{"id":5849,"date":"2023-10-26T09:24:23","date_gmt":"2023-10-26T12:24:23","guid":{"rendered":"https:\/\/www.interactsolutions.com\/?p=5849"},"modified":"2026-01-28T12:05:24","modified_gmt":"2026-01-28T15:05:24","slug":"6-steps-to-optimize-your-organizations-processes","status":"publish","type":"post","link":"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/","title":{"rendered":"6 steps to optimize your organization’s processes"},"content":{"rendered":"

An organization\u2019s processes must be as independent as possible. Imagine a situation in which, for whatever reason, an employee needs to be absent from work. Activities must follow their flows, no matter who performs them.<\/p>\n

This is one of the principles of BPM (Business Process Management), as we saw in the case of Interact\u2019s automated admission process. As a definition, Gart Capote (2011: 48) [\u00b9] conceptualizes it in his book Guide for Training Process Analysts as:<\/p>\n

A disciplinary approach to identify, design, execute, document, measure, monitor, control and improve business processes, whether automated or not, to achieve consistent results and aligned with the organization\u2019s strategic objectives.<\/em><\/p><\/blockquote>\n

In this sense, the\u00a0Process Management Cycle<\/strong>\u00a0is the way to map, improve and automate the processes of a company. To this end, we present in this article 6 steps to optimize the activity flows that make up your organization.<\/p>\n

1 \u2013 Process mapping<\/h3>\n

The first step in the Process Management Cycle is\u00a0to map the current situation<\/strong>. For this mapping, a documentary (involved documents) and methodological (ways of carrying out the activities) survey must be carried out in order to outline the process in detail.<\/p>\n

Thus, the\u00a0AS-IS modeling<\/strong>\u00a0(current process situation) must contain:<\/p>\n

    \n
  1. a) definition of the process,<\/li>\n
  2. b) detailed activities,<\/li>\n
  3. c) people involved,<\/li>\n
  4. d) steps documented or subject to documentation. Also read 6 tips for efficient document management.<\/li>\n<\/ol>\n

    \"\"<\/p>\n

    Some\u00a0tools<\/strong>\u00a0for mapping the process:<\/p>\n

      \n
    1. a) application of questionnaires,<\/li>\n
    2. b) on-site observation of the process,<\/li>\n
    3. c) individual interview with each employee,<\/li>\n
    4. d) group meeting to survey the process.<\/li>\n<\/ol>\n

      Each case is different. Often, organizations operate without reflecting on their processes. In others, they don\u2019t even know that they actually exist. In any case, this step is essential to formalize the current scenario, as well as to identify and prioritize problems to be addressed.<\/p>\n

      2 \u2013 Process redesign<\/strong><\/h3>\n

      With the current situation mapped, the second step is to redesign the process. Of course, TO-BE modeling is more analytical than descriptive. The aim is to jointly identify points for improvement.<\/p>\n

      \"\"<\/p>\n

      These two steps integrate the\u00a0CYCLUS method<\/strong>\u00a0[\u00b2], developed to be used in the continuous improvement of processes through collaboration. With the textual and visual description of the current process (AS-IS), participants evaluate a new version to eliminate problems encountered (TO-BE).<\/p>\n

      Among the main\u00a0objectives<\/strong>\u00a0of the process redesign are:<\/p>\n

        \n
      1. a) avoid rework,<\/li>\n
      2. b) standardize activities,<\/li>\n
      3. c) automate what is possible,<\/li>\n
      4. d) exclude unnecessary activities,<\/li>\n
      5. e) improve communication between areas,<\/li>\n
      6. f) establish responsible people throughout the process.<\/li>\n<\/ol>\n

        3 \u2013 Technical modeling<\/h3>\n

        Technical modeling consists of\u00a0graphically drawing<\/strong>\u00a0the flow of activities in the process. For this, the BPMN (Business Process Model and Notation) notation technique is used. This is a popular way of transcribing processes, with the respective steps represented by symbols.<\/p>\n

        \"\"<\/p>\n

        BPMN has five basic categories:<\/p>\n

        Flow Objects<\/strong><\/p>\n

        Main graphic elements, used to define the behavior of the process. They are divided into Activities (work performed), Events (occurrences) and Entries (deviation points).<\/p>\n

        Data Objects<\/strong><\/p>\n

        They are represented by four symbols: Data Objects, Data Inputs, Data Outputs and Data Stores.<\/p>\n

        Connection Objects<\/strong><\/p>\n

        As their name suggests, they connect Flow Objects with each other or with other information. At BPMN, they are responsible for the sequence of activities and for the entire process flow. The Connection Objects are three: Sequence Flows, Message Flows and Associations.<\/p>\n

        Rays<\/strong><\/p>\n

        They are used to group modeling elements. Streak (swimlane, in English) is the term used to represent Pools and Lanes.<\/p>\n

        Artifacts<\/strong><\/p>\n

        Providers of additional information about the process. Technically, BPMN comprises two artifacts: Groups and Text Annotation. However, modeling is free to define or create your own artifacts.<\/p>\n

        \"\"<\/p>\n

        4 \u2013 Implementation<\/strong><\/h3>\n

        This is the phase of automating the mapped, redesigned and modeled process. In addition to automation, the Process Management solution works with the integration of areas and systems of the organization. Interact\u2019s BPMS (Business Process Management Software) SA Process Manager supports several processes, both support and main.<\/p>\n

        \"\"<\/p>\n

        Discover the success story with the SA-BPM module of the Universidad Tecnol\u00f3gica Indoam\u00e9rica, Ecuador<\/p>\n

        5 \u2013 Deployment<\/strong><\/h3>\n

        With the process aligned to the system, it\u2019s time to run tests. In this phase, the Process Management cycle enters into approval. The aim is to execute, monitor and manage the flows until they reach the ideal standardization to continue in operation.<\/p>\n

        \"\"<\/p>\n

        In some cases, the ideal is to let the process run for at least a month. This time will highlight gaps and possible problems not previously identified. If it doesn\u2019t work out on the first try, don\u2019t despair. The principle of the Process Management Cycle is the basis of the scientific method: test and error.<\/p>\n

        6 \u2013 Continuous improvement<\/strong><\/h3>\n

        After completing the previous five stages, the Process Management Cycle enters one of the most important periods: continuous improvement. This phase will be revisited periodically from now on. The objective is to analyze the results of the progress of the process and work on improving it.<\/p>\n

        \"\"<\/p>\n

        Process Management must be cyclical. The circular graphic format seeks to translate these returns to the process in order to update it. Discover Interact\u2019s Process Management solution, adaptable to different scenarios with the advantage of offering automation in most organizational processes.<\/p>\n

        References<\/strong><\/h6>\n
        [\u00b9] CAPOTE, Gart. Guia para Forma\u00e7\u00e3o de Analistas de Processos. 2011<\/h6>\n
        [\u00b2] UGULINO, Wallace; PIMENTEL, Mariano. Do AS-IS para o TO-BE: o m\u00e9todo CYCLUS para amelhoria de projetos de colabora\u00e7\u00e3o. Proceedings of XV Brazilian Symposium on Multimedia and the Web: III Workshop of Business Process Management: Fortaleza-CE, 2009.<\/h6>\n","protected":false},"excerpt":{"rendered":"

        An organization\u2019s processes must be as independent as possible. Imagine a situation in which, for whatever reason, an employee needs to be absent from work. Activities must follow their flows, no matter who performs them. This is one of the\u2026<\/p>\n","protected":false},"author":3,"featured_media":5846,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1],"class_list":["post-5849","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-nao-categorizado","tipo-post-artigos-en"],"acf":[],"yoast_head":"\n6 steps to optimize your organization's processes - Interact Solutions<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"6 steps to optimize your organization's processes - Interact Solutions\" \/>\n<meta property=\"og:description\" content=\"An organization\u2019s processes must be as independent as possible. Imagine a situation in which, for whatever reason, an employee needs to be absent from work. Activities must follow their flows, no matter who performs them. This is one of the\u2026\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/\" \/>\n<meta property=\"og:site_name\" content=\"Interact Solutions\" \/>\n<meta property=\"article:published_time\" content=\"2023-10-26T12:24:23+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-01-28T15:05:24+00:00\" \/>\n<meta property=\"og:image\" content=\"http:\/\/www.interactsolutions.com\/wp-content\/uploads\/2023\/12\/Ciclo-de-Gestao-por-Processos.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"534\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"conteudo_2\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"conteudo_2\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/\",\"url\":\"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/\",\"name\":\"6 steps to optimize your organization's processes - Interact Solutions\",\"isPartOf\":{\"@id\":\"https:\/\/www.interactsolutions.com\/en\/#website\"},\"datePublished\":\"2023-10-26T12:24:23+00:00\",\"dateModified\":\"2026-01-28T15:05:24+00:00\",\"author\":{\"@id\":\"https:\/\/www.interactsolutions.com\/en\/#\/schema\/person\/68a2f4ee4f57a8ccb8862de4c85c21f5\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/\"]}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.interactsolutions.com\/en\/#website\",\"url\":\"https:\/\/www.interactsolutions.com\/en\/\",\"name\":\"Interact Solutions\",\"description\":\"\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.interactsolutions.com\/en\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"Person\",\"@id\":\"https:\/\/www.interactsolutions.com\/en\/#\/schema\/person\/68a2f4ee4f57a8ccb8862de4c85c21f5\",\"name\":\"conteudo_2\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"6 steps to optimize your organization's processes - Interact Solutions","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/","og_locale":"en_US","og_type":"article","og_title":"6 steps to optimize your organization's processes - Interact Solutions","og_description":"An organization\u2019s processes must be as independent as possible. Imagine a situation in which, for whatever reason, an employee needs to be absent from work. Activities must follow their flows, no matter who performs them. This is one of the\u2026","og_url":"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/","og_site_name":"Interact Solutions","article_published_time":"2023-10-26T12:24:23+00:00","article_modified_time":"2026-01-28T15:05:24+00:00","og_image":[{"width":800,"height":534,"url":"http:\/\/www.interactsolutions.com\/wp-content\/uploads\/2023\/12\/Ciclo-de-Gestao-por-Processos.jpg","type":"image\/jpeg"}],"author":"conteudo_2","twitter_card":"summary_large_image","twitter_misc":{"Written by":"conteudo_2","Est. reading time":"7 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"WebPage","@id":"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/","url":"https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/","name":"6 steps to optimize your organization's processes - Interact Solutions","isPartOf":{"@id":"https:\/\/www.interactsolutions.com\/en\/#website"},"datePublished":"2023-10-26T12:24:23+00:00","dateModified":"2026-01-28T15:05:24+00:00","author":{"@id":"https:\/\/www.interactsolutions.com\/en\/#\/schema\/person\/68a2f4ee4f57a8ccb8862de4c85c21f5"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.interactsolutions.com\/en\/6-steps-to-optimize-your-organizations-processes\/"]}]},{"@type":"WebSite","@id":"https:\/\/www.interactsolutions.com\/en\/#website","url":"https:\/\/www.interactsolutions.com\/en\/","name":"Interact Solutions","description":"","potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.interactsolutions.com\/en\/?s={search_term_string}"},"query-input":"required name=search_term_string"}],"inLanguage":"en-US"},{"@type":"Person","@id":"https:\/\/www.interactsolutions.com\/en\/#\/schema\/person\/68a2f4ee4f57a8ccb8862de4c85c21f5","name":"conteudo_2"}]}},"_links":{"self":[{"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/posts\/5849","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/comments?post=5849"}],"version-history":[{"count":2,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/posts\/5849\/revisions"}],"predecessor-version":[{"id":16247,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/posts\/5849\/revisions\/16247"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/media\/5846"}],"wp:attachment":[{"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/media?parent=5849"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.interactsolutions.com\/en\/wp-json\/wp\/v2\/categories?post=5849"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}