Digitizing procedures is essential to improving the efficiency of business processes. Yet, many organizations still operate with manual processes, redundant tasks, and a lack of visibility into their operational flows.
Faced with these challenges, a digitalization and process automation solution becomes essential. Thanks to tools like Odoo, it is possible to dematerialize processes, improve traceability and eliminate low value-added tasks. The challenge is no longer just to modernize, but to simplify operations for optimal management and rapid decision-making.
I. The limits of current processes: an obstacle to performance
In a world where speed of execution and fluidity of operations have become strategic imperatives, many organizations remain hampered by inefficient processes.
However, inefficiency doesn't always translate into obvious bottlenecks. It creeps insidiously into the daily lives of organizations in the form of redundant tasks, lengthy validations, administrative duplication, or a lack of visibility into operational flows.
1. Manual processes: a costly and risky archaism
In many organizations, workflow management still relies on a series of manual tasks, orchestrated by email exchanges, scattered Excel files, and validations dependent on the availability of managers.
This method of operation often has several flaws:
- A major operational slowdown : The absence of Workflow optimization lengthens processing times and leads to repetitive reminders, impacting overall efficiency. lengthens processing times and leads to repetitive reminders, impacting overall efficiency.
- Increased risk of error : With the re-entry of information at each stage, inconsistencies and omissions multiply, jeopardizing the reliability of the data.
- Almost non-existent traceability : It is impossible to know in real time where a file is, who needs to act and what the next milestone is.
At a time when agility is key, continuing to operate in this way means accepting that one's own competitiveness will be hampered.
2. Semi-manual processes: an illusion of modernity
Aware of the limitations of 100% manual approaches, some organizations have begun a transition by partially digitizing their processes. They are introducing online forms, using collaborative tools like Google Drive, SharePoint, or Trello, and relying on siloed CRM and ERP solutions.
While these tools provide a one-off improvement, they do not address the fundamental problem of process fragmentation:
- The systems do not communicate with each other : Workflow optimization is hampered by a lack of communication between systems. A document validated in one tool must be re-entered elsewhere, creating breaks in the operational chain.
- L’automatisation est limitée et hétérogène : Some steps remain dependent on human intervention, which prevents smooth acceleration of workflows.
- Reporting and management are deficient : without unification of flows, it is impossible to have a consolidated view of operations in real time without doing data recovery and manipulation work
The result is a false sense of modernization while productivity gains remain marginal.
3. Automated but dispersed processes: when technology becomes a labyrinth
Some organizations have taken the leap toward automation, but by piling up solutions without any real harmonization. One software program for document management, another for the validation process, a third for invoicing, a fourth for customer follow-up... So many specialized tools, each powerful enough but disconnected from the other.
The consequences are immediate:
- Increased complexity : Each employee must juggle between several interfaces, multiplying the risks of error and the mental load.
- A constant need for recovery and integration : In the absence of native interoperability, IT services must multiply connectors and synchronization scripts.
- A lack of overall visibility : With scattered data, management struggles to obtain reliable and consolidated dashboards.
Rather than accelerating digital transformation, this technological mille-feuille is becoming a barrier to efficiency and rapid decision-making.
II. A process digitalization tool on Odoo: structuring and automating operations
The dematerialization of procedures is an approach which aims to improve operational efficiency by replacing manual or dispersed circuits with a structured and centralized system.
En tant que partenaire technique et expert d’Odoo, BAAMTU a développé un outil pour répondre à ce besoin, permettant d’organiser les flux de travail, de suivre les différentes étapes des processus et d’automatiser certaines tâches récurrentes.
1. Organized business process management with Odoo
Dans un environnement numérique, un processus est un ensemble d’étapes interconnectées, impliquant différents acteurs et documents.
La solution que nous avons développé permet de :
- Model the process steps : each flow is structured into different phases, with a clear definition of the expected actions.
- Define processing times : each step can be associated with a maximum duration to ensure rigorous monitoring.
- Trigger automatic actions : certaines opérations sont exécutées automatiquement en fonction d’un événement (ex. soumission d’un formulaire, validation d’une étape).
- Manage associated documents : generation, storage and transmission of files in a centralized digital space.
- Notify stakeholders : sending alerts to the users concerned to ensure deadlines are met and avoid blockages.
2. Real-time tracking and better traceability with Odoo
One of the major challenges of digitalization is ensuring accurate monitoring of ongoing processes. The tool allows:
- D’accéder à un tableau de bord pour afficher l’état d’avancement des processus en temps réel.
- To quickly identify potential blockages and delays.
- To record each action carried out, thus facilitating the traceability and auditing of operations.
3. Simplified interaction for internal and external users with Odoo
A process often involves several stakeholders, whether internal (employees, managers) or external (customers, partners). The tool offers:
- An interface accessible to internal users to manage their tasks and monitor the status of files.
- An external portal allowing stakeholders to submit requests and track their processing.
4. Security and compliance in process management with Odoo
Process management involves the processing of sensitive data and official documents. To ensure compliance and security of exchanges, the solution integrates:
- Access control : each user has specific permissions depending on their role.
- Traceability of actions : all interactions with the system are recorded.
- Structured archiving of documents : centralized and secure file storage.
Invest in a automation solution An adapted solution, such as Odoo, not only optimizes daily operations, but also creates a more structured environment conducive to innovation. The question is no longer whether transformation is necessary, but how to implement it in a coherent and sustainable manner.
Since 2008, we have been partners of Odoo in Senegal, we have deployed within Odoo a workflow tool for several organizations.
III. Discover the management software customized by Baamtu
Want to take your business to the next level? Let’s talk about how our management tool for the dematerialization of procedures within Odoo can transform your daily management: CLICK HERE !
Nous avons précédemment rédigé un article sur configurable tools for business teams déterminant pour une intégration odoo réussie : CLICK HERE !
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