Success Story: Process mapping in a publishing company

Ciranda Cultural  is a traditional Brazilian publishing company, with 18 years in the industry.

Its focus is publications for children and young people and its goal is to make culture accessible to everyone through reading. The company believes that books have the power to teach, entertain and share adventures, dreams and emotions.

For this, the company and its employees develop each title carefully. This involves values such as respect for life, teamwork, excellence in production, sharing of ideas and emotions, innovation, transparency and social and environmental responsibility, among others.

One of Ciranda Cultural’s aims is to work every day to become the best publisher of children’s books in Brazil. In this sense, among several other initiatives, the company decided to implement process mapping into its operations.

Today, just one year after starting the project, Ciranda Cultural has already benefited by adopting a process mapping tool.

In this post, we will show you how they adopted a process mapping tool, the advantages they saw, and how they achieved the results.

Success Case: Implementing Process Mapping at a Publishing Company

About a year ago, Rebeca Larissa Silva, Process Analyst at Ciranda Cultural, was presented with a challenge: to map the company processes.

Up until that point, the publishing house did not have formalized or documented processes, which meant a lot of important work from her, in the following months.

Let’s take a look at some of the steps that Ciranda Cultural needed to take on their journey to implement a process mapping tool.

Choice of the ideal process tool

Rebecca says that she had done process mapping before, using some software available in the market.

One of them was the well known Visio. A tool that she considers a little limited, with an unattractive layout and which is not easily understood by other employees who are less acquainted with BPM and the analysis of business processes.

Another tool with which she used, was Aris, which she evaluates as more evolved and with a more elaborate layout.

However, she points to a drawback regarding this software: it is not accessible by the cloud, needs to be installed on the computer, which makes access to process diagrams more difficult and prevents more collaborative work.

Therefore, displeased with these process mapping options to use at the publishing company, she set out to find an easy-to-use and intuitive process mapping tool.

She searched on the internet and found HEFLO, which she found quite easy to use. It has a free version that seemed to suit her needs.

Evaluation of HEFLO

More friendly and intuitive, HEFLO is easy to access from anywhere, because it uses the cloud for data storage.

Register on the site, log in, and then your access online is done. It makes everyday life easier.

In the specific case of Ciranda Cultural, for a period, the headquarters are in one place and the logistics area is somewhere else. So with Internet access, Rebecca can access her workflows from any company computer, even from home, if needed.

It’s true that mapping processes in a publishing company or any other company is not as simple. There are several symbols that need to be understood, such as events, activities, gateways and others.

But with HEFLO’s intuitive interface with well-defined pools and lanes, color to differentiate elements and other features, it is much easier to explain to other people how the new optimized process should work.

It brought greater adherence to change, because employees saw the process clearly and it was possible to see improvements in practice.

Thus, employees understand that they need to finalize activities in order to start others. They can see where requests come from, and what event initiates a process and finishes it.

Employees like to visualize how it’s going to be in practice. It’s easier for them to understand the process when you draw and illustrate it colorfully”

Another highlight is being able to comment on the process and share information. By freeing up access for others to see and comment, it made it much faster to map processes in the publishing company than if they had to do face-to-face meetings.

Benefits achieved with process mapping at the publishing company

Today, they are already mapping all of the logistics part of the company. And you can only achieve this with the help of an easy-to-use and intuitive process mapping tool.

Currently, mapping benefits the entire logistics chain, from book buyers, to the company director company that approves the operations. Those who need to see the processes have access to the tool.

Among the main advantages they have already enjoyed at Ciranda Cultural with the design of processes, we can mention:

  • Ease of mapping processes with the help of online sharing.
  • Visible improvement in logistics processes.
  • Significant drop in errors pertaining to the receipt of books.
  • The tool already documents the processes.

Finally, Rebecca says she is very happy with the publishing company’s process mapping tool. Even praising the customer service and support provided by HEFLO.

HEFLO is a very complete tool on several points. In the first place, being able to share the process diagrams makes mapping much easier. Those involved can give opinions without the need for face-to-face meetings. In addition, when viewing the diagrams, operators understand perfectly how the process works. Allowing them to perform procedures and tasks with fewer errors. Lastly, I would like to commend HEFLO’s customer service, they are always attentive and very helpful. Rebecca Silva

Were you curious to understand more about how this cloud-based process modeling tool  works?

Also check out these video tutorials, part of the BPMN modeling course from HEFLO:

BPMN Course - Creation of the first Process Diagram

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