Best business process management tool / BPM platform in 2024

BPM is a systematic approach to process improvement, automation, and optimization aimed at increasing company-wide efficiency and achieving strategic business goals. It involves modeling, management, monitoring, and analysis of business processes for continuous improvement at all organizational levels.

Business management process software offers a plethora of proven benefits, among which are: 

• Process automation. It significantly reduces the time necessary for task completion, eliminating human mistakes during the process.
• Process optimization. It refines existing company operations and workflow designs, which is made possible by ongoing data analytics.
• Performance monitoring. It allows for tracking task performance and responding to arising issues as quickly as possible.
• Flexibility. It facilitates business adaptability to change.
• Collaboration. It focuses on ensuring effective communication, cooperation, and interaction between company employees from various departments.

BPMS is the software used by companies to model, automate, monitor, and optimize their existing business process and workflows. It provides the necessary process management tools, ensuring internal procedures and operations are completed efficiently. BPMS typically includes tools for process mapping and process lifecycle management.

Overall, there are several types of business process management:

• Traditional BPM. It focuses on modeling and optimizing static processes.
• iBPMS (Intelligent Business Process Management Software). It entails using advanced technologies, such as artificial intelligence/machine learning (AI/ML) and robotic process automation (RPA). The purpose of using such a system is process enhancement.
• Case management. It involves managing unique, unstructured processes that require higher levels of flexibility and adaptability.

In essence, BPMS focuses on modeling, automation, and optimization of business processes while iBPMS incorporates additional functions fueled by AI/ML and RPA. iBPMS enables a deeper analysis and a more comprehensive process improvement.

Here is how BPMS allows businesses to automate their processes:

• Request routing. Task automation is directed toward the necessary performers.
• Task assignment. It is responsible for automatically assigning and distributing tasks among employees.
• Integration capabilities. It is leveraged for integrating with third-party systems and services.
• Data collection and processing. It entails automatic data collection and processing of relevant data.

• Process modeling. It is used to create graphic models of various business processes.
• Process automation. It is responsible for automatic task management.
• Analysis and monitoring. It involves tracking task execution and process analytics.
• Task management. It involves organizing and monitoring task completion.
• Integration. It allows for connecting with other systems and services.
• Process orchestration. It ensures all processes are established and managed in a coordinated way.

When selecting the right BPM solution for your business, it is crucial to consider the following factors: 

• Existing business needs. It is best to have a clear understanding of which internal processes require automation and refinement.
• Functionality. Before choosing the BPM system, ensure it fully matches the desired functionality.
• Flexibility and scalability. Make sure the platform easily adapts to changing market and business requirements.
• Integration. Check that the desired solution integrates with your existing IT infrastructure and systems.
• User interfaces. Ensure the future solution is easy to use and navigate.
• Cost. The chosen system must align with the financial capabilities of your business.

Implementing a BPM solution streamlines customer interactions in the following ways:

• Automation of customer service, which leads to a faster and more accurate execution of customer requests.
• Process transparency, meaning customers can track the current status of their requests. 
• Minimized mistakes and enhanced service quality through workflow automation.
• Personalization, which involves customizing processes based on specific customer needs.
• Customer journey mapping that outlines and optimizes the process of customer experience with the software from the initial point of contact.

Incorporating business process management platforms is beneficial for numerous industries and domains, including:

• Financial services, where business process management platforms automate loan processes, risk management, transaction processing, and regulatory compliance.
• Logistics and transportation. Here, BPM platforms optimize routes, manage warehouse inventory, track cargo, and improve supply chains.
• In the education and e-learning industry, BPM platforms automate administrative processes in addition to managing curriculums and students.
• IT services. In this area, the BPM platform is responsible for project management, user support, request processing, and change management.
• In manufacturing, BPM systems automate production processes, control quality, and refine production planning processes.

The distinctions between cloud and on-premises BPMS solutions lie in:

• Deployment. Cloud solutions are hosted on the provider’s servers and are accessible over the internet. On-premises software is installed on the company’s servers and is managed and supported by a team of in-house IT specialists. 
• Cost. Cloud software operates based on the subscription payment model with monthly or yearly payments. On-premises systems, in turn, require license, infrastructure, and maintenance costs.
• Flexibility and scalability. Cloud solutions are easy to scale and add the necessary functions and resources. On-premises software requires more time and costs to ensure scalability.
• Management and security. In cloud software, the provider is responsible for updates and security. On-premises solutions, their data, and security are fully managed by the company.

BPMS offers the following integration capabilities with other systems:

• Open APIs that ensure connectivity with various external systems and services.
• OData protocol used for data access and exchange between systems. 
• Pre-configured integrations that support integrations with ERP, CRM, RPA, and other systems.
• Web services and SOAR/REST API leveraged for interactions with web apps and services.

The following business processes can be improved and automated with BPMS:

• Application management that involves handling service and product requests. 
• Contract management responsible for the creation, approval, and authorization of contracts.
• HR processes, including hiring, training, and evaluating employees.
• Financial processes that focus on involve processing and budget management and approval.
• Manufacturing processes, including production planning, quality control, and inventory tracking and management.
• End-to-end business processes.

To start using BPMS in your organization, follow these steps:

1. Define your business needs and which processes require automation and improvement.
2. Choose a suitable system out of the several options.
3. Plan the implementation process to include setup, testing, and employee training.
4. Set up the software and integrate it with existing systems.
5. Train employees, including users and admins.
6. Monitor the execution of processes and optimize them when needed.

For small and mid-sized businesses, it is best to choose BPM tools that provide:

• Low implementation and usage costs. These are typically cloud solutions with flexible pricing.
• Intuitive interfaces which are easy to navigate and use.
• Flexibility and scalability that contribute to the business growth.
• Facilitated integration with popular systems.

Training and user support in BPMS platforms typically include:

• Online courses and webinars with training materials and sessions that help users hone their skills using the platform.
• Video tutorials that include step-by-step instructions on how to use the functionality of the system.
• Documentation and guidelines, including detailed manuals and reference materials, available in the knowledge base online.
• FAQs that provide elaborate answers to the most popular user questions. 
• Technical support that offers an opportunity to claim assistance, using a support ticketing system, chats, or phone.
• User community in the form of forums and social media groups for knowledge sharing and problem-solving.

The key trends in business process management to anticipate in 2024 include:

• Hyperautomation that involves using AI/ML and RPA to automate more complex and cross-functional processes. 
• iBPMS that incorporates next-gen technologies for improved analysis and optimized processes.
• Low-code platforms and no-code platforms that allows for creating and configuring business apps without a deep knowledge of programming languages.
• IoT integration that focuses on connecting smart devices and sensors for automatic data collection and real-time process governance.
• Focus on customer experience (CX) that entails improving customer relations through process automation of customer service and support.
• Cybersecurity and risk management, involving strengthening security measures and managing risks during process automation.
• Analytics and forecasting that centers on implementing analytics tools to facilitate forecasting and process mining and support decision-making.
• Sustainable development and ESG, focusing on incorporating sustainability criteria and environmental, social, and governance standards in business process management.

All of these trends aim to enhance the overall efficiency, adaptability, and sustainability of business processes in rapidly evolving business settings.