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What is BPM?

Last updated: March 2026

BPM (Business Process Management) is the discipline that enables organizations to identify, design, document, execute, measure and continuously improve their business processes. It is not a single software or methodology, but a holistic approach for companies to operate more efficiently and predictably.

A business process is any sequence of activities that transforms inputs into valuable results for the customer or organization — from onboarding a new employee to processing an order or resolving an incident.

Why is BPM important?

Without BPM, a company's processes typically live in the heads of the people who execute them. When someone leaves, when the company grows or when something fails, there is no clear documentation of how things should work.

With a BPM approach, companies achieve:

  • Standardization — everyone does things the same way, eliminating unnecessary variability.
  • Visibility — managers can see how the organization actually works.
  • Continuous improvement — with documented processes, bottlenecks can be identified and optimized.
  • Scalability — onboarding new people or expanding to new markets is much easier when processes are defined.
  • Regulatory compliance — regulated industries need to demonstrate that their processes meet standards like ISO 9001 or EFQM.

The 5 phases of the BPM cycle

1. Design

Existing processes are identified or new ones designed. Actors, activities, decision points and expected outcomes are defined. This is where flowcharts are created to visually represent the process.

2. Modeling

The design is deepened by adding concrete data: estimated times per activity, required resources, costs, and possible exceptions.

3. Execution

The process is put into action, either manually or automated. Teams need easy access to the documented processes.

4. Monitoring

The actual performance of the process is measured: cycle times, error rates, customer satisfaction. KPIs detect deviations and areas for improvement.

5. Optimization

Using monitoring data, the process is redesigned to eliminate inefficiencies, and the cycle begins again.

BPM vs. process automation

Automation is a possible consequence of BPM, not its primary goal. You can practice BPM without automating anything — simply by documenting and optimizing how people work.

Which companies need BPM?

  • Growing SMEs that are onboarding people and need knowledge to live beyond the founders' heads.
  • Certified companies with ISO 9001, EFQM or similar standards.
  • Consulting and advisory firms that document processes for their clients.
  • Companies with repetitive processes where standardization directly impacts quality.

Tools for managing processes

Mapaflow is a platform specifically designed for companies to collaboratively create, visualize and manage their process diagrams.

Want to start documenting your company's processes? Try Mapaflow free — no credit card, no commitment.

Related resources

Frequently asked questions

What is BPM in simple terms?+
BPM (Business Process Management) is the discipline that enables organizations to identify, design, document, execute, measure and continuously improve their business processes. It is not specific software, but a management approach that combines methodology, people and technology.
What is the difference between BPM and BPMN?+
BPM is the management discipline (the approach). BPMN (Business Process Model and Notation) is the graphical standard for representing processes — the equivalent of a visual "syntax". You can practise BPM without BPMN (using classic flowcharts), but BPMN is the most precise modelling language for complex processes.
Is BPM only for large companies?+
No. SMEs are perhaps the ones that benefit most from BPM because their processes often live in the heads of a few people. When a key person leaves, when the company grows or when ISO 9001 certification is needed, having documented processes makes the difference.
Are BPM and process automation the same thing?+
No. Automation is a possible consequence of BPM, not its primary goal. You can practise BPM perfectly well without automating anything, simply by documenting and optimising how people work. Automation makes sense after the process is well defined.
Where to start with BPM in an SME?+
The best starting point is to map the 3-5 most critical processes: those that have the most impact on the customer, those that depend on key people, or those that require documentation for ISO 9001. Don't try to document everything at once. A clear process map of the main processes already delivers immediate value.