nexVortex BLOG

Don’t Neglect Business Process Management

Chuck Harris

Establishing successful business processes is important.

Unfortunately, developing and defining a proper business process management system frequently falls victim to the busyness of the day-to-day running of the business.

Ironically, time spent on cultivating a management system tends to pay dividends in the long run.  Said another way — “Sometimes you have to slow down — to go fast.”


10 tips for building your business process management system

Whether you’re looking to improve your current system, or are just getting started, the following advice will help make sure you’re on the right path:

1).  Take an inventory. A journey of a thousand miles starts with a single step. What processes do you need, or already have in place? Identifying where you stand and what your needs are can help spotlight inefficiencies and help your team visualize the big picture.

2).  What’s the purpose? Do each of your processes facilitate or contribute to your customers’ needs? If not, get rid of it – it’s dead weight. Each process in your system should have a purpose. Companies can unwittingly retain processes that, while useful in the past, are no longer functional.

3).  Define your processes. Every process in your system needs to have clear boundaries identifying the inputs to that process and what’s expected out of it.

4).  Enlist your staff. Employee engagement in planning and execution is crucial. Those involved in the day-to-day of a process can provide keen insights. Furthermore, when your staff is involved creatively, they’re intellectually invested in the success of the process.

5).  Delegate assignments. Identifying who’s responsible for each process, as well as how processes transition to and from one another avoids gaps in execution.

6).  Analyze. At a minimum, your system should assess the transitional functionality between processes, the value a process provides, time cycles, process yields, and the value of each process in relation to your customers.

7).  Get feedback. Never launch a system without submitting it for feedback. Run your plan by members of your staff involved in each process of your system. Outside perspectives can be invaluable – listen, take notes, and adjust. Then, once you’re up and running, always keep an ear open to suggestions from your team.

8).  Process measurement. If you aren’t gauging your results, you’re flying blind. Statistics to keep track of include: customer satisfaction, process response times, resource productivity, and process efficiency. In general, all metrics crucial to the success of your system and to your business should be measured.

9).  Allow for growth. Plan for executing improvements. This can help your system implement changes based on feedback and the results of your measurements.

10). Never stop monitoring. Even if your system is running as smooth as a fighter-jet, you don’t want to take your eyes off it. Keeping track of operations and their effectiveness is the best way to allow your system to evolve.

Operational Discipline is Necessary to Business Success

Only if processes are replicable and if your team knows what is expected of them and of each other, will you be successful.

Operational discipline is essential for maintaining and running an effective business process system.

At nexVortex, we pride ourselves on operational discipline.  We have honed our processes and systems in the 12+ years in which we have been delivering cloud communication services. Contact us today to see how we can help you with your business communication needs.


Are You in Compliance with Kari’s Law for Emergency Calling?

Kari’s Law requires multi-line telephone systems (like those found on campuses, hotels, or office buildings) to enable users to dial 911 directly, without having to dial a prefix to reach an outside line.   Congressional Bill H.R. 582 of 2017, better known as Kari’s Law, became a legal requirement on February 16, 2018. The Act was a response to the murder of Kari Hunt by her estranged husband in December 2013 while she and her daughter Brianna were at a Texas hotel.

Business Continuity and Disaster Recovery

When disaster strikes, will you be able to maintain contact with your customers and support their needs? Business continuity can be the difference between your company surviving or shutting its doors after a disaster.   Many businesses aren’t prepared to deal with a disaster. And unfortunately, many kinds of  disasters close small businesses for good every year. If you can’t maintain contact with your customers through the worst times, your company could be in jeopardy.