How do we describe business processes?

Now let's tell you how the processes in our company are formed, described and automated.

First and foremost, we start by clearly defining goals for each project or task. These goals may vary depending on the company's needs.

In our example, our goals include:

• Company Revenue

We strive to increase sales volume and develop innovative products or services that will be in demand in the market.

• Studio Marginality

We also focus on enhancing production efficiency and resource management to ensure profitable projects.

• Quality of Work

Achieving high quality standards in every project to meet our clients' needs and strengthen our reputation in the marketplace.

Defining these goals gives us a clear understanding of how all departments and teams within the company should operate.

Defining goals

Next, we conduct an analysis of the current situation to understand what processes already exist and what improvements can be made. We also identify problem areas or bottlenecks.

To do this, we employ various methods such as gathering data, interviewing employees, and applying business analysis tools to gain a comprehensive view of the present state.

Analysis of current processes

Based on the analysis, we proceed to develop new processes. We focus on optimizing existing procedures and creating new working methods that will help us achieve our set goals.

During the development stage, we take into account the opinions and suggestions of our employees, who have firsthand knowledge of the realities of day-to-day operations.

Development of new processes

Once we’ve developed new processes, we begin integrating them through testing. This allows us to evaluate the effectiveness and reliability of the new procedures before full implementation.
We allocate a two-week period for checking and analyzing the results.

For instance:
One of our achievements was improving our internal codebase, which led to faster and higher-quality project delivery for clients. We analyzed task execution within sprints across different projects and teams, and saw significant improvement and acceleration in workflow.

After successful testing, we visualize and incorporate the process into our regular workflow.

Testing and implementation

This step is crucial in our work because it allows us to visually represent the sequence and interconnections between tasks and project stages.
For high-level descriptions, we use the service Draw.io to visualize processes. This tool lets us create clear and intuitive diagrams and flowcharts. With its help, we were able to visualize our own business process models.
This helps us clearly communicate the operational model to the entire team and maintain consistency and efficiency in our work.

Visualization of processes

From this diagram, we see how each department should work and interact until the completion of the project. This helps us understand which tasks are performed by each department, which project stages are passed, and how they are interconnected.

One of the key aspects of our approach is process automation. We aim to enhance the efficiency and accuracy of task execution by leveraging modern tools and technologies.

In our CRM system, we have implemented five funnels for each stage of working with Clients. Our goal is to retain Clients for life. At each stage of the funnel, certain triggers are configured; for example, assigning a task "Acceptance of Project" or sending a welcome letter. Each task, in turn, includes a checklist so that the executor doesn't forget anything important.

Here are the funnels:

Automation of the process

We establish this process so that our team can automatically perform certain tasks and stay focused on more critical ones.

Another notable example is tracking employee time to understand how many hours an employee actually worked.

Here's how it looks: