How to Identify Digitizable Processes Effectively

If you've landed here, you already know that there're still numerous business processes that can be optimized with the help of digitization. So we don't need to tell you anything more about the necessity of process digitization.

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So the first step has already been taken. You want to digitize business processes. But that doesn't necessarily make it any easier. The question arises: where should I start? Which business processes are digitizable?

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We deal with questions like these with our customers every day. That's why we've put together a checklist to help you identify digitizable processes.

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The digital dilemma with identifying digitizable processes

Many businesses, perhaps yours included, struggle with the 'what' and 'how' of digitizing processes. It's like knowing you need to upgrade your software but not knowing which version to install. But staying with the old version is not an option. This would make you less competitive.

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Identifying digitizable processes is a significant step in process digitization. It's not about digitizing just any processes, but the right ones.

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Firstly, processes have to be digitizable. If they're not, the digitization won't work, the team won't see any results and lose motivation. Furthermore, you shouldn't start with large and business-critical processes. Of course, they can achieve the greatest impact if they're optimized. The digitalization of such business processes isn't easy, expensive and time-consuming.

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It's all about the right mix. To get started, you should identify smaller but still relevant digitizable processes. Later, with more experience, you can also identify larger and more critical digitizable processes.

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The checklist: identify digitizable processes

To help you find your way through this digitization maze, we have created a  checklist to identify processes in your company that can be digitalized:

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✅ Evaluate repetitive tasks‍

Start by looking at tasks that are repetitive and time-consuming. These are typically the low-hanging fruits in digitization.

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When tasks have to be completed again and again, they follow a certain pattern. This pattern can be covered by tools. You can tell the software precisely how to perform the tasks.

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Examples of identified digitizable processes in HR:

• Time recording
• Vacation requests
• Employee appraisals

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✅ Assess data handling‍

Any process that involves a lot of data entry, transfer, or analysis is a prime candidate. This not only applies to the collection of data itself. But also the recording of data using paper forms or via email, which then has to be manually transferred to software. Digital tools can handle these tasks more efficiently and less error-prone.

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Examples of identified digitizable processes:

• Recording, updating and monitoring inventories
• Generating reports, summaries and analyses
• Creating financial reports

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✅ Feedback and approval processes

Processes that require constant feedback or approval benefit significantly from digital workflows. The digitization mainly reduces turnaround times.

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Employees are notified to give feedback or approvals. In addition, the progress of such processes can be viewed by all responsible employees in digital tools. This means that even multi-stage approval processes can be mapped in a structured and efficient manner.

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Examples of identified digitizable processes:

• Tracking tasks, deadlines and feedback in project management
• Management of test and review processes for quality assurance
• Approval of procurement measures or vacations

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✅ Inter-departmental dependencies‍

Look for processes that involve multiple teams. Digital solutions can improve communication and efficiency across organizational silos.

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All responsible employees can access all information anytime and anywhere. Ideally, the entire team can also see the progress. This creates a single source of truth and makes the process more efficient. It also increases employee satisfaction, as no one feels excluded.

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Examples of identified digitizable processes:

• Onboarding of new employees:
  HR, IT for technical equipment, specialist department for training
• Product development:
  Collaboration between design, engineering, marketing and sales

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With the help of this checklist, you're sure to identify various digitizable processes in your company. The best way to do this is to talk to every team and ask the same questions based on these checkpoints. Over time, numerous seemingly insignificant processes will emerge that can achieve significant efficiency gains through digitalization.

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Still feeling uncertain about identifying digitizable processes?

You're not alone. skybow offers a free call with one of our experts. Whether you're taking your first steps or looking to optimize your strategy, our experts provide tailored advice to guide you through your transformation.

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Digitizable processes identified - what comes next?

If you know which process you want to digitize, you're already a step ahead. Now you need to find the right digitalization measure for your identified digitizable process. You've three options for this:

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Standard tool
You're looking for a ready-made tool. Ideally, it should map the identified digitizable process exactly as you live it. But this is rarely the case. In most cases, you have to adapt your process to the tool.

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Individual development
If you cannot find a suitable standard tool, you can have your own tool developed by a developer. This is guaranteed to map the identified digitizable process exactly. But this is very expensive, time-consuming and makes you dependent on the developer.

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Low-code tools
This combines the advantages of the other two. You can use low-code tools to build your own solutions. So they fit perfectly with your identified digitizable process. However, this is much faster, easier and cheaper.

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If you would like to find out more about this topic, book a free, no-obligation call!