How do we describe business processes?

In the previous article we understood the concept of a business process and defined when it is necessary to describe it.

As a development studio, we come across various projects that require certain steps for their successful implementation.
We have previously outlined some of our processes, such as the project development and hourly process.

Now we will tell you how processes are formed, described and automated in our company.

Goal setting

The first thing we do is start by clearly defining the goals for each project or task. The objectives may vary depending on the needs of the company.

In our example, however, we have goals that are:

• Company revenue

We are committed to increasing sales and developing innovative products or services that will be in demand in the marketplace.

• Marginality of the studio

Also focus on improving the efficiency of our production and resource management to ensure projects are profitable.

• Quality level of work

Achieving a high level of quality in every project to satisfy our customers' needs and enhance our reputation in the market.

Defining these goals helps us to have a clear picture of the performance of all departments and teams within the company.

Analyzing current processes

After, we analyze the current situation to understand what processes are already in place and what improvements can be made.
We also identify problem areas or bottlenecks.

To do this, we use various methods such as: data collection, employee interviews, and the application of business intelligence tools to gain a comprehensive understanding of the current situation.

Development of new processes

Based on the analysis, we begin to develop new processes. We focus on optimizing current procedures and creating new ways of working that will help us achieve our goals.

The development takes into account the opinions and suggestions of our employees, who have first-hand knowledge of the realities of working in the "fields".

Testing and implementation

Once we have developed new processes, we start integrating them as part of testing. This allows us to evaluate the effectiveness and reliability of the new procedures before full implementation.

We set a period of two weeks to check and analyze the results.

For example:
One of our achievements was to improve our internal code base, which resulted in faster and better project delivery for clients. We analyzed task performance in sprints on different projects with different teams, and it showed improvement and acceleration of work.

After successful testing, we visualize and incorporate the process into the workflow.

Process visualization

This step is important in our work because it allows us to visualize the sequence and interrelationships between the tasks and phases of the project.
For top-level description, we use the draw.io service for process visualization. This tool allows us to create clear and visual process diagrams and schemes. With its help, we were able to visualize our own model of business process operation.
Which helps us to clearly present the model of work to the whole team and ensure consistency and efficiency in our work.

To give an example, the servicerequirements aggregation:

By this diagram we can see how each department should work and interact until the project is completed. Which helps us to understand, helps us to understand what tasks are performed by each department, what stages the project goes through and how they are interconnected.

Process Automation

One of the keys to our approach is to automate processes.
We strive to improve efficiency and accuracy of task completion by utilizing state-of-the-art tools and technology.

In CRM we have implemented 5 funnels for each stage of work with the Customer. Our goal is a Customer for life. At each stage of the funnel certain triggers are set up, for example: setting a task "Accepting the project into work" or sending a welcome email. Each task, in turn, includes a checklist so that the performer doesn't forget something important.

Funnels:

An example of one of the tasks

We build this process so that our team can automatically complete certain tasks and keep our focus on more important tasks.

Also, another prime example would be timekeeping of employees to understand how many hours an employee has actually worked.

It looks something like this:

Conclusion

Shaping a business process is a complex and multifaceted journey that requires careful analysis, planning, and implementation of change.
And we strive to continuously improve our processes to achieve our goals and ensure the successful development of our team.

If you are looking to automate your business processes, our team can help with this task.
Fill out the form below and our manager will contact you!