Business Process Management Software (BPMS) Buyers Guide
Business Process Management Software (BPMS) is a tool that enables organizations to constantly track, improve, and automate their business processes. Learn what this means and why it is essential to your company with our guide!
Business process management software transforms how organizations operate. Here is how we approach BPMS.
Business Process Management Made Easy
Summary
- BPM is a continuous methodology, not a one-time project - Everyone from shop floor to C-suite should focus on constant process re-evaluation through the BPM lifecycle: Analyze, Redesign, Execute, Monitor, and Optimize as many times as needed
- Without BPMS, managing hundreds of processes across thousands of employees is borderline impossible - Organizations need centralized systems to ensure everyone follows the right iteration and that every process is tracked, analyzed, and improved systematically
- BPMS automates task routing and eliminates manual coordination - When employees complete tasks, the system automatically assigns and notifies the next person, saving the hassle of sending hundreds of emails and managing handoffs manually
- Centralized process changes notify everyone instantly - Log in, update the process once, and the system automatically enforces new iterations while notifying all relevant employees, eliminating the need to contact hundreds of people individually. See how Tallyfy automates process management
Business Process Management Software (BPMS) is a type of software that makes it easy to analyze, manage, and improve your business processes. Before we get more into BPMS, though, let’s talk business process management. The software acts as a supplement to the methodology, and you cannot really have one without the other.
What is business process management (BPM)?
Business Process Management is not something you “do” once or twice - it’s a methodology of constant process re-evaluation and improvement. So, what does that mean in practical words (and not corporate buzzwords)? Every member of your organization, all the way from shop floor to the C-suite, should be focused on improvement. Whenever there is a chance to improve any given process, they should be encouraged to start a process improvement initiative (also known as the BPM lifecycle), which consists of 5 steps…
- Analyze - Find improvements within a process.
Is it underperforming in some way? Are there any ways to make it more efficient? Can some parts of it be automated?
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(Re)Design - Using what you learned in step #1, you can either design a new process from scratch or make some changes to the existing process.
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Execute - Put the new process into practice. Generally, you would want to do it on a small scale (before applying it company-wide) to make sure that the new iteration is more efficient than the old.
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Monitor - To ensure that the changes you are making are having a positive impact, you should monitor all the important KPIs (input, output, duration, etc.).
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Optimize - If the process is not performing as well as you thought it would, you find ways to improve it and optimize it further.
Carrying out the initiative just once, though, is not enough. You should go through the lifecycle as many times as needed to make sure that the process is as efficient as it can possibly be. So now that you know what BPM is, you’re probably wondering where the software part comes in. Read on to learn what Business Process Management Software (BPMS) actually is and why it’s an essential part of any BPM initiative.
What is business process management software (and why it matters)?
At this point, BPM and BPMS are essentially synonymous. The software is a critical part of process management - without it, it’s borderline impossible to adequately manage and improve processes, especially if you’re part of a big corporation. You probably have thousands of employees and hundreds of processes. So, how do you make sure that…
- Everyone is following the right iteration of the process (and not just doing it however they feel like)
- Every single process is tracked, analyzed, and improved
BPM software is the solution you are looking for.
BPM software helps digitize your business processes. In more practical terms, any given process owner can create the process through the system. Meaning, they input the exact tasks that the process is comprised of, instructions on how to complete each, deadlines, and so on.
Then, BPMS makes sure that the process is completed right. It gives out relevant tasks to each employee and automates task transfer. I.e. when an employee is done with task #1, another employee is automatically assigned (and notified of) task #2.
Now, how exactly does BPMS help manage your processes?
Whenever you would want to make changes to the process, all you have to do is log on the software and change it through there. Any employee relevant to the process is notified of the changes, and the system automatically enforces the new process rather than the old. This saves you the hassle of contacting hundreds of employees and explaining the new changes.
Everyone gets to follow the right iteration of the process, and you get a centralized system to keep track of any improvements, changes, etc. In addition, here is a handful of features present in just about any BPM solution…
- Automation - The software automates the communication between different task owners. Instead of having to send hundreds of e-mails manually, the software simply assigns tasks automatically.
- Modeling - Creating the process online. I.e. outlining the steps, tasks, and any other relevant information.
- Tracking - Keeping track of how any given process is performing. Department head gets their own personalized dashboard that lets them know if anyone is close to missing a deadline or if there are any bottlenecks in the process.
- KPI Monitoring - Rather than having to use an excel spreadsheet to monitor processes, BPMS does it for you. It keeps track of any important KPIs (input, duration, output, etc.), making it significantly easier to measure your improvements.
So, the general takeaway here is this - if you want to have efficient processes in your organization, you should definitely look into adopting BPMS.
BPM vs workflow software - what is the difference
If you have been reading up on BPM software, you have probably heard the term “workflow management” more than once. You are probably wondering - what, exactly, is the difference?
Both types of software seem to be selling exactly the same thing. Well, you are not wrong. Most BPM and workflow systems on the market today are basically the same thing.
They are all used for routing tasks, modeling processes, working with forms, and so on. Before, though, there was a big distinction between the two.
Workflow management software, by definition, specifically helps with routing tasks between employees. Most BPM software used to come with workflow management software as part of the solution, but also offered a lot of other high-tech functionalities. Today, though, it’s just about the same thing.
Some companies (usually the older ones) call their software BPM, others go with workflow software.
How to pick the right BPMS for your business - 2 must-have features
From what I’ve seen evaluating BPM solutions over the past decade, you only get one shot with most software on the market. In discussions we have had about BPM tools, one legal services manager told us he evaluated Bizagi, ProcessMaker, Bonita, and several other BPMN applications before finding them too complicated and costly - he was about to hire a development team to build something custom before finding a simpler cloud-based alternative. Most software solutions in the industry are extremely expensive, especially the ones aimed at enterprise organizations.
This matches what developers themselves say about traditional BPMN tools:
In 99% of cases it’s a solution in search of a problem, peddled by an expensive consultant
For most businesses it’s just dead weight, and it’ll either be resented or ignored (or both)
The average BPMS probably comes with a price tag in the range of $100,000 to $600,000 and takes 3 to 6 months to set up. So, if you commit to any given provider, chances are that you are going to be stuck with them for a while. This can be especially damaging if you fail to get your employees to use the platform.
You will end up spending 6-figures on a piece of software that sort of just sits there. So, how do you pick the right type of software?
Preferably the type that will not cost you an arm and a leg? You should be on the lookout for these 2 turn-key features…
Easy setup
As we’ve mentioned before, most BPM solutions are hard and time-consuming to setup. This doesn’t apply to every single piece of software, though.
Cloud-based bpm solutions do not need any setup - all you have to do is register online and start using it there and then. These systems are relatively cheap, to boot, with the price ranging from $15 - $30 per user per month. You are probably wondering, why is there such a discrepancy in pricing?
How can one software cost around $1,000, and another $100,000? Well, the answer is that the latter software is simply outdated.
Most older BPM solutions are on-site. Meaning, they have to be installed on your own local server and manually integrated with all the other systems you use. This costs a lot of man-hours.
A team of highly-skilled engineers has to work on all this, and as you probably already know, experienced engineers do not come cheap. Putting BPM on the cloud solves this problem.
Instead of having to go through all the hassle of setup, all you have to do is just register and get all your employees onboard.
No-code process modeling
In today’s world, to get the most out of any given software, it should be as user-friendly as possible. That’s the goal, anyway. Meaning, your employees shouldn’t need a lot of technical know-how to operate it.
At Tallyfy, we have seen firsthand that this is not the case with most BPMS solutions. While they are easy to use for individual employees (they basically just get a dashboard of tasks), it is borderline impossible for the management. To create your own processes, you would need help from specialized engineers.
I.e. instead of department supervisor being able to create the process, they would have to coordinate with a developer for them to set it up.
For a company with a handful of processes, this would not be too much of a bother. For enterprises with 1,000 employees, though, it can be quite expensive. After all, you are going to eventually need to make changes and improvements to each and every process.
Certain BPM solutions, however, are armed with a no-code process builder. This means that just about anyone can use the software to create processes without developer help, from shop-floor employees to C-suite management.
To learn more about what features set certain BPM solutions apart from the rest, check out our guide. If you want to skip ahead and pick a tool, read on!
Top 5 BPM tools - a comparison
Want to start using BPM software, but not sure which tool to pick? We do not blame you! There is a lot of them on the market. These 5, though, are some of our favorites!
| Tallyfy | Appian | Nintex | IBM BlueWorks Live | Bizagi | |
|---|---|---|---|---|---|
| Popular With | SMBs, Mid-Large Companies | Enterprises | SMBs, Enterprise | Enterprise | SMBs, Enterprise |
| Process Design | Web-Based Drag & Drop | BPMN2 | Web-Based Drag & Drop | BPMN2 | Bizagi BPMN Modeler |
| Usability | Intuitive, No Training Required | On-Site Training Teams | Remote & On-Site Training Providers | Online Courses | Remote & On-Site Training. Online Courses |
| Installation | Cloud-Based. Instant Registration | Cloud-Based + On-Site. Registration Request | Cloud-Based + On-Site. Registration Request | Cloud-Based + On-Site | Cloud-Based + On-Site |
| Integrations | Open REST API & 3rd Party Integration Through Zapier | Manual (Through Appian Engineers) | With Specific Software Solutions | Open REST API | With Specific Software Solutions |
| Monthly Pricing | 15 - 30 USD / User | Quote-Based | Quote-Based | Quote-Based | Quote-Based |
For a more in-depth look at the different BPM tools, check out our comparison guide.
Getting started with process management software
If you have already picked the solution provider, it is time to start implementing it. Here is the exact process you need to go through in order to get everyone onboard…
- Setup the process templates. For this step, you need the help of department leads and software engineers (if you opted for one of the older BPM providers).
Create detailed process flowcharts with the help of department leads, hand them over to the engineers, and they will handle the rest. If you went for a no-code BPM or workflow software, though, you can create the templates yourself without any outside help. 2.
Create employee accounts and setup privileges. As a given, anyone that participates in any given process should have access to the system. You should, however, limit their user privileges.
Shop floor employees should only be able to participate in the processes, without the power to make any changes. 3. Automate whatever you can. Create integrations with all the other tools you use to minimize menial work for your employees.
- Track and analyze processes.
Measure metrics on the go and compare them to your benchmarks. Whenever you find inefficiencies, move on to step #5. 5.
Continuously improve your processes. Process improvement is, after all, the main benefit of BPM software. Even if something is performing well, there is always some room for improvement.
Constantly strive towards carrying out process improvement initiatives, ensuring your organization is operating at maximum efficiency.
Ready-to-use process templates
Calculate your process management ROI
The article mentions that BPM software eliminates manual coordination and saves the hassle of sending hundreds of emails. Traditional BPMS can cost $100,000 to $600,000 with 3-6 month setups. Calculate how much your organization could save by streamlining process management.
Are you hearing this at work? That's busywork
Enter between 1 and 150,000
Enter between 0.5 and 40
Enter between $10 and $1,000
Based on $30/hr x 4 hrs/wk
Your loss and waste is:
every week
What you are losing
Cash burned on busywork
per week in wasted wages
What you could have gained
160 extra hours could create:
per week in real and compounding value
Total cumulative impact over time (real cost + missed opportunities)
You are bleeding cash, annoying every employee and killing dreams.
It's a no-brainer
Once you have set up the software & got everyone on board to use the software, congratulations! Adopting BPM software is not the easiest of tasks. At this stage, as long as you continue analyzing and optimizing your processes, you will soon see significant improvements on your business’s bottom line.
Related questions
What does BPM stand for in software?
BPM stands for Business Process Management. You can think of it as a tool to chart and accelerate how work is accomplished in a company, in much the same way a GPS helps map the fastest route to your destination. With BPM software, teams design, track and do their everyday work better and faster.
What is the BPM tool used for?
A BPM tool assists teams in establishing unique, consistent means of working together. Think of yourself as a baker making some cookies: You follow a recipe so that you get the same delicious result every time. BPM tools perform a similar function for work processes, assisting teams in automating tasks, monitoring progress and identifying opportunities to do things better.
Which is the best BPM tool?
The top BPM Software Tool(s) are based on what you want to use it for. Tallyfy is great for teams who are looking for something straightforward and user-friendly - other solutions might fit the bill better for large companies with complex requirements! It’s kind of like selecting a vehicle - a family might desire a minivan, for example, while a marathon-running single person prefers a compact car.
How much does BPM software cost?
BPM software typically costs between $10 to $100 per user each month. Simple tools like Tallyfy start at the lower end, while complex enterprise systems can cost thousands. Many have free trials so you can kick the tires before you buy.
Can BPM software work for small businesses?
Absolutely! There are numerous advantages that BPM software can offer small businesses. Newfangled, cloud-based tools are cheap and easy to use, enabling even the smallest teams to get more done. It’s almost like having a smart assistant that can help keep things organized and running smoothly.
How long does it take to implement BPM software?
Basic BPM tools might take just a few days to be brought online, complicated ones perhaps months. Cloud-based products like Tallyfy get up and running fast because they are built to be user-centric, and they do not require any sort of complex technical set-up.
What problems can BPM software solve?
BPM software can be like Aspirin for many workplace woes (like missed deadlines, confusing communication and make the same mistakes over and over). It’s as if you have a traffic controller, you know, making sure that everything is flowing and making sure everyone knows what they are supposed to be doing.
Do I need technical skills to use BPM software?
Today, BPM software is built with ease of use in mind. If you are able to navigate social media or online shopping sites, most likely you can use BPM software. The top tools will feature user-friendly drag-and-drop interfaces with step-by-step instructions.
Can BPM software integrate with other tools?
Most BPM software does connect with other business tools, such as email applications, calendar apps and document storage. It is just like when you add new ingredients to your recipe - what some call “release engineering alchemy” - and the right combination of ingredients can make everything work better.
What is the difference between BPM and workflow software?
Though related, BPM software tends to have more sophisticated features for analyzing and optimizing processes. In general, workflow software is all about getting work from one person to another, while BPM shows you how work actually gets done and helps you improve it.
How do I choose the right BPM software?
Begin by making a list of what you want the software to do. Also consider factors like how easy it is to use, its cost, customer support and if it can scale with your business. Sample free trials and demos to discover which framework best suits your team.
What are the signs that I need BPM software?
If you are experiencing missed deadlines, disorganized teams, missing documents, or you have got your nose to the grindstone on repetitive tasks, you are probably due for some BPM software. It is just the same as if you have a messy closet that needs cleaning - the right tool can help you get things in order.
Can BPM software help with remote teams?
Yes! BPM software is in fact perfect for remote teams because it provides a set of clear processes that everyone can follow, no matter where they are located. It is then akin to having a playbook where everyone is on the same page, even if they are at different locations.
About the Author
Amit is the CEO of Tallyfy. He is a workflow expert and specializes in process automation and the next generation of business process management in the post-flowchart age. He has decades of consulting experience in task and workflow automation, continuous improvement (all the flavors) and AI-driven workflows for small and large companies. Amit did a Computer Science degree at the University of Bath and moved from the UK to St. Louis, MO in 2014. He loves watching American robins and their nesting behaviors!
Follow Amit on his website, LinkedIn, Facebook, Reddit, X (Twitter) or YouTube.
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