Guide
Processes ordigitization first?
The short answer: first the workflow, then the software. If you digitize first, you carry the old detours into the new system.
In short
Process improvement improves the workflow itself, digitization moves steps into software. For small and mid-sized businesses the recommended order is: map the workflow, simplify it, then digitize where it pays off. That way software is chosen by actual need and not by its feature list.
The difference
| Process improvement | Cut steps, combine them, clarify responsibilities, define handoffs. Often possible without new technology. |
| Digitization | Map steps in software, capture data once and use it everywhere, automate workflows. |
The sensible order
- 01
Map the current workflow
With the people who do the work, not just with leadership.
- 02
Simplify
Cut everything that brings no benefit. Clarify responsibilities at handoffs.
- 03
Write down 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 rollout to IT alone
- Involving employees only at the training stage
- Not making one person responsible for the workflow
- Not measuring success
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FAQ
Frequently asked questions
Is process mining worth it for small companies?
Rarely. Process mining analyzes data from large systems. In small and mid-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 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 errors.
Processes or digitization?
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