How to Simplify Your Business Processes

As your business grows, so does the number of different things you need to keep on top of. Processes become more complex, with more steps and stakeholders involved, and to keep everything moving in the right direction, there comes a time when you should consider business process optimization. Let’s take a look at when, why and how you can start simplifying processes.

Why might you need to streamline your business processes?

There are many reasons why you might start to look at process improvement.

Expanding your business, whether that’s by taking on staff or moving into new markets, naturally means there’s more complexity in your processes. From more transactions and additional record keeping to tracking a higher number of leads and keeping on top of staff training, the amount of work that needs to be done day to day is ever-increasing.

If that sounds familiar, it’s time to optimize your processes. This type of complexity can hinder your business growth, weighing you down with tasks that take you away from where your focus should be as a business owner. 

By simplifying your processes, it should be easier to manage everything – making it easier to scale your business up. You’ll have to expend less effort on each process, fewer internal resources will be used up, and ultimately, you’ll have more cash and time to focus on growing your company.

How to simplify your processes

It might seem overwhelming to start a review of your processes, but the time and money you save in the long run will be worth it. 

Carry out a business process analysis

Business process analysis (BPA) is a way of understanding what different processes are used within your organisation and how efficient they are. It looks at whether your current processes are doing what they’re supposed to do, helping you to pinpoint what’s slowing you down.

You’re trying to save time and effort, so rather than reviewing everything manually, make use of the many business process analysis tools out there. BPA tools will look at what your processes do – and what they’re supposed to do – so you can work out what needs to be simplified. 

Some of the best BPA tools on the market include Kissflow, which offers an easy-to-use interface, and ProcessMaker, which offers lots of data that is customisable to your needs.

Consider business automation software

If your staff carry out a lot of repetitive tasks, have you considered process automation? Automation tools free up time, allowing staff to spend less time on manual tasks that are often quite boring, allowing them to spend more time on strategic projects, business growth, or other projects that give them job satisfaction and help you to expand.

There are many different tools out there for different processes, but two of the most common types of automation tools are for marketing and lead generation. 

On average, 51% of companies currently use marketing automation, and 58% of B2B companies plan to adopt this sort of technology. Marketing tools can help you streamline processes like email marketing, ad campaigns and tracking, saving you time and money – and even help you to generate more income. In the US, the top three marketing automation tools (Oracle, HubSpot and Adobe) account for just over 49.8% of the market, and of these, HubSpot is used by 29.3% of customers.

Customer relationship management tools (CRM tools) are another great tool for those looking to simplify manual tasks. Tools like Salesforce and HubSpot CRM can be used by both your sales and customer service teams for keeping track of customer data and ensuring all leads are followed up. Investing in this type of automation can help you to generate more business, with research showing that a properly implemented CRM system can yield a return on investment of 45% for every dollar invested.

Outsource work

It’s more efficient to outsource some types of tasks rather than doing them in house. If you want to start doing paid advertising but don’t have any in-house expertise, it may make sense for you to hire an agency rather than muddling through yourself. Similarly, if you want to start creating interactive content for your website and social media, get a specialist business like Outgrow to do it for you.

Outsourcing can simplify processes across all areas of your business – not only when it comes to marketing. You could also look to outsource your accounting through Rovva’s business concierge service rather than hiring a dedicated finance manager, or you might want to outsource your IT services. 

Carry out a process mapping exercise, and if it doesn’t need to be done in house, consider whether it could be outsourced. You don’t even have to outsource the entire process – if it’s recruiting staff, for instance, is there a step in the process that you could bring in an expert to do? You might want to get your line managers to conduct interviews, but could the CV review be done by a third party?

Simplifying your business processes – whether that’s outsourcing work or automating processes – will leave you with more time to focus on what matters to you as a business. As the world’s largest business support platform, Rovva is here to help you with every aspect of your company, from virtual office spaces to smart language translation.

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Your complete business toolkit

Rovva puts everything you need for your business in one place. From an accountancy helpline to a drop-in business lounge - we've got everything covered.

Your complete business toolkit

Rovva puts everything you need for your business in one place. From an accountancy helpline to a drop-in business lounge - we've got everything covered.