Guide
Processes ordigitalisation first?
The short answer: first the workflow, then the software. If you digitalise first, you carry the old detours over into the new system.
In short
Process optimisation improves the workflow itself; digitalisation transfers steps into software. For small and medium-sized businesses the recommended order is: map the workflow, simplify it, then digitalise in a targeted way. This way software is chosen according to actual needs and not according to its range of functions.
The difference
| Process optimisation | Removing steps, combining them, clarifying responsibilities, defining handovers. Often possible without new technology. |
| Digitalisation | Mapping steps in software, entering data once and using it everywhere, automating workflows. |
The sensible order
- 01
Map the current workflow
With the people who do the work, not only with the management.
- 02
Simplify
Remove everything that brings no benefit. Clarify responsibilities at handovers.
- 03
Define requirements
What the software should do, described in your own words.
- 04
Select and introduce software
With the requirements in hand, you compare providers on an equal footing.
Typical mistakes
- Choosing software by feature list instead of by workflow
- Keeping old lists running in parallel
- Leaving the introduction to IT alone
- Involving employees only at the training stage
- Not making anyone responsible for the workflow
- Not measuring success
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FAQ
Frequently asked questions
Is process mining worth it for small businesses?
Rarely. Process mining analyses data from large systems. In small and medium-sized businesses, a joint workshop with the team is usually faster and more accurate.
How long does it take to map a workflow?
For a core workflow such as from quote to invoice, usually half a day to a full day with the employees involved.
Should I introduce AI before the workflows are clear?
No. AI can speed up individual steps, but it requires a clear workflow and clean data. Otherwise you automate mistakes.
Processes or digitalisation?
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