There are plenty of tools on the market, and frequently I come across companies where the problem they are experiencing is not how to manage business processes and projects, but how to manage disparate data stored across multiple tools across the business.
If we have one BPM/PM tool deployed across the entire organization, then we have one, and only one repository for all of the data. Think outside the box a little and consider who else aside from the project managers and business analysts are going to want data access?
Stakeholders – Program Directors – Vendors – Clients – Team Members – Anyone and Everyone Else?
Where we have very complex projects, and client deliverables are the product of multiple projects, how are we going to aggregate reporting and exercise effective management and control unless we use one tool?
We can’t, at least not effectively without adding non-value added processes to the mix.
OK – so the top 3 reasons for using one tool are:
1. Data Access
As discussed above – one tool acts as a centralized repository for everything, making it simpler and easier to access, change, update and exercise overall control. Standardization and imposing best practice standards is simplified, and one tool makes you leaner.
2. Document Management in One Repository
Updating and synching across multiple documents, multiple users becomes a real, practical possibility. Revisions and change notifications reach everyone concerned on a timely basis, and collaboration becomes easier to achieve in practice.
3. Date Your Business Process Flows
We all experience changes in goals as we execute projects – we tend to chase a moving target which becomes uncovered and identifiable as we proceed. This requires we change process workflows as we change direction and priorities, not least as our deliverables may change too and there are serious implications for larger organizations or even when deliverables flow to an external organization prior to getting to the client. Maintaining a timeline on what was changed, by whom and when, becomes essential, but highly impractical unless we use one BPM tool.
The benefits of using one BPM tool are increased productivity, easier data access and document management, plus you gain a credible and reliable tool for managing and maintaining an audit trail of business process flows.