12 Key Factor to Choose Right Business Process Management Software

business process management software

There are many business process management software options on the market. Hundreds of options are available, with different levels of functionality. This is a great thing itself, but it can also be a problem as buyers often assume that all BPM software is the same.

However, this is not the case. Business process management software (BPMS), can differ in terms of type, scope, or implementation. For some users, however, options overload can lead to analysis paralysis as they jump from one product to the next trying to make a decision.

This guide proposes a workflow that will streamline the BPMS selection and assist BPM software buyers in predicting high success rates in software/business best fit matching.

Consider these factors when choosing right business process management software

BPM software is a key factor for every business but before why did 70% of BPM Implementations got Fail. These are the 12 criteria you should consider when deciding which process management software is best for your process improvement goals.

Monitoring in Real-Time

To support real-time monitoring, your system should have bespoke monitoring applications. This feature can be used to monitor key process indicators and provide real-time monitoring.

Customer Support Tickets — Analyzes new tickets, resolves tickets, and times resolutions. This will help you to create a client-oriented department.

Percentage of Product Failures — This is the percentage of defective products. It takes the total number of units produced and divides it by the number of spoilt units.

LOB Efficiency Measure — This measure measures staff efficiency by analyzing the number of units produced each hour.

Role-Based Routing

It is important to choose a tool with role-based routing capabilities. This feature is crucial because it allows you to clearly define the roles of each team member in your company, even if they are not defined in the response database.

Integration with existing software solutions

The ideal process management software tool must be flexible enough that it can interoperate with other business tools. This capability allows you to access data from other platforms, without having to manually enter the information. You can quickly access data stored in other business tools and, with just a few clicks, download the target data to your business process management software database. This streamlines the entire process and saves time and money.

Comprehensive Reporting

The primary reason you should incorporate business process management software into your company’s operations is to increase production. A tool without a solid reporting system is not worthwhile. For a business process to be successful, it is essential that you have a solid reporting system.

If you are looking for a unique tool to revolutionize your business processes, then consider one that combines logic and statistics to create an informative and comprehensive report.

Mobile Support

People are becoming more attached to their phones. Most people sync their mobile devices with their bank, email, and work accounts.
Employees can create customized, accessible work environments by choosing a business management software tool that allows them to sync their smartphones easily.

Dashboard Widgets

Dashboard widgets are an essential part of any business process management software. Employees can create a dashboard to help them see the status of their most important tasks and get instant access to the filtered results.


Consider who will use it and what their communication preferences are. It will be used by frontline staff or technical process specialists. Users should be able to interact with the interface easily. It shouldn’t be too difficult to use. You should look for functionality that saves time and effort. For example, the automatic generation of process maps based on user input. A search function that improves ease of use and does not causes frustration is one example.

Many processes are dynamic, so change management is a must. A dashboard that displays automatic notifications can give users visibility into the status of their processes and give managers assurance that they are being notified when there is a change.


Business analysts should be able to access information from their process management software that supports them in making processes more efficient and enabling them to use tools such as Six Sigma and Kaizen. This approach is something you should consider if you want to implement it. You will need to be able to identify waste opportunities, eliminate non-value-added activities, and spot cost reduction possibilities.

The BPM tool should also be available to all employees in order to facilitate the analysis of current processes as well as the identification of potential improvement opportunities. Your teams will know everything about your processes and can help you plan for the future. This is an essential component of identifying automation opportunities and improving them.


Version control should be a feature of your process management software. This will allow you to track who uses the system and keep an eye on any changes for auditors. Your process improvement efforts will be successful if you have a clear governance system. Transform success measures into job reviews and key performance indicators to increase engagement. This will ensure that you don’t go back to where you started, with outdated processes that no one uses.

Content Management

Collaboration is the key to process improvement. The BPM tool is designed to encourage collaboration and the exchange and support of ideas. It will also track and accommodate feedback and suggestions for improvement. They should be easily traceable and tracked.

Many organizations find it difficult to provide teams with process information when and where they need it. Engaging with your processes will be easier if there is one location that contains all the process truth. Process guidance should be accessible in places that your teams use every day. This could include the company intranet, URL links in ERP systems, CRMs, or Salesforce. Consider how your teams will be able to access the process information. What and when will they require it? How can you make process management software accessible to your teams?


As your business grows and changes, your process management software must adapt to meet these needs. Word, Visio, and PowerPoint are not scalable, so they can’t keep pace with process mapping tools such as PowerPoint. Your rollout plan should include more than just the technology. It should also detail the resources required to implement and embed that technology.


Your business process software selection should not be based solely on cost. If you don’t see small wins in a short time, regardless of cost, you need to question the return on investment. A vendor should treat your investment as their own and give you the opportunity to make suggestions. Flexible providers will take you along on the process improvement journey with them and respond quickly to any questions.

Last words

There is no doubt that the BPMS is a crucial element that will enable you to improve your processes. However, it is only possible if you choose the right tool and the correct process management approach for your company. You can view your BPM requirements through the lens of usability, governance and analysis. This will ensure that you choose the best approach to meet your current or future business process management needs. It will also help to maximize your return on investment.

Posted in: Business Process Management

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