Breakout logo

Complete Business Process Management Systems (BPMS) Guide


Get a comprehensive Business Process Management Systems (BPMS) guide here. Learn about top features to look for in a BPMS software.


An Elaborate BPMS Guide

Business Process Management Systems (BPMS) is the practice of combining acts of automation, creation, administration, implementation, modeling, and optimization of business related processes.
Business Process Management Systems have existed for decades now. But recent research indicates that BPMS trends are growing more than ever before.

The discipline has garnered the focus of industry leaders, entrepreneurs, and small and large scale organizations as they have come to realize its potential in terms of growth in productivity and reduction in cost.

A recent report broadcasted by MarketsandMarkets revealed that the Business Process Management market could reach a market capitalization of $ 14.4 billion by the year 2025. Currently, the Business Process Management market is valued at $ 8.8 billion.

But what is a Business Process Management System and why do organizations need it so much?

What is BPMS?

What is Business Process Management
In its most basic function, Business Process Management Systems work as a technology solution or, more specifically, a software suite that allows companies to design, collect data, observe, automate and perform tasks, and optimize key business processes.

Processes associated with human interaction, software application, and other tools all come under this discipline. The reason as to why BPMS is so detailed and comprehensive in its operations is because it involves the cooperation and coordination of both IT and Non-IT staff.

By employing BPMS features into a company’s business processes, you stand to promote excellence, regular process advancement, reduction in costs while also ensuring that your organization develops a competitive edge.

Why does a Company need Business Process Management Software?

Need of BPMS for a Company
Business processes are crucial to a company’s smooth functioning. Without it, business activities would either witness poor execution or not see the light of day. In the interest of long term growth and company vision, business processes need to wield out a set of specific, repeatable tasks for better constancy and reliability.

Enter a BPMS software that is able to do all of this and more. With a concrete Business Process Management System in place, your organization need not worry about whether a certain process would prove to be detrimental to your company’s organizational structure. By using reliable BPMS software, you can achieve the following:
  • Your business process is in complete alignment with your company vision and goal.
  • As a business owner or manager, you can identify and determine all the steps that are necessary for finishing business tasks.
  • BPMS software enables you to automate business workflows
  • Ensure better productivity by spotting and getting rid of bottlenecks.
  • Increase the productivity of your staff by integrating employee demands and company demands.
  • Keeping an eye on industry compliance and regulatory standards.

Top Features to Look for in the Software

Top BPMS Features
Although the features of BPMS software are extensive, a few of them are a must-have to ensure the smooth functioning and integration of your business processes. These features allow you to create and improvise on workflows so that they are efficient, forceful, and compliant. Here’s a look at the most important ones. Also, read about top 11 features of BPM tools.
  1. Drag and Drop Gestures
    One of the main purposes of having a Business Process Management Systems software is to make things automatic, seamless, and uncomplicated for your company.

    To that effect, a drag and drop feature allows users to effortlessly manage business process information and ensure that it reaches its appropriate destination. The feature involves utilizing a form that enables users to acquire data, track, and edit it.
  2. Mobile Support
    If a BPMS software is not mobile-friendly, you can rest assured of its irrelevance. Without access to android and iOS devices, there isn’t much such software can do for your business.

    As it is, most BPMS software has moved over to hosting mobile applications because programmers are aware of the fast-paced lifestyle that surrounds company culture and work-life. Additionally, you have to keep in mind that the software you’ve narrowed down to has cloud support.
  3. Seamless Integration
    Without an integrated system that allows the Business Process Management System Software to communicate with other important software within your business’s framework, there’s little use for such tools. What you’ll end up with is a truckload of manual data that needs to be transferred to and fro. The idea of automation then becomes redundant.

    But with powerful integration tools within your BPMS software, you’ll be able to do quick work and complete all important daily tasks in the process -- leaving little room for dallying and extended manual work.
  4. Performance Metrics for Processes
    A process performance metrics tool allows companies to keep track of all their business processes and ensure that everything is going according to plan. If certain processes have problems that need to be resolved in order to make choice and data-centric decisions, a BPMS software that accommodates such a tool is sure to come in handy.

How Can BPMS Give Businesses a Competitive Edge?

Competitive Edge with BPMS
There’s no doubt that cut-throat competition is at its height nowadays. There’s always another brand or another conglomerate that has something better, otherworldly, or unique to offer.

But time and experience have taught entrepreneurs and business people that there’s a lot that goes into creating and sustaining a company successfully. Lucrative and prospering businesses are efficient, goal-oriented, and long-sighted. And that is exactly what BPMS toolscan give you.

If you want to stay relevant and consistent, integrating such systems into your business processes and framework is sure to put you on the map. As such, here’s a look at how BPMS can aid you in the endeavor.
  1. Heightened Operational Intelligence
    Business Process Management Systems enables you to forgo tasks that are monotonous,repetitive, and require manual effort. You can now focus your efforts on realizing the major goals of your business instead of spending hours of your time on tasks that can be achieved through automation.

    Moreover, BPMS platforms are adept at spotting the bottlenecks and issues of your existing processes. This way, you are able to make decisions based on research and real-time data and get rid of everything that is unsavory to the company’s growth. Operational intelligence leads to operational excellence.
  2. Managerial Dexterity
    When your business processes are intractable, rigid, and not subject to the changing business environment, you stand to lose not just your customer base but your position in the market. But with the agility provided by BPMS and its software applications, you get to keep your business, climb the ladder and stay relevant.

    With a BPMS platform to guide you, you’ll be able to change your processes swiftly according to your customer’s needs.

Comparison of Top 7 BPMS Tools in 2020-21

Now that you’ve understood what Business Process Management is all about and how important it is to your business process needs, let’s look at top-ranking BPMS available to you this year. This list is a BPMS comparison that will allow you to weigh the advantages and disadvantages of each. Also, checkout our 2021 list of top 10 BPMS.
Software / ToolBest ForDeploymentFree TrialPricingStudio Creatio FreeOnly Simple processesCloudYesFree for unlimited usersMonday.comMedium & Large EnterprisesCloud & APIsYesStarting from $17 /mo /userBreakoutSmall, Medium & Large EnterprisesCloud & APIsYesStarting from $10 /mo /userProcess StreetSmall EnterpriseCloudYes$12.5 /mo /userAppianLarge EnterprisesCloud & on premiseYesRequest a quoteKissflowMedium & Large EnterprisesCloud & APIsNoMinimum $450 billing / monthWrikeSmall EnterprisesCloudYesStarting from $10 /mo /user

You can read more about 27 popular tools for process automation & workflow management in this extensively researched article.

The Architecture of BPMS

BPMS architecture exists in order to make sure that an organization automates all of its business processes. Because it handles an entire system of business processes, its objective is to improve and optimize them all effectively.

When considering BPMS architecture, your organization needs to connect your Business Process Management Team with the rest of your workforce, including your major resources, software, and technologies, in order to fully achieve all your company objectives as effectively as you’re able. This way, in every aspect of your chain, you’re creating value and an organizational structure.

Measuring Success of Software using KPIs & Metrics

If you want to keep track of and measure the performance of your BPMS software, you would have to invest in tools like Key Performance Indicators (KPIs) and Smart Metrics.

These tools allow you to assess your Business Process Management Systems so that you get a complete idea of the business value provided by such platforms.

Additionally, you’ll also know to what extent your business goals are being met and whether individual actions, processes, and process members are performing as they should.

Future of Automation in BPMS

Automation in BPMS
As mentioned earlier in the article, the market capitalization of Business Process Management Systems is only going to increase and grow in the near future. Researchers and experts are of the opinion that BPMS software and its accompanying tools are soon going to become the new normal with more and more small and large scale businesses and enterprises adopting the technology.

With talks of hyper-automation, which is essentially the marriage between Robotic Process Automation (RPA), Artificial Intelligence, and iBPS (Intelligent Business Management Systems), there’s much to be witnessed in the foreseeable future.
Need help with Processes?
Talk to one of our process consultant for a free 30 minute session.

Schedule Free Session with a Process Consultant

Take control of your workflows for FREE.
Get 3 Months of the best workflow automation platform - totally free for upto 5 users!
*No Credit Card Required