Tips, Tools, and Steps to Optimize Your Business Processes

Here are different methods you can use, sorted from simplest to most complex:

• Process standardization: Documenting and sharing best practices to ensure tasks are done in the same way across teams. This should include training employees to use new tools and follow standardized procedures.
• Outsourcing and offshoring: Delegating whole or parts of non-core processes (like IT support or payroll) to third parties or offshore teams to reduce costs and increase focus.
• Lean methodology: Finding and eliminating waste from processes. Implementing incremental changes based on employee feedback. 
• Cloud and SaaS solutions: Leverage SaaS products to digitize and optimize processes. You can use ready-made solutions like HubSpot or Quickbooks, or build digital forms and apps from scratch using a no-code platform like Forms On Fire.
• Automation: Implementing ERP, AI, RPA, or workflow automation tools like Trello and Asana to manage and streamline workflows. 
• Six Sigma and data-driven approaches: Leveraging DMAIC framework to systematically optimize processes. Using tools like control charts and Pareto analysis to monitor and reduce process variation. 
• Process analysis and mapping: Creating flowcharts or process maps to visually understand workflows, and identify bottlenecks, redundancies, and inefficiencies. Focus on eliminating non-value-added activities to improve efficiency.
• Process simulation and testing: Using simulation software to test changes before implementation.

As you can see, there are plenty of different methods you can use to redesign inefficient processes — regardless of the size of your organization.

Optimize a business process in 7 steps

The complexity of the optimization usually depends on the size and complexity of the business process you are trying to optimize.

Below is a step-by-step approach that will help you streamline the optimization process.

1. Identify the process to optimize

The first step in business process optimization is identifying the processes that need improvement. Not every process requires immediate attention, so it’s essential to focus on workflows that are causing the most pain or holding back your business from achieving its goals.

You can do that by:

1. Analyzing pain points: Review your current workflows to pinpoint areas of friction. For example, are employees spending hours on repetitive tasks that could be automated? Are there unnecessary approval steps causing delays? Which processes take the most time and resources to complete?
2. Gathering insights: Use customer feedback, employee input, and performance data to uncover issues. Tools like surveys, interviews, or operational dashboards can provide valuable information.
3. Prioritizing by business impact: Focus on processes that align with key business goals such as cost savings, faster delivery, or improving customer satisfaction.

Example: 

Let’s say customer complaints reveal delays in order fulfillment. Upon investigation, you find that manual approval steps and communication breakdowns are causing the process to take longer than necessary. Since efficient order fulfillment is critical to customer satisfaction and revenue growth, this process becomes a clear candidate for optimization.

2. Map out that business process

Before making changes, you need a clear picture of how the process currently works. Mapping out the workflow allows you to visualize its structure and locate redundancies, bottlenecks, and inefficiencies.

You can do this in three steps:

1. Collect data: You should already have some data points from the previous step. Get any additional information you need to properly map out the process.
2. Visualize the process: Use tools like flowcharts or process mapping tools to document each step of the workflow. Break the process into its smallest components, capturing all tasks, roles, and decision points. Highlight areas where delays, redundancies, or manual work occur.
3. Identify inefficiencies: As you map the process, look for bottlenecks (steps where work stalls or slows down), redundancies (tasks or approvals that serve no real purpose), and manual tasks (steps that could be automated or streamlined to save time).

Here is an example of a simple process map:

3. Identify opportunities for improvement

Now that you’ve mapped out the process and identified its pain points, it’s time to dig deeper into what’s causing these inefficiencies and explore opportunities for improvement. The goal here is to find practical and measurable solutions to streamline the workflow.

Focus on the following:

1. Identify root causes: Use one of the root cause analysis methods to find the source of inefficiencies and get to the bottom of issues.
2. Categorize improvements: Group improvements into automation opportunities (tasks that can be automated with software), task elimination (redundant or unnecessary steps that can be removed), and resource optimization (explore ways to reallocate resources, reduce delays, or improve resource efficiency). 
3. Quantify the benefits: Estimate the impact of proposed changes to determine their value. For example, reduced processing time (saving 2 hours per task) or cost savings (reduced labor costs by 20%).

Example: 

Let’s say the employee onboarding process in the HR department is inefficient. New hires are experiencing delays in receiving equipment, accessing software tools, and completing paperwork.

Using root cause analysis, you uncover the following issues: manual paperwork causes delays in processing employee information, uncoordinated communication between HR, IT, and department managers leads to missed steps, and redundant approval steps for basic tasks, such as setting up software access, create bottlenecks.

Opportunities for improvement:

• Automate documentation: Implement an HR tool to digitize and streamline paperwork, such as an employee onboarding portal.
• Create automated workflows: Set up a predefined onboarding workflow to trigger IT requests (equipment setup, software access) as soon as the offer is accepted.
• Remove redundant approvals: Eliminate unnecessary manual approvals for routine tasks like software access permissions.

By implementing these changes, HR reduces onboarding time by 50%, enabling new hires to become productive faster and improving their overall experience.

4. Redesign the process

The goal is to remove unnecessary steps, automate where possible, and ensure that the workflow meets your objectives. The redesign should focus on simplicity, speed, and alignment with your team’s resources and goals.

Whether you plan to remove or automate some parts of the process, you’ll have to establish a new workflow that accounts for these changes.

If you’ve mapped out the existing process, you can quickly create a map of the new and improved version of the process. This will help you visualize the changes while you’re discussing them with your team.

When ready, it is time to realize those changes.

5. Implement process changes

The key to success lies in executing the changes systematically, keeping teams informed, and minimizing disruptions to daily operations.

We recommend following these steps during the implementation process:

1. Start with an implementation plan: Define the timeline, roles, and responsibilities. If it is a large project, break the rollout into manageable phases to ensure a smoother transition.
2. Pilot test: Select a specific department, team, or person to test the redesigned process.
3. Train employees: Provide clear instructions and training on new workflows, tools, or technologies. Workshops, tutorials, or even simple user manuals and checklists can suffice — depending on the complexity of the process.
4. Communicate effectively: Keep stakeholders informed about why the changes are happening, how they’ll benefit, and what the new process looks like.

Throughout the implementation, encourage open feedback so you can address concerns and issues quickly.

6. Monitor and measure performance

To ensure your optimized process is successful, you need to monitor its performance using clear metrics and feedback. The goal is to identify whether the changes are working or does the process requires further adjustments.

You’ll want to:

• Track KPIs: Track KPIs based on the goals of the optimized process (e.g., time saved, cost reductions, improved accuracy, customer satisfaction, etc.).
• Gather feedback: Do employees using the new process find it easier and/or faster? Also, solicit customer feedback if the process impacts client-facing workflows.
• Analyze results: Compare performance data before and after the changes. Document those results and plan for further tweaks to the process if necessary.

Example:

After measuring the success of the new onboarding process, you could see that the onboarding time was reduced from 10 to 8 days, with a 35% improvement in onboarding experience (measured by a feedback survey).

However, at the same time, IT reports a 10% increase in their intervention regarding equipment setup. This prompts you to update an existing checklist and develop an FAQ PDF that answers common questions new employees have regarding equipment use and setup.

Bonus step: Commit to continuous improvement

Process optimization isn’t a one-time fix—it’s an ongoing effort. As your business evolves, market demands shift, and technology advances, even the most efficient workflows can become outdated.

Technologies like Artificial Intelligence have become big disruptors in many industries. The reason why hides in the fact that even well-optimized processes can be — often significantly — improved by using AI to automate some part of the workflow. 

Account for that by scheduling periodic evaluations of existing processes. Each department can do for itself. They should use performance data, employee feedback, and new business goals to inform these reviews, as well as look into emerging technologies like AI.

Lastly, if you are serious about optimizing your business processes, you’ll need to create a culture of continuous improvement. One effective way to do that is by encouraging (or even rewarding) employees to identify issues, propose ideas, and contribute to ongoing improvements.

Does your company need a business process optimization strategy?

A business process optimization strategy is a structured approach to improving workflows, reducing inefficiencies, and aligning processes with business goals. It typically includes identifying core processes, setting clear performance goals, selecting the right tools and technologies to implement, and creating a plan for continuous improvement.

Do you really need one?

If your business is still small or tackling specific pain points, it’s okay to start small. If you identify a specific bottleneck in your workflow, you can address it directly without creating a company-wide plan.

However, as businesses grow, processes become more complex. This is when a broader optimization strategy becomes useful — it helps coordinate changes across departments, making sure everyone is working towards the same goal.



Use Forms On Fire to simplify business process optimization

Forms On Fire is a no-code app builder that allows businesses to create customized digital forms, workflows, and apps without the need for complex coding or IT support. It’s an all-in-one tool designed to streamline, digitize, and automate business processes.

Forms On Fire is perfect for organizations that: 

• Want the simplicity of using a single tool to digitize and automate various processes across different departments.
• Have unique workflows that can’t be properly covered by rigid workflows standard SaaS solutions often force you into.

Our platform integrates with virtually any software you might already be using, so all of the data can be forwarded to avoid data silos. 

On top of that, we offer a bunch of small but useful features that enable companies to take digital signatures, collect data offline, automate approvals and notifications, and much more.

With Forms On Fire, business process optimization becomes simple, efficient, and accessible — no matter your team’s size or technical background.

Reach out to our team or schedule a demo to learn more.