Process optimization

Process optimization: definition and implementation in your company


Process optimization is an inevitable process for the efficient functioning of a modern company.


What is process optimization?

When companies encounter problems within a process, they need to think about possible optimization to solve these problems. Process optimization is the implementation of structured methods, technologies and measures to improve specific processes as part of projects. There are many ways to optimize a process so that it objectively works better than before. Adding or omitting process steps or rewriting certain practices are all conceivable examples of improving a workflow.

What is the effect of process optimization with AI?

Using software based on artificial intelligence to optimize processes has many advantages. Software for process optimization facilitates the capture of documents, reduces the susceptibility to errors and at the same time increases the efficiency of work processes. As a result, you save a lot of costs, which are caused on the one hand by errors that occur, and on the other hand by the large number of employees involved in a process for data management. This is because these employees can invest their time in other important tasks. 
Process optimization systems can also be used as part of quality management to make better use of resources and achieve high-quality results.

Why do companies optimize processes?

There are a number of events that indicate it is time to optimize business processes: Decisions are often delayed,
the quality of the results of processes fluctuates, the psychological strain on employees due to unregulated rights, duties and responsibilities has increased, or elementary work processes such as document processing require too much time and energy, coordination and consultation.

What is involved in optimizing corporate processes?

In principle, all business processes can be optimized - from customer service to production and logistics to internal communication.

A good example of the benefits of process optimization is the Document management and archiving using AI software. Artificial intelligence enables the fully automated further processing of documents and files up to their archiving. 

Such fully automated data processing can, for example, ensure that the error rate caused by manual document entry is reduced. Large parts of the process run without the need for personnel, and employees have more time for other tasks that are important to the business. 

How can you optimize a process?

One of the most widespread and simplest methods for process optimization is the so-called PDCA cycle. It consists of only four clear steps that are constantly repeated in order to permanently improve processes.

The PDCA cycle is a proven process optimization method for planning, testing and finally implementing improvement measures. The method was developed in the 1950s by a management consultant to find out why certain products or processes do not work as hoped. 

Essentially, the PDCA cycle is a continuous loop of planning, execution, review and action (Planning, Doing, Checking, and Acting). It provides a simple and effective approach to solving problems and managing change. 

How do companies optimize processes?

  1. Identify

    When a process is too costly or leads to customer dissatisfaction, identifying the root cause of these problems is critical.

  2. Plan (Plan)

    Questioning how long a process takes or if there is a better way to execute it are some ways to rethink the established process.

  3. Implement (Do)

    Once the implementation of a new or changed process is complete, you can analyze the results and make adjustments as needed.  

  4. Control (Check)

    This refers to monitoring the process after it has been successfully integrated so that the workflow can continue to be properly automated.

  5. Improve (Act)

    This refers to improving and automating the process across the workflow to check for desired outcomes.

The model is useful for testing improvement actions on a small scale before updating entire procedures and work methods. It helps companies break out of stagnation and move to a system of continuous improvement.

Procedure for process optimization

Now that you have learned the basics of process optimization, you may be wondering how you can optimize your processes using this method based on our software.

You have already taken the first step, because you have recognized that errors and problems occur in the capture, management or further processing of documents in your company.

Next, you should find a solution that will eliminate these problems. 
Various providers of Document Management Software software make it easier for you, for example, to Document management in your company.

By capturing your documents, such as invoices, handwritten bills, receipts, vehicle documents or cash receipts and automatically converting them into editable text files, your documents can be captured much faster and with fewer errors. 

The subsequent further processing of the individual data in different departments in your company, goes much more efficiently, because your employees can quickly search for specific terms and thus find the appropriate document, instead of having to read through individual documents.

How can documents help automate processes?

Text recognition scans and photos

Simple OCR functionality allows to automatically recognize texts in scans and photos.

Automatically extract relevant fields from data

Define specific fields and provide them with "labels" to show the AI which data should be automatically captured and subsequently extracted for this document type in the future.

Process through automatic data control

Through the intelligent categorization and tagging of documents, you can quickly search for information or data in your documents, such as invoices or cash receipts. These individual data can be extracted and further processed in other departments of your company.

By taking these steps, you reduce the workload of your staff, cut down on errors, and speed up the subsequent processing and management of your documents. 


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