Approach process digitization in your company step by step

The most important facts about process digitization in a nutshell:

• Process digitization refers to the conversion of analog processes to continuous digital processes in which information is efficiently collected, forwarded and stored.
• Process digitization follows six steps: analysis of current situation, goal definition, selection of suitable tools, piloting, rollout and continuous optimization.
• Methods such as process modeling (BPMN), lean management, robotic process automation (RPA) and change management support the successful implementation of digital processes.
• Tools for process digitization include cloud platforms, document management systems, workflow engines, and AI-based automation tools.
• To get started with process digitization, a manageable, frequently occurring process, such as invoice approval, is recommended.

What is the definition of process digitization?

Process digitization describes the transition from analog and manual processes to continuous digital processes. The aim is to design the work steps in such a way that all Information collected, forwarded, checked electronically and be saved.

Invoice processing is a classic example of process digitization: The processing of paper invoices is being replaced by a digital system that automatically receives, checks, approves and archives invoices. Here you can find more Examples of digitization in companies, everyday life, crafts and production.

Guide: How does process digitization work?

Process digitization takes place in six steps: First, the current status of a process is recorded, then the goal is defined and suitable tools are selected. This is followed by piloting before the digital process in the company is rolled out and continuously optimized.

1. Current situation analysis

Gather information about how the process is working today:

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

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

2. Goal definition

Determine what you want to achieve with digitization:

• Shorter turnaround times, for example when invoices today take several days to be approved.
• Fewer media breaks, for example, when information needs to be transferred from paper to the ERP system.
• Distribution of tasks: Who worked on which task and where is the process currently located?
• Audit security: Digital evidence makes internal and external audits easier.
• Improve customer experience: Applications or orders can be submitted online around the clock.
• scalability: Digital processes are easier to expand to higher volumes than manual processes.

3. Selection of tools

Check which software covers your requirements.

• Standard tools are suitable for recurring tasks such as invoice approvals or vacation requests.
• custom software It makes sense if your processes are very specific.

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

4. Piloting

Start with a manageable process:

• Pick one expiry, which is common but not too complex.
• Test him with a small user group.
• Collect feedback of all parties involved and check whether the goal has been achieved.

This is how you can see which adjustments are necessary before you go out into the breadth.

5th rollout

Introduce the digital process to the company step by step:

• Train your employees in this newly digitized process.
• Make sure documentation and assistance are available.
• Communicate the benefits clearly so that everyone shares the transition.

6. Optimization

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

• Analyze processing times, error rates, or feedback.
• Adjust masks, workflows, or interfaces on an ongoing basis.
• Schedule regular reviews to keep the process up to date.

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

Which methods are used in process digitization?

To implement process digitization, methods are used that describe, simplify and then digitally represent the processes. This includes process modeling, lean management, robotic process automation, and change management.

process modelling

Process modeling graphically represents processes. BPMN (Business Process Model and Notation) makes individual steps and decisions described in a standardized diagram. Swimlanes show which department or role is responsible for which step. This creates a clear picture before a process is digitized.

Lean Management

Lean management comes from production organization and is also used in process digitization to avoid unnecessary steps. The aim is to streamline processes so that they can be used later Only what is really needed is digitized will.

Robotic Process Automation (RPA)

RPA is the use of softwareRobots that perform repetitive tasks. Examples include automatically reading out invoice data or filling out forms. RPA complements process digitization by completing routine tasks faster than a human and almost error-free.

Change Management

The change management supports the introduction of new digital processes in the company. This includes communication, training, and involving your employees. Digital processes can only be implemented successfully if those involved understand the benefits.

Which tools make process digitization easier?

Process digitization uses software that collects information, controls work steps and documents 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 drag-and-drop builder to model and automate operational processes
• Pipefy: Low-code BPM tool with workflow automation, overview dashboards and a center for process requests

2. Document Management Systems (DMS)

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

• DocuWare: System for automating scanning, archiving, searching and document management
• Fluix, Zoho WorkDrive: Provide centralized 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 modeling and executing processes
• Apache Airflow: Workflow platform for data pipelines with a “configuration as code” approach, suitable for technical data processes

4. AI-powered 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-powered workflows and agents for process automation

You don't need 1,000 tools?
Axisbits helps you all processes on one platform to bundle, save costs in the long term and make your processes efficient. And that's on HubSpot. The best thing about it: Almost all of the tools mentioned here can be effectively implemented in HubSpot. We ensure that everything is perfectly integrated.

Process digitization with Axisbits

At Axisbits, we help companies like yours to map their processes completely digitally. We'll help you set up tools like HubSpot and build High-end individual software as well as business softwareif standard software cannot adequately cover your processes.

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

Do you already have an eye on processes that fill your employees' desks and should finally be digitized? Then let's take the next step together.

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