolve to reflect the new normal. Continuously update your baseline to reflect the process’s improved state. Simultaneously, revisit and adjust your goals to maintain a challenging yet achievable trajectory for improvement.

The KPIs and metrics you select should align with your organisation’s specific goals and reflect the improvements you aim to achieve. 

By consistently tracking and analysing these indicators, you can navigate your process improvement initiatives toward success, fostering a culture of continuous refinement and innovation. Remember that success isn’t just about reaching a destination; it’s about the ongoing journey of improvement and growth.