Have you ever tried to complete a process at work only to be given different direction from different stakeholders?  Have you struggled to find a concrete answer about up to date documentation or the correct approver for a certain task?  Or perhaps you’ve been directed to a complex Visio diagram that was out of date or didn’t include the exceptions or task variation that you required.

Many organizations leave processes to tribal knowledge and as business requirements, technology, or stakeholders change, there is no true owner to manage and communicate these updates. Continuous improvement becomes near impossible because every department or branch carries out the process a little bit differently.  How can this issue be resolved?

Enter Nintex Promapp.

How Will Nintex Promapp Improve My Organization?

Promapp is a sophisticated process mapping tool that helps you to:

• Increase efficiency and productivity. The clear visual mapping makes it easy to understand process integration, responsibilities, and identify opportunities for improvement.
• Track and reduce costs. By standardizing processes, you can iterate improvements. The time and cost tracking allows you to clearly understand the financial impact of any process change.
• Improve customer experience. Accurately documented and easily understood processes provide the best customer experience – whether those customers be internal or external to your organization.
• Simplify compliance management. Promapp makes it easy to generate, update, and share processes with external auditors.
• Improve quality. Keeping process documentation up to date creates consistency across all departments and branches, so improvements can be implemented universally.

Can’t We Just Use Word or Visio?

While tools like Word and Visio have their place, but they don’t have the power of Promapp.  Word documents can easily expand into overly detailed, unwieldly manuals that users find difficult to read.  It can be challenging for users to understand how their role fits into the process and what information is most relevant to them.  Likewise, Visio does provide useful visual mapping, but lacks the ability to handle exceptions, link documents, and integrate multiple processes together the way Promapp can.

Promapp provides an intuitive high-level process view that is easy to consume. Below is a sample process:

The Promapp interface allows users to drill down further into the parts of the process that are most relevant to them:

All processes that are relevant to a user are displayed in a personalized dashboard that highlights new processes, changes to processes or documentation, out of date processes, feedback, messages, and to do items.

It even includes some gamification, encouraging users to get involved by providing feedback, review processes changes, and so on.  I don’t know about you, but I’ll never get tired of being told I’m freakin’ awesome.

How Can we Make Sure Processes Stay Relevant and Up to Date?

It’s not uncommon for processes to be developed, mapped, and approved, only to change over time, while the original documentation remains forgotten in a dusty corner of your intranet.  Here too, Promapp has you covered with accountability, review schedules, and user feedback.

Create Accountability

Each process requires both an assigned owner and an expert, who are responsible for making sure the process stays up to date, is running efficiently, and is continuously improved.  This ownership creates accountability to maintain and improve the process.

Schedule Process Reviews

Each process also has a customized review schedule.  By default, this is scheduled every six months, but you can edit the recurrence as needed to suit your business. When a process is due for review, the owner and expert are notified in their dashboard.

Capture Feedback

Perhaps the way the process works in theory, doesn’t quite match what is happening in practice.  Real world users may have an idea on how you can improve efficiency in your process.  Or maybe they just need a bit more detail on a certain step of the process.

Feedback is flagged in the process owner’s dashboard and includes tracked responses to make sure questions and suggestions are addressed.  The feedback functionality helps keep processes up to date, and most importantly, keeps users engaged in process improvements.

How Can We Get Started?

If you’re interested in improving efficiency and quality, taking ownership of your processes, and reducing your costs, connect with Elantis today.  Book your Promapp demo now!

The Author

Amy Grendus, Director of Marketing and Business Development

Amy is a results-focused marketing professional with over eight years’ experience working closely with sales teams to provide effective solutions to customers.