NewgenONE Digest: All You Need to Know About Process Designing

Let’s say you’re building a new house. You have a vision of how everything should look, where each room should be, and how you’ll move from the living room to the kitchen. But to bring that vision to life, you need a blueprint to ensure everything flows smoothly and works as intended. That’s exactly what a process designer does — except it structures business processes and data flows instead of bricks and mortar.

What Exactly is a Process Designer?

Meet Sarah, a manager at a growing financial firm. Her team processes hundreds of loan applications daily, but they handle everything manually — reviewing documents, sending emails, and following up with clients. Each task feels like a mini project, creating a lot of stress and errors for Sarah’s team. A process designer could transform this by mapping out each step of her team’s workflow.

Whether onboarding new customers, managing loan applications, or handling insurance claims, process designers help you visualize, automate, and optimize workflows.

Why Do We Even Need a Process Designer?

Processes form the backbone of an organization. A 2023 Science Direct research report stated that expansive process management and automation were the most critical challenges for business leaders. For large enterprises especially, it is crucial to ensure that workflows run smoothly. That’s what a process designer does. It transforms how businesses conceptualize, design, and manage their workflows.

Without a clear, well-defined process, tasks can become disordered, resulting in errors and inefficiencies

Imagine Sarah’s team without this tool. They would spend hours sorting through documents and manually entering data. However, with a process designer, the workflow gets streamlined and structured. No one is left wondering what to do next or scrambling to find the correct document. The process moves smoothly on its own, and her team steps in only when necessary.

Check These Boxes When Looking For a Process Designer

Sarah quickly realized the value of a process designer. But what features should she have considered from the start? Here are some key factors:

1. Visual Interface

The best process designers offer a drag-and-drop interface where you can easily map out the process without coding.

2. Flexibility and Customization

Your business isn’t a one-size-fits-all operation, so your process designer shouldn’t be either. Look for one that allows you to customize the processes to your specific needs and tweak them as things evolve.

3. Automation Capabilities

A good process designer lets you automate repetitive tasks, so your team can focus on more complex problems. Do you know that 62% of businesses have identified three or more major bottlenecks in their processes that could be solved with effective workflow automation?

4. Integration with Other Tools

The process designer should seamlessly integrate with your other systems — such as your CRM, ERP, or any other tool your team uses.

5. Real-time Monitoring

It’s not enough to just design processes. You need insights into how they’re performing. A robust process designer offers real-time data on bottlenecks, task completion times, and overall process efficiency.

6. Robust Data Security and Compliance

Ensure that the process designer provides strong security features and supports compliance with industry regulations such as GDPR, HIPAA, etc.

7. Reliable Vendor Support and Training

Good support can make or break your experience with a process designer. Make sure the vendor offers reliable technical assistance and comprehensive training resources to help your team get up to speed and resolve any issues promptly.

The Benefits of Using a Process Designer

So, what changed for Sarah after adopting the process designer? Here’s how it transformed her team’s work:

• Higher Accuracy: Sarah’s team no longer worries about missing steps or data-entry errors. Since everything follows a pre-defined path, mistakes are much less likely.
• Reduced Turnaround time: Sarah noticed her team is finishing tasks 30% faster now that they don’t have to manually follow up on each step.
• Better Scalability: Sarah can easily update the workflow to handle more loan applications as her firm grows.
• Consistency and Standardization: With a process designer, Sarah ensured that process documentation was consistent and standardized across the board.
• Improved Customer Experience: Since processes are faster and smoother, clients receive loan approvals quicker, boosting customer satisfaction.
• Enhanced Organizational Agility: Whether it was adapting to new market conditions, regulatory changes, or evolving business needs, the process designer allowed Sarah’s team to stay agile and responsive.

NewgenONE Process Designer – A Class of Its Own

While Sarah was researching the best tools to streamline her business processes, she came across the NewgenONE Process Designer. Here’s what makes it exceptional:

• Out-of-the-Box Templates: With pre-built templates, Sarah could design processes quickly without starting from scratch.
• Process Orchestration Engine: This feature managed the entire loan application workflow, ensuring each task followed the defined rules and standards.
• Seamless Integration: The NewgenONE Process Designer supports RESTful and SOAP web services, allowing her to connect it easily with their CRM and other third-party apps.
• Standard Workflow Operations: It simplified managing complex workflows, handling everything from sequential and parallel processing to ad hoc routing.
• Validation Capabilities: Before implementing a process, Sarah could validate it to ensure it was error-free, saving her team from future headaches.
• In-Built Adapters: The tool came with ready-to-use Document Management System (DMS) and Order Management System (OMS) adapters, facilitating smooth data exchange and integration.
• Exception Handling: Even when something went wrong, the advanced exception handling system ensured processes didn’t grind to a halt.
• Embedded Sub-Processes: By using discrete sub-components for complex workflows, Sarah easily managed each part of her process efficiently.

In Conclusion

A process designer is like an invisible architect who creates a blueprint for success. For Sarah and businesses like yours, it’s the tool that turns chaos into clarity, reduces the stress of manual work, and enables you to focus on growth and innovation.

Next time your team faces a bottleneck, maybe all you need is a better blueprint!