Process digitalisation: taking it step by step in your company

The most important things about process digitalisation in a nutshell:

• Process digitalisation refers to the transition of analogue workflows to end-to-end digital processes in which information is efficiently captured, forwarded and stored.
• Process digitalisation follows six steps: as-is analysis, goal definition, selection of suitable tools, piloting, rollout and continuous optimisation.
• Methods such as process modelling (BPMN), lean management, robotic process automation (RPA) and change management support the successful implementation of digital workflows.
• Tools for process digitalisation include cloud platforms, document management systems, workflow engines and AI-supported automation tools.
• For an introduction to process digitalisation, a manageable, frequently occurring process is recommended, for example invoice approval.

What is the definition of process digitalisation?

Process digitalisation describes the transition from analogue and manual workflows to end-to-end digital processes. The aim is to design work steps so that all information is electronically captured, forwarded and checked and stored.

A classic example of process digitalisation is invoice processing: the handling of paper invoices is replaced by a digital system that automatically receives, checks, approves and archives invoices. Here you can find further examples of digitalisation in companies, everyday life, trades and production.

Guide: How does process digitalisation work?

Process digitalisation follows six steps: first the current state of a process is recorded, then the goal is defined and suitable tools are selected. A pilot phase follows before the digital process is rolled out across the company and continuously optimised.

1. As-is analysis

Collect information about how the process works today:

• Who is involved?
• What documents or systems are used?
• Where do waiting times occur?
• Where are the sources of error?

Record these points in a process diagram or a simple list.

2. Goal definition

Define what you want to achieve with digitalisation:

• Shorter throughput times, for example if invoices currently take several days to be approved.
• Fewer media breaks, for example if information has to be transferred from paper into the ERP system.
• Task distribution: who processed which task when, where is the process currently stuck?
• Audit compliance: digital records make internal and external audits easier.
• Improve customer experience: applications or orders can be submitted online around the clock.
• Scalability: digital processes can be extended to higher volumes more easily than manual workflows.

3. Selection of tools

Check which software covers your requirements.

• Standard tools are suitable for recurring tasks such as invoice approvals or holiday requests.
• Custom software makes sense if your workflows are very specific.

Create a short list of requirements and compare it with the available tools.

4. Piloting

Start with a manageable process:

• Pick one process that is common but not too complex.
• Test it with a small user group.
• Collect feedback from all involved and check whether the goal was achieved.

This way you can see which adjustments are needed before rolling it out more broadly.

5. Rollout

Introduce the digital process step by step across the company:

• Train your employees in this newly digitalised process.
• Ensure that documentation and support materials are available.
• Communicate the benefits clearly so that everyone supports the transition.

6. Optimisation

Use data from the application, where available, to derive improvements:

• Analyse processing times, error rates or feedback.
• Continuously adapt masks, workflows or interfaces.
• Plan regular reviews to keep the process up to date.

Tip: Here you can find our guide to digitalising your SME.

Which methods are used in process digitalisation?

To implement process digitalisation, methods are used that describe, simplify and then digitally map workflows. These include process modelling, lean management, robotic process automation and change management.

Process modelling

Process modelling represents workflows graphically. With BPMN (Business Process Model and Notation), individual steps and decisions are described in a standardised diagram. Swimlanes show which department or role is responsible for which step. This creates a clear picture before a process is digitalised.

Lean management

Lean management originates from production organisation and is also used in process digitalisation to avoid unnecessary steps. The aim is to streamline processes so that later only what is actually needed gets digitalised.

Robotic Process Automation (RPA)

RPA is the use of software robots that perform repetitive tasks. Examples include the automatic extraction of invoice data or the filling in of forms. RPA complements process digitalisation by handling routine tasks faster than a human and virtually error-free.

Change management

Change management supports the introduction of new digital workflows in the company. This includes communication, training and the involvement of your employees. Only when those involved understand the benefit can digital processes be truly successfully implemented.

Which tools facilitate process digitalisation?

Software is used in process digitalisation to capture information, control work steps and document results. These include cloud platforms, document management systems, workflow engines and applications with artificial intelligence.

1. Cloud platforms

Cloud software makes data available regardless of location:

• Appian, Pega, ProcessMaker: professionally developed cloud BPM solutions that support workflows, scalability and process analytics
• Quixy: a no-code platform with a drag-and-drop builder for modelling and automating business workflows
• Pipefy: low-code BPM tool with workflow automation, overview dashboards and a central hub for process requests

2. Document management systems (DMS)

DMS digitalise documents, structure them and make them comprehensively usable:

• DocuWare: system for automating scanning, archiving, search and document management
• Fluix, Zoho WorkDrive: offer central document storage, versioning and workflow functionalities
• LogicalDOC: cloud-based DMS that enables document storage, indexing and workflows in a Java environment

3. Workflow engines

Workflow engines orchestrate tasks, notifications and process steps:

• Flowable: open-source workflow engine for visually modelling and executing processes
• Apache Airflow: workflow platform for data pipelines with a “configuration as code” approach, suitable for technical data processes

4. AI-supported automation tools

Artificial intelligence is used to make processes more adaptable:

• Make: no-code platform that integrates AI elements into automations
• Zapier: platform for connecting web apps with AI-supported workflows and agents for process automation

You don’t need 1,000 tools?

Axisbits helps you bundle all processes on one platform, save costs in the long term and make your workflows efficient — on HubSpot. The best part: almost all of the tools mentioned here can be effectively implemented in HubSpot. We ensure everything runs perfectly integrated.

Process digitalisation with Axisbits

We at Axisbits help companies like yours to fully map their processes digitally. We support you in setting up tools like HubSpot and create high-end custom software and business software where standard software cannot adequately cover your processes.

With the integration of AI, your data is automatically evaluated, decisions are prepared and routine tasks are handled. This creates digital processes that are scalable and future-proof.

Do you already have processes in mind that are filling your employees’ desks and need to be digitalised at last? Then let’s take the next step together.

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