Key Takeaways: 

‍

• Process mining transforms everyday business data into actionable insights, providing a clear understanding of processes crucial for organizational growth.

‍

• In change management, process mining plays a vital role in identifying inefficiencies, ensuring compliance, and facilitating stakeholder engagement through objective, data-driven insights.

‍

• Implementing process mining for change management involves specific steps like setting goals, analyzing current processes, designing and implementing changes, and monitoring and adjusting continuously.

‍

• Employees tracking software like Insightful offers real-time monitoring, a productivity trends dashboard, and comprehensive reporting capabilities, enabling organizations to optimize processes and manage change effectively.

‍

Read time: 7 minutes

‍

When faced with organizational changes, do you find the same issues keep resurfacing? Are process inefficiencies hindering your growth? Process mining could be the solution you’re looking for.

‍

The secret to success in the current business climate is making the right decisions with clarity and confidence. With process mining, you can do exactly that. The technique helps you analyze the digital traces left by day-to-day operations, providing you with a crystal-clear understanding of your processes as they are, not as you think they might be.

‍

Process mining is especially beneficial in change management. From uncovering hidden inefficiencies to ensuring that new processes are adopted smoothly, it offers a path to transformation that is informed, strategic, and aligned with your goals. 

‍

Let's see how.

‍

What is process mining?

‍

Process mining represents the intersection of data science and process management. It transforms the vast amounts of data generated by everyday business operations into insightful, actionable information. This includes detailed maps of process flows, timelines, and variations, providing a transparent overview of the entire process lifecycle.

‍

The process begins with extracting data from various IT systems, such as ERP, CRM, and BPM. These event logs contain key information like timestamps, user IDs, and task details that shed light on the current workflow within your organization. 

‍

Next, you analyze these logs using process mining software, a specialized technology that’s more advanced than the average data monitoring system. Process mining tools can then reconstruct the exact sequence of events, depicting the real-time flow of business processes. The data visualization helps in identifying discrepancies between the expected and actual process flows. 

‍

Following the basic principles of process mining gives you a solid foundation for targeted improvements. But the question is how can your business benefit from this, particularly when it comes to change management?

‍

What is the role of process mining in change management?

‍

Once you grasp what process mining can do, you can explore how it can be used in change management. It’s a versatile method for tackling significant obstacles brought on by organizational change.

‍

Identifying Process Inefficiencies

‍

Before making significant changes, you need to make sure existing processes are efficient and adaptable. Process mining will help you understand exactly how tasks are performed and what potential roadblocks lie ahead.

‍

By examining these process maps, you can pinpoint where delays, bottlenecks, and unnecessary steps occur. This insight is invaluable, as it allows you to make targeted interventions that can enhance efficiency. 

‍

Process mining can ensure your processes are optimized and ready to adapt to new changes, whether it's implementing new systems, reorganizing workflows, or adapting to market fluctuations.

‍

Ensuring Compliance & Standardization

‍

As new processes are introduced or existing ones are modified, maintaining consistency is a top priority. Any deviations from established routes can result in inefficiencies or compliance risks, potentially undermining the success of the change initiative.

‍

With process mining, you can monitor these processes in real time, ensuring that they adhere to established models. If any deviations should occur, process mining tools can promptly detect them. The continuous monitoring allows you to take immediate action and address any non-compliance issues that arise.

‍

Facilitating Stakeholder Engagement

‍

Effective change management relies heavily on clear communication. For any transition to be successful, all stakeholders need to be involved in the process. 

‍

Process mining can facilitate communication by offering objective, data-driven insights into process performance. This information will shed light on the potential impact of proposed changes, allowing change managers to build a compelling case. 

‍

With this technique, you can make sure all stakeholders understand the reasons behind these new initiatives and are on board with the overall objectives.

‍

How do I implement process mining for change management?

‍

What exactly do you need to do to effectively apply process mining in your change management strategy? Let's go over the key steps.

‍

Preparing for Process Mining

‍

Begin by setting specific, measurable goals for what you hope to achieve with process mining. This could range from reducing the cycle time of a particular process to increasing compliance with regulatory standards. Having these objectives will focus your efforts and provide a metric for success.

‍

The effectiveness of process mining hinges on the quality and comprehensiveness of the event log data you collect. Ensure that you have mechanisms in place to capture detailed logs from all relevant systems and processes. This might involve coordinating with IT departments to access this data and ensuring it includes all necessary details, such as timestamps, user IDs, and task outcomes.

‍

With a plethora of process mining software available, it's vital to choose one that aligns with your organizational needs and objectives. Consider factors like the tool's ability to integrate with your existing IT infrastructure, its analytical capabilities, user interface, and the support provided by the vendor. A pilot test with a shortlist of tools can be beneficial in making the final decision.

‍

Analyzing Current Processes

‍

Use the selected tool to visualize the workflows of your current processes. This visual representation should highlight the sequence of tasks, decision points, and variations in the process flow. Pay special attention to areas where the actual flow diverges from the expected or standard process model.

‍

With a clear process map, scrutinize each step for inefficiencies such as redundant tasks, bottlenecks that slow down the process, and points where compliance issues occur. This analysis will uncover the most impactful areas for improvement and change.

‍

Designing & Implementing Changes

‍

Based on your analysis, craft a detailed plan for the changes you intend to implement. This plan should outline the specific process alterations, the resources required (such as technology upgrades or personnel training), and a clear timeline for execution. Assign responsibilities for each aspect of the change to ensure accountability.

‍

Roll out the changes according to your plan, ensuring that all stakeholders are informed and prepared for the transition. This might involve training sessions for employees, gradual implementation phases to minimize disruption, and open channels for feedback to address any concerns promptly.

‍

Monitoring & Adjusting

‍

After the changes are implemented, use process mining to keep a close watch on the new process performance. This will help you see whether the changes are surpassing the expected benefits or if there are new issues that need to be addressed.

‍

Think of change management as a cyclical, ongoing process rather than a one-time event. Use the continuous insights provided by process mining to refine and adjust your processes over time. This approach encourages a culture of constant improvement and adaptability within the organization.

‍

What does it look like in practice?

‍

Let's consider a mid-sized financial services company facing challenges with its customer onboarding process. The process is filled with delays, leading to customer dissatisfaction and a noticeable drop in efficiency. The management team, aware of the need for a strategic overhaul, turns to process mining to clear the path forward.

‍

Using process mining, the company can construct a detailed, data-driven narrative of its current onboarding process. The technology revealed not just the steps involved but also the unexpected detours and bottlenecks that were previously invisible to the management team. For example, it uncovers that a substantial delay in the process was due to redundant verification steps that added no value to the customer or the firm.

‍

Armed with these insights, the company decided to redesign the onboarding process, streamline the workflow, and eliminate the identified inefficiencies. The revised process was then rolled out, with process mining playing a crucial role. The data technique allowed management to monitor the effectiveness of these changes in real time.

‍

Moreover, the company uses process mining as a continuous improvement tool, constantly seeking opportunities to refine and enhance the onboarding process. This iterative approach ensured that the business addressed its immediate challenges but also built a foundation for sustained operational excellence and customer satisfaction.

‍

How does workforce monitoring software optimize processes & change management?

‍

Insightful is a remote workforce management and analytics tool that can support your business through times of change. Three capabilities stand out for their direct impact on operational efficiency:

‍

• Real-Time Monitoring & Activity Tracking: Insightful's real-time remote monitoring and detailed activity tracking provide immediate insights into how employees engage with their tasks. This allows you to see how changes are affecting workflows in real time and identify areas where additional support might be needed. 

‍

• Productivity Trends Dashboard: The dashboard provides data on productivity trends, allowing you to measure the long-term impact of changes on team and individual performance. It allows for data-driven decision-making, ensuring that changes are not just reactive but strategically aligned with organizational goals.

‍

• Comprehensive Reports & Alerts: Reports provide a deep dive into productivity levels, most used apps, and other critical metrics, offering a comprehensive view of how changes are influencing work patterns. Alerts can be set to notify you of unusual activity or deviations from expected behaviors, ensuring that potential issues are flagged early and addressed promptly. 

‍

Insightful offers an all-encompassing approach and support to change management. The advanced features provide the visibility and control needed to implement transitions, ensuring they enhance rather than hinder operational performance. That’s why it’s the best computer monitoring software for process mining.

‍