Process efficiency in public administration: Where is the most time lost?

An application typically has to pass through several departments before it is approved. Between each step, there are waiting periods, follow-up questions, and manual handoffs. Employees know that things aren’t running smoothly, but they don’t know exactly where the problem lies. Without this clarity, targeted optimization isn’t possible. This is precisely where many public administrations find themselves today. The will is there, but the foundation is missing.

Challenge

Administrations face pressure to cut costs and are subject to public scrutiny. Every investment must be justified – including those in process optimization.

Obstacle

Without a structured analysis, it remains unclear exactly where time and resources are being wasted – and which measures are truly worthwhile.

Solution

The Process Analysis Health Check identifies the biggest problems – as findings, not assumptions – and highlights the next logical steps.

A public agency processes an application. It passes through several departments, each with its own responsibilities, its own systems, and in some cases, its own forms. This is where data silos arise, because information does not flow seamlessly between the systems – resulting in duplicate data entry and wasted time at every interface.

For government agencies, this is not merely a matter of convenience, but a question of legitimacy: every expenditure must be justified to the legislature and the public. Cost-cutting pressures and transparency requirements are therefore the real drivers for reviewing processes.

The will to improve exists in many places – budgets, legislative goals, and digitization strategies clearly demonstrate this.

What regularly comes up in initial discussions with us: «We know the potential is there, and that’s why we want to take a targeted approach.» And: «Before we invest, we want to understand where it’s really worth it.»

However, there is a gap between this strategic planning and day-to-day operations: the concrete, fact-based view of exactly where a process takes place, how long it takes, and at which interface it stalls. Without this insight, any prioritization remains a guess – even with the best strategic planning. A structured Process Analysis closes precisely this gap.

The Process Analysis Health check is a clearly defined analytical step – not a comprehensive audit with a thick final report. It shows where an organization stands today – and what specific next steps can be derived from that.

The process is divided into three phases:

• Review: Existing process documentation and key metrics are reviewed and evaluated.

• Workshop: An interactive workshop with the relevant key personnel, focused on day-to-day processes.
• Results Report: Specific recommendations for action, as well as a BPMN 2.0 model of the analyzed process.

What you’ll end up with:

• An analysis of your core process areas
• A BPMN 2.0 model of the analyzed process that you can reuse internally for communication, further development, or future digitization
• A prioritized overview of the biggest bottlenecks and areas of potential
• A clear assessment of which next steps make sense

Ready for clarity instead of guesswork? The Process Analysis Health Check shows you in just a few steps where the biggest bottlenecks lie in your administration – structured, prioritized, and with clear recommendations for next steps.

For government agencies taking their first steps in process management, the BPM Navigator offers a low-barrier entry point for initial orientation.

Efficiency in government doesn’t come from good intentions alone. It arises when it’s clear where the problems truly lie – and when targeted action is taken based on that insight.

The Process Analysis Health Check creates exactly this foundation: clarity on bottlenecks, priorities, and the next logical step.

If you, too, have long had the desire to improve but still lack the foundation: The Health Check provides exactly this clarity in just a few steps.