In every business there are tasks that are done based on previous experiences which are handed down from one person to the next and the process never changes.
The question that every business needs to ask, is it done the best possible way or is there room for improvement?
When considering a new platform to improve your business like salesforce.com. As a business owner, consultant or an agent of change, this presents the best opportunities to address your business process and make improvements where ever required. Here are 5 key questions to consider:
- What does the process solve? What is the purpose of following the said process
- Why should the organisation do it this way?
- Can the process be improved? Is there a better way and what are the benefits?
- Is the process documented? Is there a uniform understanding of the process organisation wide?
- Can your staff answer the most basic question, which is: explain why is it done this way?
If the answer to three or more questions are no, not sure and maybe for most of these questions then it's time to evaluate and find a more efficient way to improve the process or task.
In any business it is imperative to assess how and why things are done currently before implementing a new system. When a business goes through such a significant change it’s the best time to improve your business processes don't fall in the trap of "if it aren't broke don’t fix it" mind set. As a business, there is always room for change and improvement.
Business process documentation is a key part of identifying what you are hoping to achieve with the new system you are looking to implement. If the business has a clear understanding of the end result they can step forward with every change. However in order to have a clear understanding of the end result you need to understand the process that is currently been followed and why it is done in a particular way.
In order to implement a new system, like Salesforce, successfully you need to understand what you are hoping to achieve. If the purpose of the system is to improve your sales process, then look at it from the salesperson's perspective. Identify what they do day in and day out, question why they do things in a certain way, and ask lots of questions. The more you understand the process the better chances are of improving it or simplifying it.
When it comes to implementing any solution it’s important that the solution is as simple as possible, which drives higher adoption. It has been proven in many articles and scientific studies that the humans learn more in a visual manner than if provided extensive material to read. So how do you document processes you identified.¹
Visual representation of the business process will increase the adoption. When documenting your new and/or improved process make sure you use visual elements to demonstrate the text you have in the document. Diagrams, flow charts and any visual illustrations will help the user get a good understanding of what they should be doing. This will assist in improving adoption.
Keeping your users informed of the upcoming system changes should be done at a very early stage in the system design. Where possible make sure the users has some input into how the system will function. Email updates to users as well as user feedback throughout the project will help improve the adoption of the new system.
In order to implement a new system like salesforce it's important to make sure you have the correct business process in place which will assist you in the overall project especially in the design workshops and requirements gathering sessions.Make sure you involve your users in design workshops to improve adoption. Business processes help make sure you get the most out of your new system and improve your business potential.