Process analysis

Process analysis: meaning, objectives, procedures & benefits

Process analysis is a systematic approach for investigating and optimizing business processes. It helps to identify bottlenecks and opportunities for improvement and thus make processes more efficient and productive. In this article, you will learn more about the most important aspects of process analysis: definition, objectives, techniques and the benefits that result from this.

What is process analysis?

Process analysis describes the structured investigation of business processes with the aim of increasing their efficiency, effectiveness and quality. Through an in-depth analysis of existing processes, weak points and optimization opportunities are identified, which lead to better results. Companies use process analysis to reduce costs, make better use of resources, and improve overall performance.

What are the objectives of process analysis?

• Improving efficiency: By identifying unnecessary processes and redundancies, processes can be streamlined and productivity increased.
• Increasing quality: Detecting weak points makes it possible to fix errors and improve the quality of services and products.
• Increasing transparency: A clear analysis of processes creates a better understanding of internal processes and promotes well-founded decisions.
• Flexibility and adaptability: Through optimised processes, companies can react more quickly to changes in the market and strengthen their position vis-à-vis the competition.

How is a process analysis carried out? Key methods

There are various methods that are used to analyze and optimize processes. The most common techniques include:

• 📊 Process presentation: Processes are recorded graphically or model-based, e.g. using BPMN or flow charts, in order to present complex structures in an understandable way.
• 📈 Process performance measurement: Relevant key figures such as throughput times and resource utilization are recorded in order to evaluate and compare the performance of processes.
• ⚖️ Comparison through benchmarking: Own processes are compared with those of other companies or best practices in order to identify optimization potential.
• 🖥️ Process simulation: Simulations make it possible to run through various scenarios to evaluate the effects of changes in processes.
• 👥 Employee Involvement: Workshops and interviews with employees and stakeholders provide valuable insights and practical suggestions for improvement.

What are the benefits of process analysis?

A process analysis offers companies numerous strategic advantages by sustainably improving the efficiency of internal processes. Through the targeted investigation and optimization of processes, weak points can be eliminated and potentials for improving performance can be identified. This leads to positive effects that affect both the quality of work and the positioning of the company in the market. Strategic analysis has the following benefits:

• Cost reduction: By identifying inefficient ways of working and eliminating waste, companies can sustainably reduce their operating costs.
• Increased quality: Optimized processes lead to a better end product or service, which increases customer satisfaction and competitiveness.
• Customer centricity: By adapting processes to customer needs, companies can improve service quality and customer loyalty.
• Better market position: Flexibility and continuous process improvement help companies to stay ahead of the competition and react quickly to market changes.
• Employee motivation: Involving employees in process analysis strengthens their commitment and willingness to contribute to optimization.

Practical example of a process analysis

A typical example of the application of process analysis is the optimization of a sales process:

Step method Example in the sales process Process presentation 📝 Processes are recorded graphically or based on models (e.g. BPMN or flow charts) The sales process is broken down into sub-steps, e.g. making contact, preparing an offer, concluding a contract. These are visualized in a flow chart. Measurement of process performance 📊 Relevant key figures such as throughput times and resource utilization are recorded Key figures such as processing time of offers and success rate of sales transactions are documented and analyzed. Comparison through benchmarking 📈 Own processes are compared with those of other companies or best practices Processing times and sales quotas are compared with the values of best practice companies in the same sector to identify opportunities for improvement. Process simulation 💻 Simulations run through various scenarios to evaluate the effects of changes A computer simulation is used to test how the introduction of a CRM system affects the efficiency of the sales process. Employee involvement 👥 Workshops and interviews with employees and stakeholders provide suggestions for improvement from practice Sales employees are involved in workshops and interviews to provide valuable insights, for example with regard to administrative hurdles in day-to-day business.

Outcome: After carrying out the process analysis and identifying bottlenecks, a CRM system is introduced as a measure that improves the management of customer data and automates routine tasks. Processing times are reduced and the success rate of sales transactions is increased.

Conclusion:

Process analysis is an indispensable tool for optimising business processes. It helps companies identify weak points, use resources more efficiently and improve the quality of their products or services. By continuously analyzing and improving their processes, companies remain competitive and adaptable in a constantly changing market environment.