Successful through the ERP project: process analysis

Process analysis is and remains one of the most important components of a successful ERP Introduction. Most companies shy away from this demanding task and prefer to call in a consultant. However, you can also tackle process optimisation yourself with your employees! With a little bit of time, a good overview and structured thinking, you can analyse your own business processes complete quickly and effectively.

Step 1 of the process analysis:

First of all, you need to think about in which business area you want to change your processes. Consult your employees, because they often have a different view of the existing procedures. For the first attempt at process analysis, take a manageable process that is more on the periphery of the workflows.
If, for example, the processes for dealing with customer enquiries are not clearly organised, find an area from this work process for the first step. For example, start by recording only the ways in which you receive enquiries from your customers. Which of your employees and resources are affected? In this example, it is the employees with whom customers contact by telephone, in writing, by e-mail, contact form or in person. Now look at the whole thing on the basis of the process analysis. What if the customer has difficulties contacting you? Which processes, sub-processes, events and activities can you identify?

Step 2 of the process analysis:

In order to keep an overview, make a first sketch from this analysis. It is best to differentiate all activities as well as events in different graphic forms, e.g. a rhombus. You can easily draw this sketch on paper, but you can also use MS Word or PowerPoint. Special process analysis software is not necessary.
Next, deepen your notes and collect Data on the processes. You obtain this data either through your own observations or by evaluating the existing data. You should also consult your employees in this step of the process analysis. If possible, even your customers. This is a more elaborate procedure, but it stands out in the result.
No matter how you collect, analyse and summarise your data: stay diligent. The data obtained is the basis for the following process optimisation.

Step 3 of the process analysis:

Now the crucial step: ask the right questions!

Where are the weaknesses so far?
Where is the existing process particularly prone to errors?
How and where is the process unnecessarily held up?
Are there problems with interfaces between certain areas?
Are there duplications? Are they necessary?
What are the most important activities for the whole process?
What do customers value?

Based on these considerations, you can now decide what to change and where. This decision-making process should also be documented and communicated. The same applies to the implementation of the optimisation. Here, too, the steps should be thoroughly planned. Involve your staff. Together they can develop improvements much more effectively, as they each deal with the processes on a daily basis and are particularly familiar with the respective one.

So if you have the time to spare and the motivation to improve existing processes, you can venture into process analysis. However, if the existing processes are particularly complicated or in need of optimisation, sometimes the unbiased view from the outside is still the best.