How to Get Started with Business Process Optimization: 10 Key Insights

Unsure of how to get started with business process optimization? The Kwixand team offers key insights to demystify how organizations can start optimizing their processes.

Business process optimization is the process of identifying and implementing new methods that make your organization more efficient and cost-effective. It is no longer optional in a competitive landscape where efficiency, speed, and adaptability determine success. From reducing operational costs to enabling faster customer service, process optimization enables businesses to improve how they operate at every level. But how do you get started and implement process optimization in your company?

In this article, Jens Baun, Director of Sales at Kwixand Solutions, who brings decades of experience in business transformation, shares key insights into how organizations can get started with business process optimization and what they need to know as they go about it.

1️⃣ Start With Outside Help for a Fresh Perspective

One of the biggest mistakes companies make is trying to optimize their processes in isolation. According to Baun, the most effective starting point is inviting someone from the outside (such as a consultant or optimization expert) to take a look.

“The first step any company should take is to get someone from the outside to sit with them. It could be an hour, a day, a week—whatever it takes. But let that person really understand what the team does, where the bottlenecks are, and where the friction happens. That outsider can spot things you might take for granted. They’ll ask, ‘Why do you do this step like this?’ And sometimes, just answering that question reveals a lot."

An external partner can see what insiders may overlook. They bring objectivity and experience, helping you identify hidden inefficiencies and suggest improvements that align with your business goals.

2️⃣ Target Low-Hanging Fruit First

Instead of aiming to transform everything overnight, Baun stresses the importance of quick wins. These are improvements that are easy to implement but offer high value.

“Whenever you enter into business process optimization, look for the low-hanging fruits or the quick wins first. That’s really where you build momentum. I’ve seen teams go from spending entire days reconciling bank transactions to using a small app that does it in an hour. That change alone made a massive difference, and it got people excited. And when stakeholders see fast results, they become advocates for further change.”

Whether it’s automating a manual task or improving a reporting process, starting small builds momentum and confidence in the broader initiative.

3️⃣ Watch for Signs of Broken or Inefficient Processes

How to identify if a process is inefficient or broken? Often, the symptoms are hiding in plain sight. Baun describes several telltale signs:

“If someone has to go into the system, print out a document, write something on it by hand, and then pass it along to someone else who keys it into Excel—that’s broken. If you’re entering the same data into different systems multiple times, your system is broken. In a digital world, you should never need to do double entry. That’s just unnecessary labour, and it opens the door to human error.”

Essentially processes that require too many manual touches or double entry of data are clear indicators that your processes are outdated, inefficient, and would benefit from automation.

4️⃣ Set Tangible, Measurable KPIs

When it comes to setting goals, there must be real, quantifiable outcomes. Without them, your optimization efforts might not be worth the investment, according to Baun.

“Sit down with your partner or consultant and look at your processes. If you can’t point to areas where change will lead to measurable results like faster delivery, cheaper fulfillment, shorter AR cycles, improved order-to-cash, you should question whether it’s worth doing. You need to be able to say, ‘This will save us $X, or reduce turnaround time by Y days.’ If you can’t put numbers to it, it’s probably not a smart investment."

KPIs help focus your efforts and validate the effectiveness of your changes. If these aren’t clear at the outset, you will have to rethink your approach.

5️⃣ Treat Optimization as an Ongoing Journey

Many companies view business process optimization as a one-and-done effort. Baun says this is a mistake.

“Business process optimization and best practice make it sound like you’ve reached your destination, like the train arrived at the station and now everyone can get off. But in reality, your business is constantly changing. Your customers evolve. Your products change. Market conditions shift. What worked six months ago might not work today. So instead of striving for ‘best practice,’ companies should always aim for ‘better practice’—a mindset of continuous improvement, iteration, and adaptation."

This philosophy turns business process optimization into a living, breathing part of your company’s culture and not a static checklist. Cultivating a culture of continuous improvement is a key part of business success and will help keep your company competitive and resilient.

6️⃣ Make Optimization Part of the Leadership Strategy

Business process optimization isn’t just an operational concern, it’s a strategic imperative. Baun says leaders should incorporate it into their company’s broader vision and planning:

“Every leader gets up quarterly or annually and talks about the market—what’s good, what’s bad, where the opportunities are. But they also need to ask: ‘Are our internal processes still right for this market? Are we agile enough?’ If your strategy includes launching new products or entering new markets, your internal processes have to support that. And that message needs to come from the top.”

Leadership must lead by example and integrate optimization into the company's strategic narrative. When optimization becomes a leadership priority, it sets the tone for the entire organization.

7️⃣ Empower Employees to Suggest Improvements

For optimization to take root, your employees must be engaged. According to Baun, companies should actively encourage employees at all levels to identify inefficiencies and propose solutions.

“Every time someone stumbles into something that’s inefficient, or just doesn’t make sense, they should feel empowered to say, ‘Let’s fix this.’ And leadership needs to listen. Maybe it's a better piece of software, a new tool, or just changing the way something’s done. But the point is, everyone should feel like they have a voice in making the business better.”

Encouraging employees to voice ideas and frustrations helps uncover blind spots and builds a sense of shared ownership in the optimization journey.

8️⃣ Use a Strategic Roadmap Approach

The team at Kwixand Solutions takes a structured, phased approach to business process optimization. After listening and observing, they create a solution design or a strategic roadmap that prioritizes immediate wins and long-term opportunities.

“Once we’ve gathered insights, we compile what we call a ‘solution design.’ It’s a roadmap of all the areas where improvements can be made, ranked by impact. We also identify ‘parking lot items’ which are future-phase ideas that aren’t urgent now but will be beneficial later. This approach helps companies act on what matters most today, while also planning for growth tomorrow."

Having a clear plan ensures that improvements are deliberate, prioritized, and sustainable.

9️⃣ Fix Urgent Problems First, Then Plan for the Future

Using a medical analogy, Baun illustrates how his team prioritizes their work when working with clients to optimize their business operations.

“It’s like showing up at the emergency room with a broken leg. The first priority is to stabilize you. But they don’t stop there. They also plan your recovery. We do the same with businesses. We fix the most urgent problems first, then build a plan for ongoing improvement.”

By addressing critical pain points upfront, companies can function better immediately while laying the groundwork for long-term optimization.

🔟 Keep Moving Because Your Competition Is

Perhaps the most important reminder from Baun is that in today’s market, standing still is falling behind.

“You don’t want to stop the train at the station and think you’re done. Because while you’re parked, your competitors are…speeding off. They’re still optimizing. They’re still improving. If you’re not moving forward, you’re going to lose ground and fast."

Complacency can be a company’s downfall. Business process optimization is not a luxury or an optional initiative. It's a necessity for staying competitive and relevant.

Key Takeaway

Getting started with business process optimization doesn’t require massive overhauls or million-dollar budgets. It starts with listening, identifying inefficiencies, taking small but meaningful actions, and committing to continuous improvement. As Baun puts it, don’t aim for perfection, rather aim for progress.

Need Help Getting Started? Kwixand Solutions is Here for You.

Kwixand Solutions is a trusted Microsoft Dynamics 365 Partner in Vancouver, Canada, serving businesses across Canada and the United States. We specialize in helping organizations digitally transform, streamline operations, and scale with confidence. Our experienced consultants take a deep dive into your unique business processes to identify opportunities for optimization and long-term growth. Ready to take the next step? Book a free consultation and discover how we can help position your business for long-term success.