A healthy business needs a dependable and efficient process management system. Business Process Management (BPM) is the process of designing, executing, and optimizing processes to help a business to achieve its goals. Choosing the right BPM system can be a daunting task, but with the right approach, it can be done with confidence.

It helps to have a better understanding of the different types of BPM systems, the factors to consider when choosing one, and the benefits of using a BPM system. Further considerations should be made for low-code/no-code BPM systems over traditional BPM systems that can make it easier for your employees, but you should know the advantages and disadvantages of each.

What is BPM?

At a deeper level, BPM (business process management) is the process of designing, managing, and improving business processes. It is also a key element in enterprise digital transformation and is used to increase efficiency, reduce costs, and improve customer service. At a practical level, many BPM systems will be submodules of larger and more complex business suites of software.

A process can be anything from a business transaction to a complex workflow, and BPM systems allow these processes to be automated and optimized. BPM systems also provide visibility into processes and the ability to measure results. For example, you may have a documented flow to onboard a new customer, reconcile inventory, or approve a new product. BPM systems enable you to track, measure, and optimize these processes, ensuring that they run as smoothly and efficiently as possible.

Organizations of all sizes and maturities rely on well-documented and thought-out business processes to fulfill their goals. BPM systems are a critical part of this process, and choosing the right one can make all the difference in achieving success. As more business processes are established and tracked, organizations tend to increase in maturity and thus efficiency.

Types of BPM Systems

There are two main types of BPM systems: low-code/no-code and traditional BPM.

Low-code/no-code BPM systems are designed to be easy to use and require minimal technical knowledge. They are ideal for organizations that are new to BPM or have limited resources. Low-code/no-code BPM systems also enable organizations to quickly iterate in-place processes based on internal and external feedback and embrace a citizen development methodology.

Traditional BPM systems, on the other hand, are designed for more complex and legacy organizations. They often offer more customization and control than low-code/no-code systems, but require more technical knowledge.

Low-code platforms, such as TrackVia, are becoming the de facto standard to execute processes due to their ease of use and cost-effectiveness. Instead of hiring expensive developers, organizations can use low-code systems to enable existing employees to quickly build and deploy process-driven applications. LCNC platforms can also help reduce administrative overhead, e.g., in documenting extremely complex BPMN 2.0 diagrams, whereas systems like TrackVia have basic and automated diagramming tools built in.

The act of documenting and implementing processes in a traditional system may be more complex and manual than low code/no-code, but is necessary for extremely complex workflows and advanced orchestra/choreography standards. Due to the complexity and overhead, traditional BPM systems are typically deployed at larger organizations or those with extensive process needs. Many larger organizations are now using a hybrid of traditional and low-code BPM systems, utilizing the unique characteristics of each to optimize and execute processes.

Factors to Consider When Choosing a BPM System

When choosing a BPM system, there are a few key factors to consider. These include cost, scalability, security, and user experience.

Cost is an important factor to consider when choosing a BPM system. Low-code/no-code BPM systems are typically more affordable than traditional BPM systems, so it is important to consider your budget when making a decision. In many cases, low-code platforms are cloud-based, which means that you can pay as you go and scale up or down as needed. Hardware beyond normal computers and phones are rarely required, meaning that the cost of entry is usually low.

Security should also be considered when choosing a BPM system. It is important to ensure that your data is secure and that your system meets the necessary compliance and regulatory standards. It is also important to consider how the system will be managed and monitored to ensure that it is secure and reliable. Traditional BPM systems, typically hosted on-premises, put the responsibility of security and compliance on the organization. Cloud-based BPM systems rely on the abilities of your vendor’s compliance team. Many low-code vendors, such as TrackVia, are HIPAA and SOC 2 Type II compliant, and provide expert support and monitoring to ensure your data is always secure.

User experience is an additional factor to consider when choosing a BPM system. Low-code/no-code systems are designed to be easy to use, while traditional BPM systems can be more complicated. It is important to consider the technical capabilities of the users and the user’s experience with the system. Your final BPM system should make underlying business processes easy to use and understand.

TrackVia’s BPM flow in action on a computer screen.

Since a BPM system will become a critical part of your operations, it’s recommended to trial and demo in-depth several market-leading systems before making a purchase decision. This will allow you to review the features and capabilities of each system and decide which one is the best fit for meeting your business and organizational needs.

Make Smart BPM Decisions

Choosing the right BPM system is a critical step in ensuring the success of an organization. Low-code/no-code BPM systems are typically the most cost-effective and user-friendly option for organizations of all sizes. They can be used to quickly deploy processes, enable citizen development, and increase efficiency. Although traditional BPM systems often offer more control but require more technical expertise, it could cause challenges for your users. 

When choosing a BPM system, it is important to consider factors such as cost, scalability, security, and user experience. Ultimately, the best BPM system is the one that meets your organization’s specific needs. 

If you want to see what a low-code BPM system might look like – get a free demo from TrackVia. We’re happy to show you how easy it is to get started.

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