WE SHARE OUR KNOWLEDGE
January 31 2025
Digitizing a company with WEBCON BPS: what you need to know before implementation?
Companies that want to operate faster and more efficiently are increasingly opting for process digitization. Instead of paper documents, manual data entry, or chaotic email communication, they are turning to modern solutions that automate repetitive tasks and simplify information management.
One of the tools that works well in this area is WEBCON BPS – a platform that allows companies to design and implement business processes tailored to their needs.
This system not only streamlines document flow but also provides full control over task execution and improves collaboration between teams. However, for digitization to bring real benefits, proper preparation for implementation is crucial. What should be taken into account?
Why is it worth investing in process digitization within a company?
Many organizations still rely on traditional paper documents and manual processes, which can lead to numerous problems. Delays in information flow, lack of control over task execution, and increased risk of errors are just some of the challenges faced by businesses that have not implemented solutions to digitize their work.
The solution is automation and digital transformation of processes, which bring a number of benefits:
- automation of repetitive tasks – manual operations consume time and employee resources. Digitization allows for the elimination of these tasks, significantly increasing efficiency and reducing errors.
- increased control over processes – digital tools enable tracking of every stage of task execution, providing better visibility and the ability to respond immediately to irregularities. Companies can more easily monitor progress and report key business operations.
- time and cost savings – automating processes shortens task completion time, minimizes costs associated with paper documentation, and reduces the risk of errors that could lead to unnecessary financial losses.
- easier collaboration and access to information – all documents and data are stored in a single, central system, allowing employees to quickly and conveniently access the information they need. This streamlines communication and collaboration between departments, regardless of team location.
What should be taken into account before implementing the WEBCON BPS platform?
Business needs analysis – the key to successful implementation
Implementing the WEBCON BPS platform is a strategic decision that can significantly improve business processes and increase operational efficiency within an organization. However, simply having a modern tool does not guarantee success – the key is aligning it with the real needs of the company. Therefore, before starting the implementation, it’s crucial to conduct a thorough business analysis to identify areas requiring digitization and optimization.
This analysis not only helps determine which processes need automation, but also helps avoid potential mistakes, such as implementing features that won’t be actively used by employees. It allows you to fully leverage the platform’s potential and achieve tangible benefits, such as reduced task completion time, elimination of errors, and increased transparency and control over business processes.
A proper business analysis enables the adaptation of WEBCON BPS to the organization’s specific needs, considering not only its structure and current requirements but also future development plans. This approach ensures that the system will be scalable and ready for further changes, which is particularly important for rapidly growing companies.
Why is needs analysis so important?
Each business operates in a unique ecosystem of processes and documents. Digitization is not only about replacing paper documents with electronic counterparts – it’s also an opportunity to optimize workflows, eliminate unnecessary steps, and automate repetitive tasks.
Lack of a thorough analysis can result in the implementation of a tool that does not bring real benefits or is not fully utilized by employees.
Key questions before implementation
Before starting the implementation of WEBCON BPS, it is worth considering the following questions:
- Which processes in the company are the most time-consuming and need improvement?
- Which documents and forms should be digitized?
- Which actions can be automated to increase work efficiency?
- What are the current issues related to the flow of information and documents?
- Do employees have access to tools that facilitate their tasks?
Preparing for change
Changing a document management system is not only a matter of technology but, above all, the people who will be using it daily. Implementing a new solution like WEBCON BPS involves adapting to new processes and ways of working. Therefore, it’s crucial to properly prepare the team to ensure a smooth transition to the new system and to maximize its potential.
Why is team preparation so important?
Any change within an organization, especially in the technology area, can cause concern among employees. Lack of proper preparation can lead to resistance to change, low acceptance of the new system, and inefficient use of its features. To prevent this, it’s important to focus on effective communication, education, and support for users at every stage of the implementation.
Integration with existing systems
Before implementing the WEBCON BPS system in your company, it’s crucial to thoroughly understand which other systems are functioning within the organization and which ones should be integrated with the new solution. Integration with existing tools, databases, ERP systems, CRM applications, or accounting systems is a key element of the implementation strategy that ensures full consistency and operational efficiency. Conducting a detailed system analysis before implementation helps identify potential touchpoints and determine which business processes can be automated or optimized.
With the right integration strategy, seamless data exchange between systems is possible, which minimizes the risk of errors, increases data accuracy, and reduces the time needed to complete tasks.
Remember, a well-planned integration with your company’s IT systems not only helps avoid post-implementation issues but also contributes to improved efficiency and competitiveness, eliminating unnecessary manual tasks and simplifying data and process management.
How to choose the right implementation partner?
The choice of an implementation partner should be based on their experience with workflow system implementations and their knowledge of the specific needs of your industry. A provider with experience in similar projects will have a better understanding of your needs and the challenges you face. As a result, the implementation will be more tailored to your requirements, and the process itself will proceed more smoothly.
However, the implementation of the system is just the beginning of a long-term collaboration. It is crucial that the implementation partner offers not only professional assistance during the implementation phase but also comprehensive support after the project is completed.
It’s beneficial when the implementation partner has the ability to analyze and understand your business processes. You should ensure that the provider doesn’t just implement the tools but also advises on process optimization within the company.
Why is it worth working with us?
As Sagitum, we have many years of experience in implementing WEBCON BPS systems. Through our collaboration with numerous organizations from various industries, we have gained a deep understanding of the specific needs of your business and are able to tailor solutions to fit those needs precisely. We know that the system implementation is just the beginning of a long-term partnership. We offer full technical and expert support after the implementation, meaning we won’t leave you alone in the face of new challenges. Our team of specialists is available to help optimize processes, adjust the system to evolving needs, and ensure the continuous growth of your IT environment. We focus on ensuring that the implemented system not only runs smoothly but also develops alongside your business, delivering increasing value.
When you work with us, you have complete control over the implementation costs. We prioritize transparency—right from the start, we provide a detailed cost estimate that includes all stages of the implementation, licenses, training, and any potential additional fees. This allows you to avoid surprises and plan your project budget more effectively.
Our goal is not only to implement the WEBCON BPS system but also to streamline and automate your business processes. Our experts conduct a detailed pre-implementation analysis to better understand the way your company operates and propose solutions that will genuinely increase work efficiency.
