Business Process Optimization: 3 Mistakes to Avoid for Saving Time and Money

In this article, we will explore how to properly set up business processes using the example of the company Yesim. Learn to avoid common mistakes that can lead to unnecessary costs and problems. Our goal is to help you save time and finances during automation by avoiding typical pitfalls.

1. Transferring Business Processes to Services Before Optimizing Them Practically

When work begins to pile up and employees struggle to handle the influx of requests, the morale of the team may start to wane. Typically, in such situations, business owners decide to transfer all processes to a new service to "quickly solve the problem."

The owner may connect a messaging aggregator to improve communication, but the lack of proper organization in the request processing might still lead to confusion among managers and a lack of accountability. Without clear planning and an understanding of how request distribution works, the new solution will only create additional stress and will not yield the expected results.

2. Implementing Unproven Methods for Business Process Setup

Many companies try to start automation with solutions that may seem suitable alternatives to full-fledged services. For example, using an unofficial API for WhatsApp might seem like a cost-effective solution for messaging, but it can lead to account suspension.

Attempts to save money can lead to losses. Unofficial methods could result in account blocks or loss of customer base, ultimately proving to be more expensive in the long run than paying for licenses to proper and safe services. It's better to consult specialists in this area – Pact – to ensure effectiveness.

3. Not Describing the Vision of the Final Result from Business Process Setup

When deadlines are tight, companies tend to rush into automation, often overlooking the importance of strategic planning. The lack of time for analyzing and documenting current processes may lead to hasty decisions.

If clear success metrics are not established and expected outcomes are not defined, there is a risk of unexpectedly losing visibility over the results of automation. For instance, if a request fails to be processed, it may not be due to the service itself, but rather because of incorrect task distribution among managers. A proper approach will allow you to avoid unnecessary expenditures on ineffective solutions.

How to Set Up Business Processes: A Step-by-Step Plan

Document all actions that take place in the company, starting from the moment a potential client reaches out for help or expresses interest in services. Example: Describe the process of handling requests through various messaging platforms, identifying contact points and the actions of managers.

• Sort the business processes. Divide them into categories: frequently occurring, rare, simple, and complex. Focus on processes that require automation.
• Record current metrics. Gather data on existing processes: for example, the number of incoming requests and the response time of managers.
• Set realistic goals. Identify which metrics need improvement based on your data. For instance, if the average response time is 30 minutes, set a goal to reduce it to 20 minutes.
• Evaluate and automate processes. Discuss the documented processes with the team, identify problem areas, streamline them, and then integrate them into the relevant services.

Conclusion

Properly setting up business processes is the key to the successful functioning of a company. By avoiding common mistakes, you can significantly improve customer service quality and boost internal efficiency. We invite you to connect a messaging aggregator for communication and sales, allowing you to take a step forward in automation and effectively manage incoming requests.

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