Ultimate BPM Software Guide 10 Steps to Proper Integration

Editor's note: this transcript was generated by AI and has been lightly edited for clarity and relevance — some sections have been shortened or removed, and minor transcription errors corrected.

Full transcript

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All organisations investing time and money in a QMS want to know it will be used by its intended audience. Over many years of working with hundreds of organisations, we've identified 10 key steps to take to ensure that yours will be.

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One: be clear on the purpose of your QMS. You, your team, and your senior sponsors must all be able to answer: what is the purpose? What objective do we want it to achieve? What problem is it going to solve?

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Two: get the system structure right. At Triaster, we firmly believe your QMS should sit at the heart of your organisation and should promote consistent working, help break down silos, support continuous improvement, promote an effective quality strategy, and enable quality accreditations without disruption to the business.

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Three: think about the target audience. There will be certain things everyone in your organisation has in common — familiarity with your corporate branding, your website, your other core systems. This knowledge should be used to design an interface that will be recognisable and appealing to end users.

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Four: use an intuitive navigation. At Triaster, we offer two types of homepage architecture: click and hover. We find that customers in industries such as engineering, construction, and defence generally adopt the hover interface, whilst customers in education, the public sector, and customer services tend to prefer the click interface.

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Five: get the tone of voice correct. Triaster's customer Interserve designed their system, Prism, in line with their intranet, Iris — both now have a strong brand and image which end users like.

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Six: agree a theme that will appeal. The place to start is with a system name and logo. Sungard Availability Services call their Triaster system Ask PAT — PAT standing for process application tool. With the name in place, developing a strong logo and theme is fairly straightforward.

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Seven: develop an identity for your QMS. Spread the word by using the name, logo, and theme as widely as possible, and explain the reasons for the system's implementation and how employees will benefit.

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Eight: involve end users. When involved in its development, people will be much happier to use it.

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Nine: ensure the content is accurate. Even the best-structured system won't be used if the information it contains is out of date or inaccurate.

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Ten: communication, communication, communication. People won't use the system unless they know about it and understand how it will benefit them — leverage your organisation's usual communication channels, such as newsletters, bulletins, emails, and launch events.