Webinar: Process Digitization: The Core of Digital Transformation – The Key to Business Optimization

With the growth of technology today, accessing process standardization is becoming easier and easier, but establishing a standard process is only the first step in business process standardization. There is still a long way to go from building a process to implementing and operating it.

To solve this problem, PROCESS DIGITIZATION is a solution that businesses can use. But how can you digitize processes effectively and in a way that suits your business? All these questions were answered in the Webinar “PROCESS DIGITIZATION – The Core of Digital Transformation – The Key to Business Optimization”.

Accompanying this event are leading experts in the field of business administration: Mr. Phan Son – Chairman of the Board of HRD Academy, and Mr. Le Viet Thang – CEO & Founder of 1Office.

The importance of process standardization in businesses in the 4.0 era

Opening the seminar, Mr. Phan Son – Chief Expert at HRD Academy, shared the current state of business processes. There are 5 main situations mentioned:

• First: The business has no process or implementation activities, working based on “verbal instructions”
• Second, the business has processes, but the regulations are still fragmented and not interconnected.
• Third, there is a gap between the process and the actual work.
• Fourth, the business has processes, but employees do not follow them.
• Finally, the business has no way to manage its processes.

During the business development process, depending on the stage, CEOs/managers have different mindsets and behaviors. In those stages, if the manager’s mindset does not adapt in time, it will easily lead to convoluted management and overlapping tasks.

Levels of process application in businesses and a suggested roadmap for building processes

Regarding the application of processes in businesses, Mr. Phan Son shared 5 common levels of process application in Vietnamese enterprises.

• At level 1 are businesses with no processes
• Level 2: Have processes, but they are fragmented and lack consistency
• Level 3: The business has a specific process system but has not yet digitized it
• Level 4: The business has processes and has digitized them
• Level 5: Operating according to processes has become the corporate culture. All decisions follow the system.

According to his suggestion, there are 7 main steps to implement processes in a business:

• Step 1: Standardize Organizational Structure / Functions and Tasks
• Step 2: Analyze and write the steps for handling tasks according to a sample process
• Step 3: Implement
• Step 4: Manage
• Step 5: Improve
• Step 6: Standardize
• Step 7: Digitize

However, Mr. Phan Son also suggested that in the current digital technology era, businesses do not need to perform all 7 steps above. Because now we can digitize everything on software, from the work process, the results received, the implementation method, etc. Thanks to this, we can make appropriate and timely adjustments right on the system if we see a problem with our process.

DIGITIZATION to operate and optimize business processes with 1Office’s solution

When a process is built, we must have a tool to digitize it. Sharing about process digitization, Mr. Le Viet Thang – CEO & Founder of 1Office said: “Process is the biggest issue not only in business but in society as a whole. A process is the interaction and support between departments to jointly carry out a task or common goal.” According to Mr. Thang, for a company to operate smoothly, 7 out of 10 tasks must be performed according to a process.

The Current State & The Business Process Problem

According to a survey of over 3,500 businesses before using 1Office

• 30% of businesses had no processes or incomplete processes
• 90% of businesses had processes but no digitization tools. 

This led to the following consequences:

• Forgetting tasks due to a lack of notification tools
• Difficulty onboarding new employees; workflows were too manual, so businesses spent a lot of time on training.
• Departments blaming each other.
• Inability to accurately assess the work performance quality of each department.

1Office – The Tool for Digitizing and Managing Processes

The head of 1Office shared that the 5 basic elements in any standard process—Task, assignee, action, form, related parties, and digital signature—can all be digitized on 1Office. This helps work run smoothly, allows managers to accurately evaluate the efficiency of each department, and helps employees avoid forgetting or missing tasks. Businesses can save on office supply costs as well as the time spent on tasks. 

The advantages of digitizing processes on 1Office:

• Assign tasks by department
• Allows for process branching.
• Set up concurrent conditions. 
• Solves the problem of forms. 
• Link to related objects. 
• Integrated digital signatures

We hope that through this event, businesses will have a clearer understanding of the need to apply and digitize processes in their operations to optimize performance, create a stepping stone for strong recovery, and achieve sustainable development in the “new normal” era.

We are extremely grateful to and appreciate the speakers and esteemed guests who joined 1Office for this insightful webinar, gaining a clearer understanding of the urgency of processes and process digitization in today’s era. We hope this online webinar helps solve the challenges of process digitization within businesses. 

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