3 Signs You Need to Undergo a Process Change

Business processes indicate how well your organization can complete tasks and under what level of efficiency. However, only 4% percent of companies are effectively measuring and managing how their processes are running, impacting the amount of work an organization can complete and its bottom line. If you’re an organization leader that isn’t quite sure if your business needs to undergo a process change, here are three telltale signs.

1. Disorganized Software Tools

Software integration can often be abstract and complex, but it’s meant to simplify burdensome processes, making it easier to manage your teams and increase efficiency. However, disorganized software tools across your organization can create more trouble than they’re worth and lead to you guiding your teams in the wrong direction.

Multiple Databases

With different systems, information across departments is usually siloed in each department. With siloing caused by the inability to integrate, organization decision-makers can’t get a holistic understanding of how their business is doing. Without a clear understanding, productivity and efficiency cannot substantially improve, and stakeholders aren’t able to decide on a definite next step. The confusion leaves departments creating their own disjointed business goals and failing to communicate with other decision-makers across the organization. 

Errors and Data Loss

In addition to the data silos, managing information and transmitting it to different departments increase the likelihood of errors and data loss. Many organizations spend tremendous time reconciling data between software solutions that need to communicate but cannot integrate. As a result, decision-makers are left with a half-baked idea of what their organization should prioritize as a business goal. 

Manual Processes

Data reconciliation can take hundreds of labor hours a year in organizations. With your departments having to spend hours pouring over errors and miscalculations, inconsistent data in software that can’t communicate could be limiting your organization’s growth. Human error can cause data to be entered incorrectly, repeated, doubled, or even omitted, leading to frustrated staff members already overloaded with manual tasks.

2. Process Delays 

Organizational bottlenecks happen when departments are misaligned and can’t effectively communicate or plan the next project step. Many organizations will allow these process delays to occur and attribute it to the cost of doing business. However, suppose you have a holistic understanding of your business process data and make effective decisions regarding process delays. In that case, you can make your clients and team members happier by building a more efficient working environment. 

Do you have a big clear picture of each of your processes, and if they are working to maximum efficiency? If not, it could signify that you may need to undergo a process change. Insufficient processes lead to 26% of wasted time during the average workday, and the inability to understand where these delays come from creates the risk of your organization falling behind its competitors. 

Until you understand your bottlenecks and can proactively work to clear them, you’re making blind decisions that can do more harm than good. When there’s poor reporting, no internal feedback loops, and large disparities between the output of different departments, meeting revenue or company goals are not realistic targets. Any effective decision-maker needs to understand where the bottlenecks are occurring and why, so they can be effectively addressed.


In addition to the internal issues you’ll have without a clear understanding of your process, your delays or bottlenecks can impact outside stakeholders. Clients or customers expect your business to meet the deadlines that you’ve already established, and these deadlines are typically contract-enforced. Although you may get leeway here and there, if your process is so unpredictable that it can’t be managed on a reasonable timetable, then you have a break in your business process chain.

3. Frustrated Staff

Your customers aren’t the only ones you’ll have to deal with if your processes require substantial manual work and are prone to delays. Your staff is an essential component that makes your organization run smoothly. However, having frustrated staff members is typically not a result of anger or spite but a sign that you need a process change. 

Frustration and quality issues run parallel. Understanding the root cause of your employee’s frustration can lead you to the process that requires improvement. When there are delays, disconnects between departments, or missing information, employees feel like they can’t do their job well. 

In certain situations, employees are frustrated by a lack of automation causing them to do work by hand that could be done much more quickly utilizing software. Over 40% of workers surveyed in a study believe they spend a quarter of their week on manual, repetitive tasks. 

Additionally, substandard equipment and training is a common business problem that leads to employee turnover. In certain generational groups, like millennials, training is a necessary condition for staying on with a company. If your organization isn’t stressing the importance of training, it’s a huge red flag for the state of your existing business processes.

Partner with Process Change Professionals

When integrating new software or transitioning from manual to automated, organizations typically use ad hoc solutions without planning. However, by working with a process change partner, you can create a high-level process improvement plan, integrating necessary automation and eliminating the frustration of disjointed departments.

Populus Technology is a leader in vendor management and process change. An industry maven, Populus can help your organization eliminate errors in your operational business processes and give you the tools to have a holistic understanding of your business’s progress and improvement needs. Our experts can even help you design, develop, and deploy customized solutions to meet your business needs if you’re in a niche industry.

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