Clarity before Automation: The case for Process Modeling

Throughout my career, I have worked in many process automation projects across various domains - Telco, Banking, Manufacturing, Government etc. One recurring challenge I see is the difficulty organizations face in documenting their processes. Even for straightforward processes, this task often takes longer than expected. Many organizations struggle to articulate processes clearly, leading to different interpretations. This lack of clarity can create confusion, delay progress, and ultimately compromise the success of automation initiatives.

How can organizations accelerate automation efforts if their processes are unclear? The answer lies in process modeling, specifically capturing "As-Is" processes upfront.

Why Process Modeling Matters

Whether you are automating or operating manually, modeling business processes is a foundational step. Here’s why it’s important:

1. Preserving organizational knowledge

Process modeling captures valuable organizational knowledge - both documented and tacit. This ensures critical information stays within the organization, even if key employees leave the organization.

2. Building a foundation for automation

An “As-Is” model is the starting point for automation. It provides a reference for process analysts to build a “To-Be” model, outlining the future state. When modeled using BPMN (Business Process Model and Notation), it’s often possible to import these models into modern BPM / workflow platforms, automatically generating a basic workflow.

3. Avoiding the trap of digital inefficiencies

A common mistake is digitizing processes as-is without optimizing them first. Transferring inefficient paper processes to digital forms simply carries over existing problems. Process modeling helps identify inefficiencies early, ensuring automation delivers real improvements.

4. Supports clear communication?

Process modeling fosters a shared understanding of workflows, reducing misunderstandings and miscommunication both essential for successful automation.

5. Help train employees

Process models make it easier for new employees to understand workflows. Instead of relying on scattered documents or explanations, they have clear visuals to guide them.

Despite the benefits, many organizations struggle with effective process modeling due to several factors:

1. Short term focus : Many organizations prioritize quick results over long term gains. Process modeling is often viewed as time consuming and is deprioritized in favor of quick wins.

2. Unclear ownership : Often, there’s no clarity around who should own process modeling. A dedicated team or role, possibly tied to ISO 9001 quality management projects, could help keep models current.

3. Resource constraints :The perceived investment required for process modeling can discourage teams from prioritizing it.

4. Lack of training and expertise: Without proper training or expertise in process modeling methodologies, employees may feel it difficult to undertake the task.

Steps to Effective Process Modeling

If you’re ready to start modeling your business processes, consider these steps:

?1. Prioritize it as a core function : Recognize that process modeling is essential, not just a nice to have.

?2. Standardize from day one : Set standards for tools, storage, and naming conventions to maintain consistency across models.

?3. Engage cross functional teams : Gather input from various departments to capture a complete view. Encourage employees to share insights and experiences.

4. Validate and refine?: Share drafts of your As-Is model with teams, and refine it based on their feedback to ensure accuracy.

5. Make it a continuous effort?: Understand that process modeling is ongoing. As organizations evolve, so should your process models, requiring regular updates.

Process modeling may seem like a preliminary task, but it’s a crucial investment in your organization’s future. With the right approach, it lays the foundation for successful automation, improved communication, and long term resilience.

If your goal is to maintain clarity, streamline operations, and unlock your organization’s full potential, let’s explore how effective process modeling can get you there.

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