BPM Vs Workflow: 5 Key Differences & Similarities

Business process management (BPM) and workflows are two different frameworks used to simplify and automate work using workflow management software, especially in project management.

I will provide context as to what BPM and workflows are, as well as explore five key differences and similarities in detail.

What Is Business Process Management (BPM)?

BPM is a holistic and comprehensive approach to encapsulating an organization’s processes. BPM tools let team members map processes in order to identify and eliminate bottlenecks, control costs, support operational efficiency, drive innovation, and improve productivity. 

It is a continuous improvement practice used to elevate project outcomes, services, or processes. Business process management workflows are part of the digital transformation initiatives that many organizations invest in.

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What Is A Workflow?

A workflow is the collection of tasks that make up the sequential flow of activities in business operations. Workflow are different from processes in that they are task-oriented and prioritize automating specific tasks within a process. 

Workflows live in operational systems where project managers can track task status including progress, comments, approvals, or other information. Task monitoring and bilateral communications in workflow tools are a great help in situations like onboarding. Project managers will also often work to optimize workflows in order to help eliminate project bottlenecks or delays.

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BPM vs Workflow: Differences & Similarities

While business process management and workflows support one another in a system, it is important to understand their distinct roles and functionalities. This knowledge can significantly enhance project performance and improve workflow efficiency and business performance.

Here is a summary of business process management vs workflows, and how they are different and similar in a few core areas.

Differences

1. Scope: BPM is a holistic approach that encompasses the entire organization’s processes. On the other hand, workflows are confined to specific processes within the organization.
2. Purpose: BPM aims to improve overall business performance and efficiency, while a workflow aims to automate specific tasks.
3. Responsibility: Typically, the responsibility of implementing and managing BPM lies with the senior management of an organization. In contrast, workflows are managed by the process owners or managers.
4. Tools: BPM utilizes software tools (such as Onspring; find Onspring pricing here) that provide a bird's eye view of your organization's processes. Workflows, however, use automation tools that help streamline specific tasks.
5. KPIs: BPM KPIs are usually broad and include metrics like ROI and customer satisfaction. On the other hand, workflow KPIs are specific to the task at hand (e.g. task completion time).

Similarities

1. Improve efficiency: Both BPM platforms and workflow tools aim to improve efficiency within an organization. They achieve this by streamlining processes and tasks, respectively.
2. Task sequencing: Both BPM and workflows involve sequences of tasks. While BPM looks at the sequence of all organizational tasks, workflows focus on the functions within a specific process.
3. Human oversight: Despite the use of workflow automation, both BPM and workflows require human oversight. This personal touch makes sure processes and tasks run smoothly and that any issues that arise can be handled as soon as possible.
4. Integrate to support centralization: BPM software and process workflow software can integrate (to varying degrees) with your existing systems and tools to support the centralization of processes and tasks.
5. Measurable: Both BPM and workflows are measurable using unique metrics. Using business processes and supporting workflows, organizations can track their performance and make process improvements where necessary. 

Benefits of Using BPM & Workflows

BPM and workflows offer plenty of benefits for your business:

• Better productivity and efficiency: BPM and workflows offer opportunities for automation, especially when software tools are involved. This can help you reduce manual effort and bottlenecks. Mapping out your workflows can also help you reduce extra steps and make sure that the order of operations makes sense.
• More accountability and oversight: BPM and workflows help you define roles and responsibilities. When each member of the team knows exactly what they are in charge of, they can step up and take ownership of their work. This also help reduce instances of "I thought so-and-so was working on it."
• Increased quality and consistency: BPM and workflows help you make sure things get done the same way every time. Work and deliverables will be more consistent, higher quality, and easier to review and approve. You can also build review stages into your workflows in order to reduce errors.
• More flexibility and adaptability: Once you have workflows or BPM in place and can see how your processes actually work, it's much easier to adjust them as your needs or goals change, or as your organization scales. They can also act as a framework for implementing change with in your org.

When To Use BPM vs When To Use Workflows

BPM systems help organizations improve their overall performance and efficiency. It's also helpful when handling complex processes that involve multiple departments.

Conversely, workflows are for automating specific, repetitive tasks within a process. They're instrumental when simple tasks don't involve multiple departments.

BPM Use Cases:

• Improving complex inter-departmental processes
• Improving the customer journey to improve satisfaction
• Project management portfolios and resource management
• Supply chain optimization

Workflow use cases:

• Improving employee onboarding processes
• Customer support ticketing
• Content collaboration and approvals
• Streamlined project management tasks

While BPM and workflows serve different purposes, they are not mutually exclusive. They often work best when used together, with a workflow being the supporting player in a larger BPM strategy. 

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