how to implement process optimization Archives

Pipefy is an intuitive platform that offers numerous benefits, including optimizing the company’s processes efficiently. So, check out in this article, 5 ways to optimize company processes. As a result, you can see an increase in productivity, as well as in results.

Why optimize company processes with Pipefy?

Searching for and creating effective methods for organizing and structuring tasks within a company is not an easy task. However, thanks to technology, systems have emerged as a strategy to simplify and optimize company processes.

And Pipefy is one of those systems that aims to organize and structure processes through an easy-to-use and intuitive interface. In addition, it offers specific models for each department and for each company’s demand.

Through efficient task management, the company is able to make a more accurate measurement of data and results. As well as perform an efficient control of the various activities of the organization.

No matter if your company is big or small, process optimization is able to reduce human and financial resources, as well as repetitive tasks through automation.

In that sense, Pipefy can be a great ally of your company. With your panel inspired by the Kanban system, structure, organize, and monitor all company processes quickly and visually. And in just a few minutes you can do an analysis of the company’s processes. In addition, you can monitor the performance of your team.

Find out more benefits and how to use Pipefy in this article.

With these points in mind, we separated 5 ways to optimize company processes with Pipefy, check below.

1. Optimize company processes: Automate your flow and process management

First, with Pipefy you can control and automate the flow and manage processes efficiently. So, control all demand requests from employees and even customers, no matter where they come from – email, company website, text, forms, social networks – and efficiently fulfill all demands, optimizing processes from the company.

That way, you can:

Decrease the large volume of tasks, simplifying them, or eliminate repetitive tasks;
Reduce the processes that demand several people;
Optimize business processes by moving information intelligently at different stages of the process, so you will never again miss deadlines or make mistakes due to communications failure;
Eliminate tasks that affect the performance of other tasks;
Organize tasks that need authorization, keep everything on the boards, and mark the people responsible for analyzing the tasks, so the process will flow more quickly and efficiently.

2. Optimize the recruitment and selection process

Optimizing and organizing the recruitment and selection of candidate processes is certainly one of the greatest challenges for professionals who working in the human resources department. The volume of information is large and, in most cases, they are difficult to examine with the attention they really deserve.

Therefore, investing in technology and in a platform to optimize the recruitment and selection process, makes the process intelligent. In this way, it’s possible to arrive faster in a hiring, and guarantee a more assertive talent attraction.

In this sense, one of the features of Pipefy is to create forms that you can include on the company’s website under the “work with us” page.

Thus, whenever someone fills out the form, the data will automatically be saved in a single place in Pipefy. In this way, you guarantee a more agile and efficient recruitment and selection process.

Organize all stages of recruitment and selection practically, making all information easy to view for any queries. In addition, as Pipefy has an intuitive system, you can structure all stages of the selection process for follow-up. This will save human and finance resources, and time for the recruiting team.

3. Facilitate management of administrative processes

The administrative sector requires a lot of attention and numerous tiring tasks. However, it’s possible to facilitate the management of administrative processes through Pipefy.

With the system, it’s possible to integrate with other systems. That way, when the day comes when it’s necessary to pay the company’s monthly bills, all areas will be able to send their respective expenses to the finance department quickly.

By using the same system that integrates all areas, in the same panel, it’s easier for the person in charge of the financial sector to manage all deliveries, and thus, pay all bills quickly.

4. Optimize company processes with a practical and intuitive CRM

Pipefy offers a practical and intuitive model for you to create a CRM system in minutes. So, store and retrieve important information in a few clicks, such as customer, supplier, and product registration.

You can even manage your entire inventory with this method. Say goodbye to all manual spreadsheets and securely store and centralize everything in one place. That way, you avoid wasting time having to search for the information you need and increase productivity.

There are no rules, you can optimize company processes through an efficient CRM system. And with that, you not only improve the relationship with your customers but also increase the company’s sales and results.

Create the system and share it with the team, eliminating the repetition of information, as everyone will have access to the panel quickly. And yet, when creating a new card for a new customer, you can search the database and find out if this customer really has no registration.

Keep all information up to date and facilitate the process of the marketing, sales, and even logistics sector.

5. Automate customer support processes

Optimize company processes - customer support with Pipefy.

Sales are the engine of a company, and to make sales you need satisfied and loyal customers. However, to acquire a good list of satisfied customers, it’s necessary to invest in customer support strategies that really meet the demands of these customers quickly and efficiently.

Therefore, through the automation of customer support processes, your team works more efficiently, and the gains are numerous.

Once again you can use the forms to collect feedbacks, complaints or suggestions for improvement from your customers, and centralize all the information in the cards.

That way, answer requests promptly, and never delay a call. When a customer is well served and in a short time, he feels secure and creates a positive image of his brand, with the possibility of making an indication.

As a result, you increase not only the company’s customers but also profits and motivate your team to work harder and more towards the company’s goals.

Finally, learn in the video below how to optimize company processes with Pipefy, in practice.

What did you think about this content? Leave your opinion in the comments and share this material with other companies and managers.

Reference material

Create your Pipefy account here.
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Planning and organization are essential tasks to stay focused, increase productivity, and increase a company’s results. For that, process optimization and the promotion of improvements is a necessity and can bring lasting results for your company. So, check out this step-by-step article about how to efficiently implement process optimization in your company.

Good reading!

Why is process optimization important?

Optimization is based on the interaction between activities carried out in different sectors of the company. It involves understanding, planning, organizing, measuring, and monitoring activities in order to achieve the objectives and goals of the company.

By implementing management actions and tools, the company is able to increase productivity, reduce costs and resources, increase market competitiveness, boost results, and make work processes more efficient.

Check out below a step-by-step about how to implement this action in your company.

Step-by-step for efficient process optimization

Process optimization is a constant action within a company. It ensures greater team productivity, process efficiency, eliminating failures, reducing costs, and improving results.

To help you, we brought a quick guide on how to implement good process management in your company, check it out.

1. Perform a mapping

Now that you know the importance of implementing process optimization in your company, it’s time to get your hands dirty.

The first step is to map and understand the company’s processes. To do this, you can use schemes to help you understand how each sector works, what the functions are, and who is responsible for each sector. In addition, it helps you to understand how activities are integrated between sectors.

At this first moment, you can identify which are the weaknesses and strengths, which are the most complex operations, if there are flaws in the procedures, among other important aspects.

In other words, with the mapping carried out, it’s possible to make a critical analysis of all activities and to identify which sectors require the most effort and should undergo modifications.

Therefore, through process management, it’s possible to promote improvements and optimize results.

2. Track and analyze the workflow

Tracking and analyzing the workflow after the mapping is an important step in optimizing processes.

At this stage, it’s possible to eliminate activities that are unnecessary, to recognize practices that are well implemented, to know how the sectors are integrating, and to identify failures with more precision.

Having all this material in hand, it’s time to make strategic decisions to improve and control the productivity of the team, as well as to increase efficiency and seek solutions to solve practices that need improvement.

3. Improve communication

Communication is important in any sector of the company. It facilitates processes and avoids considerable failures.

In other words, communication influences the success of the operation.

When the information is not clear, all sectors can be harmed and, as a result, cause errors that compromise the entire process and reduce the results.

In addition, communication failure can delay productivity, so improving communication is an important aspect when implementing process optimization in your company.

Use a standard communication system to send information in a correct and accurate manner. This way, you make sure that important information is not lost.

Finally, communication can provide a greater connection not only between team members but also between customers and suppliers, facilitating the processes.

4. Train your team

Changes demand adaptation and constant training.

There is no point in creating a whole strategy without communicating to the team or without providing proper training.

Therefore, inform all employees about the new work processes and make them aware of the need to reach new standards of excellence for an improvement in the processes.

All mapping and development of improvements must involve the team and count on the participation of all. This means that everyone must participate in the changes for the common good of the organization.

After all, the entire team must know exactly what their responsibilities are, what are the changes, and how to carry out activities to become more efficient.

And yet, when you have a team that is fully committed to promoting change, everyone can collaborate to find flaws and also suggest improvements in processes.

5. Use technology to facilitate the process optimization

Betting on process optimization without the use of technology can be a difficult task and a waste of time.

Therefore, use technology to facilitate processes and computerize your company.

The adoption of technology reduces the time, increases the speed in the processing of information, and promotes the optimization of processes, making them more practical and efficient.

And yet, technology is also a strong ally of productivity and also facilitates cost reduction.

Another benefit is the possibility of making activities more flexible for process improvements. That is, with integrated systems and cloud management tools, processes become more agile, and employees can access information online.

Finally, technology can also facilitate communication between sectors and between employees, avoiding failures and inconsistencies.

Check out in the video below how to use technology to organize company processes.

6. Delegate Responsibilities

This story of keeping a single person in charge of the sector can be a lag in productivity.

Because, when the manager is not in the company for a certain reason, the whole team can be harmed. After all, all the important information was concentrated on just one person.

Focusing all decisions on a manager is bad, so the process needs to be fluid and make the roles of each participant in the process clear. The greater the clarity, the better the flow and performance of the process.

Therefore, delegate responsibilities to more than one person. Thus, you will have more than one person trained and able to make important decisions at any time, with or without the presence of the sector manager.

7. Monitor and track results

Finally, performance indicators should be monitored frequently, so everyone can focus on results, and can actively act to optimize processes.

Even after an analyzed and improved process, monitoring and constant follow-up are important.

This enables a complete analysis of how new processes are carried out. And also allows the detection of new failures and continuous improvement.

In conclusion, mapping, analyzing, and organizing processes, using technology as an ally, and adopting efficient project management strategies are ways to enable the optimization of processes in your company.

By taking this step-by-step, the chances of increasing productivity, reducing company costs and resources, and increasing results only increase.

What did you think about this content? Leave your opinion in the comments and share this material with other companies and managers.

Reference Material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Google Calendar – Organize your Calendar Practically and Effectively