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How Our Business Process Optimization for IT Works We do an assessment and have a look at what is going on. We then report back to the business owner, check server warranty, firewall status, etc. If any of your hardware or software is out of date, we implement a program of updating all your IT systems on the network with a precisely detailed plan for IT-related business process optimization. Because your business processes are analogous to the organs in your body all functioning separately yet together harmoniously, OSIS reviews all equipment holistically and offers a completely financed solution with hardware and services that fits in with your own organic process. One of our clients had a SonicWALL firewall that had a warranty that was expiring. We went to Cisco/Meraki to roll out best practice hardware.  It worked for them beautifully. And, if any of our clients have something new to adopt technology-wise, our IT company will even help them resell old equipment. OSIS wants to make sure every client is following best practices and has access to the latest, most advanced technologies. This is another big part of our complete business process optimization Baltimore businesses can benefit from.

A Caveat

We are not willing to work with businesses who are unable to upgrade their aging technologies.  No superficial band-aid-type approach with us. You have to replace all pain points or weak areas along the entire infrastructure or it will cause you harm, and we won’t stand by and just watch as you fail to embrace the optimization of your business IT processes. We simply want to help businesses optimize, and benefit from getting access to top technology — one of the big perks of outsourcing your IT support. If you’re facing end-of-life software, or out of warranty equipment, we can make certain recommendations to optimize the network.  With OSIS, everything is included in a single monthly fee, almost like a hardware as a service offering. We will also include cybersecurity training and value-added services where needed.

What Is Business Process Optimization?

Business Process Optimization is the act of taking your old business processes and optimizing them for efficiency. The general idea is to make it more efficient – the means of doing that, however, can vary a lot. Business Process Optimization is one of the final steps for Business Process Management (BPM), a methodology that advocates for constant process re-evaluation and improvement. So, to make it work, you should have already carried out the first three steps critical for any BPM initiative, specifically:
  • Process Identification– You should have already picked a process you’d like to work on. In most cases, you’d usually go for processes that are important for the company and are a profit-driver. What’s the point of business process optimization if it doesn’t have any impact?
  • Business Process Mapping– Unless you have the process mapped out, you’ll have a hard time finding potential improvements. If you don’t already a map for the process, you can do that by creating a flowchart using pen & paper, or using workflow software.
  • Business Process Analysis – Before you can start improving the business processes, you should first analyze each and every step. The analysis itself can either be super straightforward, with some glaringly obvious potential changes or a bit more difficult, if the problem is not too obvious. In the latter case, you can use some of the business process improvement tools to find the inefficiencies.
So, if you’ve already got all that out of the way, you should have a clearly defined & mapped out process, and a couple of ideas on how to optimize it.

How We Do Business Process Optimization in Baltimore

As we’ve already mentioned, there can be multiple ways to do business process optimization. This, of course, really depends on the process in question – there is no one size fits all solution. In most cases, however, optimization is done through either of the following methods: Process Improvement or Re-Structuring – This one’s pretty simple, and all it takes is a good look at each step of the process. The idea is, you need to identify processes or steps that are:
  • Wasteful– Each step within a process should, somehow, add a certain value to the end goal (which is either a product or some sort of output), and the process itself should amount to something in the context of organizational goals. Sometimes, however, you’ll find that certain steps or processes are actually useless, without creating any sort of value.
  • Inefficient or Improvable – This means that a step (or a process) is simply not as efficient as it could be. There might be a lot more steps than needed, for example. Approval processes tend to be guilty of this quite often. If you’d want to get a new project off the ground, you would need approval from the senior management within the company. Meaning, you might have to wait for 5+ extremely busy executives to get the time to read the document and give you a green light.
Once you found processes or steps that fall into these categories, all you have to do is improve them for efficiency. This can be done by restructuring the process (change the steps or order or steps), eliminating useless processes (or steps), or by doing a little bit of both.
  • Automation
No one likes manual work. Sometimes, it really does make you feel like a cog in the machine, doing something that even a robot could do. There are cases, though, where that’s exactly the situation – what you’re doing IS something a robot can do, and all you have to do is find the right tool or software. Business Process Automation (BPA) can help take out any menial labor from your employee’s workloads, which leads to high productivity (employees work more on what matters) and morale (no one likes grunt work). While how you’re doing automation varies by the task, here’s a few common examples:
  • Social Media Management – Whatever your company does, you probably have a Facebook (or at least LinkedIn) page. The traditional way of managing these is to have someone manually log on and find something to post about 3-4 times a day. Rather than waste your time with this, however, you could use a social media management tool such as Buffer to plan out your posts throughout the next month.
  • Customer Support – If you’re a software-as-a-service company, you probably have a customer support form right there on your website. Let’s say there’s a bug in the new software update affecting around 10% of your user base. Chances are, your inbox is going to get real clogged. While the first bug report is useful, the rest is just clutter you have to waste time replying to. Software such as Intercom allows you to create events when you can send out automated replies to user complaints, depending on what keywords they mention on their ticket.

Technology Adoption & Complete Business Process Overhaul

Adopting the right technology can really be a game changer; unlike the first two options, it doesn’t exactly optimize a process. Rather, it changes it completely. So, for example, let’s say you use a whiteboard to manage your daily to-dos within your company. By adopting a task management software such as Trello, you’d instantly be improving the efficiency of your business, without even changing any of the processes. With software in charge, you’d be seeing benefits like:
  • Fewer Mistakes & Missed Deadlines – Humans are known to err. Everyone can mess up once in a while, forgetting a very important to-do or deadline. Task management software makes sure this never happens, reminding you of all the tasks and deadlines.
  • Central Command Center – It’s a lot easier to just create a new task online and pin it to your employees, rather than send out a detailed email and hope it doesn’t get lost or overlooked.
For a more process-oriented example, there’s workflow management software. Instead of having to manually keep track of workflows through email or chat, you can use a dedicated system to manage all of your processes through one dashboard. This can automatically eliminate a lot of issues you’d encounter with process management, such as:
  • Lack of Process Standardization. It can be hard to force all of your employees to follow a strict procedure. Workflow software ensures that everyone completes every step of the process in the right order.
  • Easier Tracking & Analysis. Compared to your average process map, workflow software allows for easier tracking and analysis. Without software, you’d have to manually keep track of the process & deadlines through chat or email with. In addition, to actually measure process efficiency, you’d have to manually gather data from different software & employees. With software, you get all of this in a single dashboard.
[Source credit: Tallify.com]

Let OSIS IT Guide Your Business Process Optimization to New Heights

As you’ve read, we can tackle all technology-oriented aspects of optimizing your business processes in Baltimore MD. We also serve companies in Washington DC, New Jersey, Philadelphia, and throughout the Mid-Atlantic region – so, give us a call toll-free at (800) 875-8843 or drop us an email at itsolutions@osisit.com for more information on how to get started!]]>