Process Optimization, Cost Optimization, Process Automatisation

What is Process Optimization?

Process optimization refers to the systematic approach of enhancing existing business processes to increase efficiency, quality, and performance. The primary objective is to utilize resources more effectively, reduce time and cost expenditures, and enhance customer satisfaction.
Process optimization encompasses a range of activities aimed at identifying, analyzing, and eliminating weaknesses to improve the overall performance of a company or organization.

Cost optimization through process optimization

Cost optimization in every company focuses on three areas: products, processes, and resources (especially personnel, materials, and facilities). Cost reduction through the improvement of business processes, i.e., process optimization, aims to increase efficiency and productivity while simultaneously reducing costs. By identifying and eliminating inefficient processes, companies can not only reduce their costs but also improve the quality of their products and services and maximize profit.

Procedure for process optimization

  • Conduct process analysis
  • Plan measures and projects for process optimization
  • Summarize and integrate work steps
  • Optimize processes with automation and workflow systems
  • Gradual implementation of process improvements
  • Methods and tools for process optimization

Perform process analysis

Process analysis involves the systematic examination of workflows, breaking them down into their individual components. The goal is to develop a comprehensive understanding of the process and identify weaknesses as well as potentials for improvement. Thus, process analysis forms the basis for ongoing process optimization and effective process management.
Questions to consider include: How should I approach process analysis? How do I conduct a process capture? How detailed should the description of the processes be? What process analysis methods/tools should be utilized?

How do we proceed with the process analysis?

  1. Process Identification: Gathering and documenting information on existing processes.
  2. Process Documentation: Creating flowcharts or process maps to visually represent the workflow.
  3. Weaknesses Analysis: Identifying inefficient areas, bottlenecks, or unnecessary steps.
  4. Data Collection: Collecting relevant data to quantify the performance of the process.
  5. Stakeholder Feedback: Considering the perspectives and requirements of all relevant stakeholders.


For representing processes, flowcharts using the BPMN (Business Process Model and Notation) modeling notation are commonly used.
The following methods and tools can be applied in process analysis, for example:
Interviews, workshops, time analysis, questionnaires, Workplace analysis, SWOT analysis, Six Sigma, Ishikawa diagram, Portfolio analysis, Kaizen, Morphological box, and many more.

Measures and projects for Plan process optimization

After existing processes have been analyzed and visualized, gradual improvement becomes possible. Identified weaknesses and their causes often lead to immediate actions to eliminate and optimize the process. Some measures may be comprehensive, requiring an entire project aimed at realigning or reorganizing the affected process. Other measures may be easily implemented as employees continuously make improvements in the spirit of Kaizen.

Combine and integrate work steps

Improving processes can be achieved through the consolidation and integration of work steps. This is particularly beneficial when tasks are too fragmented, planning and execution activities are separated, or complex decision-making and reporting pathways exist. By consolidating resources, information, and competencies in one place, workflows can be accelerated, interfaces reduced, and work quality enhanced. This often leads to increased employee satisfaction and motivation. In cases of duplicated process execution, such as in headquarters and branches, a redesign in the form of centralization or consistent decentralization can be pursued. In this regard, not only costs but also performance characteristics of the process need to be considered. Some processes must be anchored close to the customer or the next process step to meet customer requirements.

Process optimization with automation and workflow systems
Business process automation refers to the application of technologies to automate manual tasks and workflows within a company. This includes the use of workflow systems, RPA (Robotic Process Automation), and other automation tools to increase efficiency, reduce errors, and utilize resources more effectively. By automating repetitive tasks, companies can save time and costs, improve accuracy, and enable quicker responses to changing requirements.

Step-by-step implementation of process improvements

Due to their complexity, processes cannot be fully preplanned and implemented. It is recommended to proceed in stages and iteratively, following the motto "Design big – Implement small". Initially, a rough plan defines the important objectives and the ideal process. Detailed plans for sub-processes are then gradually developed. During implementation, it becomes apparent that not everything always goes according to plan. Adjustments and improvements are made gradually, following the principle of continuous improvement (Kaizen) or the PDCA cycle*). Quick successes are ideal for promoting motivation and change within the company.

In comprehensive process reorganizations, significant changes may occur within the company, which is why a proactive approach in process management, similar to a change management or organizational development project, is highly recommended.

*)  The PDCA cycle (also known as the Deming cycle, Deming wheel, or PDCA cycle) refers to a fundamental concept in continuous improvement processes. It serves the further development of products and services as well as in fault cause analysis. The PDCA cycle consists of four repeating phases: Plan-Do-Check-Act.

Methods and tools for process optimization

There are various methods and tools for process optimization that can be used depending on the context and objectives. The selection of methods and tools depends on the type of process, the optimization goals, and the available resources. Often, different approaches are combined to ensure comprehensive analysis and improvement. Below are some of the commonly used methods and tools:


  • Six Sigma: Systematic, data-driven method for reducing process variations and improving quality.
  • Lean Management: Focuses on eliminating waste to increase efficiency and productivity.
  • Kaizen: Continuous improvement approach based on incremental, small changes.
  • Total Quality Management (TQM): Holistic approach to continuous improvement of quality and performance.
  • Business Process Reengineering (BPR): Radical redesign of business processes, often involving new technologies.
  • Value Stream Mapping: Visualization of the entire value stream process to identify waste and bottlenecks.


  • Process modeling tools: Software such as Creately,, Microsoft Visio, Lucidchart, Bizagi, and many more for visualizing processes.
  • Workflow Management Systems (WMS): Automation tools to support the execution, monitoring, and optimization of workflows.
  • Process mining tools: Analyze log or transaction data to visualize processes and identify weaknesses.
  • Fishbone Diagrams (Ishikawa): Graphic representation to identify causes of problems or weaknesses.
  • Pareto Analysis: Identifies the most significant factors affecting an issue to efficiently utilize resources.
  • Brainstorming: Creative method for collecting ideas and solutions.
  • Benchmarking: Comparing one's own processes with those of industry-leading companies to identify best practices.

How can you benefit?

  • Structured project approach tailored to your needs
  • Experienced and trained project managers
  • Together, we define the optimal project management method
  • We focus on your project - a crucial success factor
  • We serve as your sparring partner
  • We ensure that your project is a success in terms of timing, quality, and budget

By the way, a proactive approach is always superior to a reactive one. What holds true in general also applies to cost management within a company. Therefore, it is important to influence costs and processes early and continuously.

We offer answers to your questions and are happy to support you. Through a free initial consultation, we analyze your situation and present an individual solution approach to reduce your costs, optimize processes, and thereby maximize profits.

If you are interested in advancing your business, please feel free to schedule a no-obligation meeting. Together, we will set the course for your future success.
+41 43 535 84 34