10 benefits of using a BPMS from our experience


In this post, we present 10 benefits of using a BPM Suite (Business Process Management System). If you’re not convinced of implementing a Business Process Management initiative in your organization, or need to justify that decision to others, this list could help.

Our list of 10 benefits of using a BPMS

#1 Work smarter

Do you need to send a report every Monday at 9:00 am? Or maybe notify someone from your team every time you make a decision? With a BPMS you can automate those recurring tasks that are usually simple but take over most of your time. You can even reuse information and subprocesses.

#2 Transparency 

A modeled process will be executed with consistency and transparency. Everyone knows what they need to do and when. Employees always have the tools and information needed for their work. Responsibilities are clearly defined since each department and employee will have access only to certain files according to their user permissions. And of course, processes executes they way you defined them, and no other way.

Transparency - One of the 10 benefits of using a BPMS

#3 Automate decisions

Don’t assign tasks to a particular employee, assign it to a role instead and give that role to the employee. That way, if the employee changes (because he takes a vacation, is promoted, fired or transferred), you just need to change the update the name of the new employee that will take up his place instead of reassigning every task.

You can also use business decisions that will automatically define the flow of your process. For example, if a task is overdue you can automatically reassign it to another employee.

#4 Plan in advance

Plan in advance and define every possible outcome of a process. Define what should be done in each possible scenario and you’ll reduce stress, mistakes and undesired problems.

#5 Measure & Improve

All data related to processes executing in just one place: files, comments, decisions, timing, etc.

Define Key Performance Indicators (KPIs) to analyze and improve your processes. BPMS automatically generate reports that tell you how your business/team is performing and where you should make changes in order to see improvements.

#6 Save Resources

Mostly time and money. Don’t print out a form and manually send it to another Department in order to approve it. Instead, you can do all this electronically (much faster and cheaper). All this leads to significant cost reduction.

#7 Stay on top of things

Managing your business processes with a BPMS makes responding to audits easily. You can perform searches and learn within seconds who made a certain decision. Always know what is delaying a process and who is responsible for that task. Moreover, you can find the latest version of a document with just a few clicks.

#8 Become scalable

Whether you are a small business or a larger corporation, executing your workflows with a BPMS makes your business scalable. Firstly, you can be sure your processes will execute as you planned them (given they follow a formal model). Secondly, the BPMS generates performance indicators automatically (without human intervention). Finally, integrations between systems reduce human errors (typing mistakes, forgetting tasks, etc).


#9 Meet Goals & Deadlines

Assign each task a deadline to make sure that it will be met. Employees will receive an alert notifying how much time they have left.

#10 Foster Teamwork

Involve your team in the modeling process and foster collaborative teams. Knowledge sharing is important in any organization, and letting your team collaborate over processes builds strong synergies and process improvement.

Flokzu is a cloud-based BPM Suite both for SMEs and large corporations looking for an advanced yet simple to use cloud tool. It allows you to manage business processes and document workflows in minutes, modeling the flow and automating recurring tasks. We built this “10 benefits of using a BPMS” based on +15 years of experience in the field, and thousands of customers all around the world.

You can also schedule a work session here to model a real-life process in your organization together