BILL.COM BLOG

6 Steps to Streamline Processes and Amplify Productivity: Part 2

Processes

Most often, businesses are advised to review and streamline processes for the sake of efficiency. After all, if you can complete a task more quickly, you have more time to dedicate to responsibilities with a larger payback. Do you want your employees to spend time stuffing envelopes? Or work with customers to answer their questions and sell more products?

While efficiency is important, there are other benefits to streamlining and fine-tuning processes. These include:

  • Transparency—The ability to clearly ascertain progress, status, results, and stakeholders as well as additional insight. If a vendor calls about the status of payment, can you give them an answer in less than a minute?
  • Tracking—Tracking is adjacent to transparency, but in this context it relates to accessing past transactions related to the processes. For example, if an invoice was reviewed for payment five months ago, can you quickly discover who reviewed it, who approved it, and if there were any communications around it?

You already know the first three steps you need to take to transform your clunky, troublesome processes, and now it’s time for Part 2: Steps 4-6!

Step 4: Communicate the vision

Now that you’ve nailed down the processes, necessary tweaks, and the technologies that support them, it’s time to communicate the vision and its benefits throughout the company. This will help accelerate user adoption and develop support.

Approach this conversation from the benefits point of view. Emphasize how it will improve processes as well as affect employees who deal with this process. Next, demo the new processes and technologies to employees that will work with them so they can see first-hand how it operates. This act can often elicit that “ah-ha!” moment.

Finally, recruit ambassadors. These are employees who are excited about the change and its benefits and can encourage support for these new processes.

Step 5: Train and certify

As mentioned above, today’s technology is fairly user intuitive and requires little training. If an employee can use an app on their phone or tablet, they can use most modern business technology. However, if an employee indicates they need extra help, be sure they have access to training materials and support. Most technology providers will have extensive libraries of online tools such as FAQs or videos, as well as online support.

Many technologies now offer certifications. The certification programs ensure that those who go through them have an elevated understanding of the technology and what it can accomplish. The certifications can not only help educate employees but also serve as valuable additions for professional development. For example, read about the Bill.com certification program.

Step 6: Follow up and tweak as necessary

As your organization evolves, so must your processes. You may find, after rolling out new processes, that they benefit from small changes, edits, etc. Speak with employees after new processes start to get their feedback. Evaluate from your point of view, and don’t be afraid to fine-tune processes as necessary.

Ready to ditch those clunky processes and automate, streamline, and mobilize your AR and AP?

Bill.com

Guest Author
Payments Enthusiast, Bill.com
Bill.com is the leading digital business payments company featuring AP and AR solutions. Bill.com helps over 2,000,000 network members process over $30 billion in payments per year and saves companies up to 50 percent of the time typically spent on financial back-office operations by securely automating their end-to-end processes. Three of the top ten U.S. banks and more than 50 percent of the top 100 accounting firms rely on Bill.com as their primary payments solution.