BUSINESS PROCESS MANAGEMENT (BPM): Definition & Step-By-Step Guide

Business Process Management

In the business world, there are best practices, standard operating procedures, and many sorts of processes. Processes aid in the maintenance of order and provide rules for a seamless workflow. They are what keep businesses running.
Business process management (BPM) is one of the most important tools a company can use. Continue reading to learn everything you need to know about it, including its definition, many types, benefits, and applications.

What is Business Process Management (BPM)?

Business Process Management (BPM) is a set of BPM tools and solutions that assist organizations in achieving agility through process automation, management, and optimization. BPM technology’s purpose is to drive continuous improvement, scalability, and operational efficiency in an organization by analyzing, optimizing, and improving end-to-end business processes to help achieve strategic business goals, such as improving your customer experience framework.

Business process management (BPM) is also defined as an organizational discipline in which a corporation takes a step back and examines all of these processes individually and collectively. It assesses present conditions and suggests areas for improvement in order to create a more efficient and effective organization.

Each department in a corporation is in charge of transforming some raw material or data into something else. Each department may be in charge of a dozen or more basic procedures.

What BPM is Not

  • Business process management BPM is not a piece of software. BPM tools are available to assist in the implementation of standard and automated business processes. HappyFox Workflows, for example, assists firms in automating complex, multi-step, and repetitive business processes. BPM, on the other hand, is not a software product in and of itself.
  • Task Management is not BPM. Task or Project Management is the management or organization of a group of activities. Project management software such as Microsoft Project, Jira, Asana, or Trello can assist in the management of tasks and ad hoc projects. Business Process Management, on the other hand, is primarily concerned with recurring and continuous procedures that adhere to a predictable pattern or process management.

What Does Business Process Management Do?

Poor corporate procedures can cause havoc if left disorganized and unsystematized. Individuals only perceive a small portion of a larger process. Few people can scan out and see the complete consequences of a business process, including where it begins and finishes, the important data required, and any bottlenecks and inefficiencies.

Unmanaged, chaotic processes harm businesses and result in one or more of the following scenarios:

  • Time squandered
  • More blunders
  • Increased culpability
  • Data scarcity
  • Employees that are dissatisfied

Organizations can improve their processes by using business process management and ensuring that all operations execute smoothly.

Business Process Management BPM Lifecycle’s Steps

Step #1: Design

Most processes contain a form for data collection and a workflow for data processing. Create your form and decide who will be in charge of each task in the workflow.

Step #2: Create a model

Create a graphic representation of the procedure. Fix details such as deadlines and conditions to provide a clear picture of the sequence of events and data flow through the process.

Step #3: Test

Carry out the procedure by first testing it with a small group and then rolling it out to all users. Make sure critical information is only accessible to those who need it.

Step #4: Keep an eye on things.

Maintain an eye on the process as it progresses through the pipeline. To ensure successful process monitoring, use the correct metrics to assess progress, quantify efficiency, and locate process bottlenecks.

Step #5: Improve

Notice any modifications that need to be made to your form or procedure to make them more efficient as you examine. Consider steps for improving company processes.

Business Process Management Best Practices

Several best practices for BPM, which is a complicated process improvement method, have arisen over time. Organizations can use the following guidelines to efficiently manage their business processes:

#1. Establish specific goals and objectives.

It is critical to identify the desired results of a business process and to ensure that the process is aligned with the overall goals of the organization.

#2. Include stakeholders in the process.

Involving key stakeholders in the design and administration of business processes can assist secure process buy-in and support.

#3. Process documentation and analysis

Business process documentation can help firms understand how things work, identify opportunities for improvement, and measure progress over time.

#4. Make use of process modeling approaches.

Flowcharts and BPMN are two examples of process modeling approaches that can help firms see and understand their processes, as well as identify possible bottlenecks and inefficiencies.

#5. Constantly monitor and assess process performance

Organizations should monitor and measure the performance of their business processes on a regular basis, using this information to detect and address any faults or difficulties.

#6. Invest in technology to automate and optimize operations.

Organizations can use automation and technology to streamline and improve their processes, decreasing the demand for manual labor and increasing productivity.

#7. Promote a culture of constant development.

Promoting a culture of continuous improvement can assist firms in remaining agile and adaptive, as well as ensuring that their processes are constantly evolving to suit changing needs.

What are the Benefits of Using Business Process Management?

Business Process Management assists organizations in moving toward total digital transformation and achieving larger organizational goals. Here are some of the primary advantages of implementing BPM in your business:

#1. Enhanced Business Agility:

To stay up with market conditions, an organization’s business procedures must be changed and optimized. BPM enables firms to halt business processes, make adjustments, and restart them. Changing, reusing, and adapting workflows allows business processes to become more responsive and provides the company with better insights into the effects of process changes.

#2. Lower Costs and Higher Revenues:

A business process management solution eliminates bottlenecks, resulting in significant cost savings over time. This can result in shorter lead times for product sales, offering customers faster access to services and products, and leading to increased sales and revenue. BPM solutions may also allocate and track resources to decrease waste, lowering costs and increase revenues.

#3. Greater Efficiency:

The integration of business processes has the potential to improve process efficiency from beginning to end; with the correct information, process owners may closely monitor delays and provide additional resources as needed. Automation and the elimination of repetitive tasks contribute to increased efficiencies in the business process.

#4. Greater Visibility:

BPM software allows for automation while also monitoring important performance parameters in real-time. This increased openness leads to better management and the capacity to effectively adjust structures and procedures while tracking outcomes.

#5. Compliance, Safety, and Security:

A comprehensive BPM ensures that firms adhere to standards and follow the law. By correctly recording procedures and simplifying compliance, BPM may also improve safety and security measures. As a result, firms can urge their employees to protect company assets such as private information and physical assets against abuse, loss, or theft.

When Should Organizations Implement Business Process Management?

Here are some examples of business processes where deploying BPM will yield a high ROI.

  • Dynamic processes necessitate modifications in regulatory compliance, such as a shift in consumer information management in response to changes in finance or privacy legislation.
  • Complex business processes necessitate coordination and orchestration across multiple business units, divisions, functional departments, or workgroups.
  • Measurable mission-critical processes that improve a critical performance indicator directly.
  • Business procedures that need the use of one or more legacy apps to be completed.
  • Business procedures have exceptions that must be handled manually and/or in a timely manner.

What are the Different Types of Business Process Management?

BPM systems are classified according to the purpose they serve. The three categories of business process management are as follows:

#1. Integration-centric BPM

Without much human intervention, this sort of business process management system handles procedures that largely bounce between your existing systems (e.g., HRMS, CRM, ERP). Integration-centric business process management solutions offer several connectors and API access to enable the creation of fast-moving processes.

#2. Human-centric BPM

Human-centric BPM refers to processes that are predominantly carried out by humans. These frequently have numerous approvals and duties completed by persons. These solutions excel in providing a user-friendly interface, simple notifications, and speedy tracking.

#3.  Document-centric BPM

When a document (e.g., a contract or agreement) is at the heart of the process, these business process management solutions are necessary. They allow tasks to be routed, formatted, verified, and signed as they progress through the workflow.

Most business process management systems will be able to combine components of all of these, although each will typically specialize in one area.

Examples of Business Process Management

#1. HR

Have you ever felt that your company’s onboarding procedure is overly convoluted and chaotic? Is your HR department making candidates fill out paper forms that fatigue them? This is due to your HR department’s lack of understanding of the Business Process Management (BPM) premise.

Using business process management allows you to automate your HR operations from start to finish, saving you money, time, and paper forms. Here are a few examples of how business process management can assist your HR department enhance its processes:

  • Approve employee timesheets more quickly.
  • Easily onboard new employees

#2. Sales

In most firms, the sales team spends substantial time coordinating with the Accounts Receivable (AR) team in order to have sales invoices cleared. Even little errors in invoicing can derail salespeople’s careers. This is where business process management comes in, because it automates the invoice approval process, removing the possibility of manual errors and back-and-forth clarifications between salesmen and the AR team.

Here are a few examples of how business process management can help the sales department streamline its processes:

  • Reduce the length of your sales cycle workflows.
  • Quotes and invoices must be sent on time.

#3. Finance

Every day, a finance team is inundated with paper forms and emails since anything involving money must go via them. For example, if the asset management team wishes to buy 50 computers, they transmit the vendor’s quotation to the finance team for approval. This is only one example.

Consider how many emails and paper forms they receive from multiple teams on a daily basis. It is difficult for them to manage all of these without a system in place. They manage all of this with Business Process Management (BPM) software. Here are two examples in the finance department where business process management comes in handy:

  • Travel requests can be approved with a single click.
  • Create bespoke workflows for specific conditions.

Business Process Management (BPM) Automation

Professional BPM software that incorporates best-of-breed technologies such as RPA, artificial intelligence, and process mining, in addition to pure process modeling, is an elementary foundation for full business process automation, which is a critical component of the digital shift. Process mining tools, for example, discover automation and optimization potential early on by enabling objective transparency via tool-based process evaluations.

Robotic Process Automation (RPA) is a technique for automating workflows by having software robots take over monotonous chores. RPA tools allow for the creation of structured material for this purpose, as well as the configuration of software bots to conduct transactions and communicate with other digital systems.

The application of these new technologies results in significant competitive benefits such as greater process speed, cost savings, improved process quality, and more efficient labor utilization. However, to avoid automating pointless tasks, the process model should be evaluated holistically, with process-specific automation solutions applied rather than individual standalone bots.
Every competent business process management technology should contain the following features:

Now that you understand why a BPM system is required, here is a list of the qualities that a good business process management system should have.

  • Visual process diagramming application
  • Form designer with drag-and-drop functionality
  • Access control based on roles
  • Support for mobile devices
  • Administrator features that are extremely powerful
  • SSO (single sign-on)
  • Compatibility with existing software systems
  • Analytics and reports
  • Large user base performance
  • Performance metrics for the process

Does BPM resemble Task or Project Management?

Business process management is not the same as task management (which focuses on individual tasks) or project management (which deals with one-time or erratic flows).

Task management is the process of arranging or organizing a group of actions that arise from a project. These undertakings are frequently one-time and non-repetitive. Project management software such as ‘Microsoft Project’ is employed when these projects are well-organized, such as in construction work. Trello, Asana, and Kissflow Project are all excellent tools for managing tasks in ad hoc projects.

Business process management is more concerned with repeating and continuous processes that follow a predictable pattern, as opposed to process management.


Business processes that are amenable to automation are often ones that are triggered by a specific event. For example, the submission of an expense report may initiate a pre-defined sequence of events that culminates in the employee receiving compensation in their bank account.

In contrast, business process management (BPM) is a systematic method to improve company operations. When it is successfully implemented, everyone understands how they can help the organization achieve its goals. This leads to a happier, more productive team, which leads to happier customers, higher revenues, and fewer costs.


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