Effectively Prepare for Process Analysis with a Survey

Our survey template allows you to efficiently evaluate processes and identify areas for improvement. It provides clarity, saves time, and focuses on the relevant areas for optimization.

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Why use surveys to evaluate process analyses?

Preparing a process assessment through an employee survey is a simple and effective way to make the analysis process efficient and goal-oriented for everyone involved.

Participants can take their time to reflect on existing processes, bottlenecks, weaknesses, and opportunities for improvement, and articulate these in a structured manner.

At the same time, process owners gain an early overview of critical issues and can prepare specifically for improvement measures.

This makes the exchange more structured, focuses on the most important points, and ensures that no potential for optimization is overlooked.

A standardized survey saves time and demonstrates that the opinions of employees or stakeholders are valued.

Typical content includes feedback on processes, bottlenecks, suggestions for improvement, and innovative ideas.

Use our template to evaluate your processes in a targeted manner and continuously improve them!

Contents of the template:

Collection of general information
Description of the process
Evaluation of the process
Questions about digitization and automation
Suggestions for improvement

Objectives of the survey:

Structured preparation for the process assessment
Identification of strengths, weaknesses, and areas for improvement in processes
Encouraging employee participation and ownership
Open discussion of challenges, bottlenecks, and interfaces
Identification of training or support needs
Clarification of expectations regarding process optimization

Helpful features for the survey:

Survey options: anonymous, partially anonymous, personalized
Invitation options: link, email, QR code, and more
AI analysis of results, including recommendations for action

Data protection „made in Germany“ (GDPR)

Anonymity function for honest feedback

Frequently asked questions about process analysis

What is a process analysis?

A process analysis is the systematic and structured examination of workflows, business processes or operational activities within a company or organization.

It is used to capture, document and critically evaluate individual steps of a process.

The goal is to create transparency about the process flow and determine how efficiently, economically and error-free a process actually operates.

At the center of process analysis is the question of how a process currently works (current state) and how it can be improved (target state).

For this purpose, all involved activities, people, resources, information, as well as time and costs are analyzed.

Processes are often represented graphically, for example through flowcharts, process diagrams or BPMN models. These visualizations help to better understand complex workflows and identify weaknesses more easily.

An important part of process analysis is identifying problems.

These may include unnecessary waiting times, duplicate work steps, lengthy decision-making processes, media disruptions, sources of errors or poor communication between departments.

Such weaknesses can reduce productivity, increase costs or negatively affect the quality of results.

Through analysis, these issues can be specifically identified and subsequently improved or eliminated.

The objectives of process analysis are diverse.

They range from reducing processing times and lowering costs to improving the quality of products or services.

In addition, it helps to increase customer satisfaction and secure a company’s competitiveness.

In many cases, process analysis provides the foundation for further measures such as process optimization, automation or digitalization.

A practical example is the ordering process within a company.

If an order takes too long to complete, a process analysis can reveal that multiple approval steps or manual data entries are slowing down the workflow.

By introducing digital systems or reducing intermediate steps, the process can be significantly accelerated.

In summary, process analysis is an important tool in process management.

It helps companies better understand their workflows, identify weaknesses and implement targeted improvements in order to work more efficiently and successfully in the long term.

What are the objectives of process analysis?

1. Goal: Increasing Efficiency

Optimize workflows and eliminate bottlenecks
Use resources more effectively (employees, time, materials)
Reduce processing times

2. Goal: Cost Reduction

Reduce process costs by eliminating waste
Minimize error costs and rework
Identify cost drivers within processes

3. Goal: Quality Improvement

Standardize and simplify workflows
Reduce error rates
Increase the quality of products or services
Increase customer satisfaction

4. Goal: Creating Transparency

Create clarity about process steps, interfaces and responsibilities
Make current-state and target-state processes visible
Create a foundation for process control and monitoring

5. Goal: Foundation for Process Optimization and Digitalization

Identify processes that can be automated or digitalized
Create a data foundation for workflow systems, RPA or process mining

6. Goal: Risk Minimization

Early identification of sources of errors and bottlenecks
Assess risks (e.g. using FMEA)
Implement proactive measures to prevent disruptions

7. Goal: Improving Communication

Create a common understanding of workflows within the team
Identify interface problems between departments
Create a foundation for change management during process modifications

What are the benefits of process analysis?

1. Advantage: Increased Efficiency

Identification of redundancies, bottlenecks and unnecessary work steps
Reduction of processing times
Better use of resources (employees, materials, time)

2. Advantage: Cost Reduction

Elimination of error costs and rework
Reduction of process costs through optimized workflows
Identification of cost-driving process steps

3. Advantage: Quality Improvement

Standardization of processes
Reduction of errors and deviations
Higher customer satisfaction through reliable processes

4. Advantage: Transparency & Control

Clarity about process steps
Responsibilities and interfaces
Comparison of current-state and target-state processes
Foundation for key performance indicators (KPIs) and monitoring

5. Advantage: Foundation for Digitalization

Clearly documented processes can be automated or digitalized more easily
Use of process mining or workflow tools becomes easier

6. Advantage: Improved Communication

Shared understanding of workflows within the team
Interface problems between departments become visible
Facilitates change management during process changes

7. Advantage: Risk Minimization

Early detection of sources of errors and bottlenecks
Support for FMEA / risk assessments
Proactive measures to prevent disruptions

What are the different types of process analysis?

1. Type: Strategic Process Analysis

Goal: Long-term, overarching process optimization
Focus: Overall process landscape or core processes
Questions:
- Which processes are critical for achieving business objectives?
- Which processes create the greatest value?
Tools:
- Value stream analysis
- Process landscape
- Benchmarking
Example: Analysis of all core processes within a company to increase competitiveness

2. Type: Operational Process Analysis

Goal: Detailed optimization of individual processes
Focus: Workflows, processing times, interfaces, sources of errors
Questions:
- Where do delays occur?
- Which steps cause costs or errors?
Tools:
- Flowcharts
- BPMN
- Time studies
- KPI analysis
- FMEA
Example: Optimization of the invoice approval process to reduce processing times

3. Type: Quantitative Process Analysis

Goal: Collect and evaluate measurable key figures
Focus: Numbers, statistics, frequencies
Tools:
- Process cost accounting
- Processing time measurement
- KPIs, Pareto analysis
- Process mining
Example: Analysis of processing time and error rate in the complaint management process

4. Type: Qualitative Process Analysis

Goal: Understanding workflows, causes and problems
Focus: Subjective assessments and knowledge of involved stakeholders
Tools:
- Interviews
- Workshops
- Observation
- Surveys
- Document analysis
Example: Identification of bottlenecks through employee surveys

5. Type: Value-Oriented Process Analysis

Goal: Review processes regarding value creation
Focus: Distinguishing between value-adding and non-value-adding activities
Tools:
- Value stream analysis
- Lean methods
Example: Reducing waste in the production process

What is the process and procedure involved in a process analysis?

1. Step: Goal Setting & Planning

Clarify questions:

Which process is being analyzed?
What should be improved (efficiency, quality, costs, processing time)?

Define the scope of the process:

Start, end, interfaces

Resource planning:

Time, participants, methods, tools

Example:

“We are analyzing the invoice approval process in order to reduce processing times by 20%.”

2. Step: Current-State Analysis (Data and Information Collection)

Methods:

Interviews, workshops, observation
Document analysis, surveys
Process logs / IT data (process mining)

Goal:

Gain a precise understanding of the current process (as-is process)

Result:

Process description, process diagrams, key figures

3. Step: Process Visualization

Visualization:

Flowcharts, BPMN, swimlane diagrams, value stream analysis

Purpose:

Clearly represent process steps, interfaces and responsibilities
Make bottlenecks and duplicate work visible

4. Step: Process Evaluation

Analysis:

Identify weaknesses (e.g. delays, errors, redundant work)
Evaluate key figures (processing time, error rate, costs)

Tools:

Pareto analysis, root cause analysis (5 Whys, Ishikawa), time studies, FMEA

5. Step: Target Concept / Improvement Suggestions

Goals:

Define optimization opportunities
Prioritize improvement measures

Examples:

Automation of routine tasks
Standardization of workflows
Improvement of interfaces

6. Step: Implementation & Monitoring

Pilot projects:

Small-scale tests of the new processes

Control:

Monitor KPIs, processing times and error rates

Adjustment:

Fine-tuning based on measurement results

7. Step: Documentation & Communication

Result documentation:

Current-state and target-state process, action plan, responsibilities

Communication:

Training of employees
Approval by management

Goal:

Sustainable implementation of process improvements

What are the phases of a process analysis?

1. Phase: Goal Definition & Planning

Define goals: Improve efficiency, quality, costs and processing times

Define the scope of the process: Start, end, interfaces

Plan resources: Methods, tools, participants, timeline

Clarify questions: Which processes are analyzed and what priority do they have?

2. Phase: Current-State Recording / Current-State Analysis

Goal: Understand the current process

Methods:
- Interviews & workshops
- Observation / Gemba Walk
- Document analysis
- Surveys / questionnaires
- IT data analysis / Process Mining

Result: Detailed process description, current-state diagrams

3. Phase: Process Visualization

Visualization of workflows:
- - Flowchart
  - BPMN (Business Process Model and Notation)
  - Swimlane diagram
  - Value Stream Mapping

Goal: Make responsibilities, interfaces and bottlenecks visible

4. Phase: Process Evaluation / Analysis

Goal: Identify weaknesses, risks and inefficient workflows

Tools:
- Key figures (KPIs, processing times, costs)
- Time studies / process cost accounting
- Root cause analysis: 5 Whys, Ishikawa
- FMEA (Failure Mode and Effects Analysis)

Result: Problem areas, bottlenecks and improvement potential

5. Phase: Target Concept / Optimization

Goal: Develop and prioritize improvement suggestions

Measures:
- Process simplification / automation
- Standardization of workflows
- Optimization of interfaces

Result: Target process, action plan, responsibilities

6. Phase: Implementation & Monitoring

Pilot projects: Testing of the new processes

Control: Monitor KPIs, processing times and error rates

Adjustment: Fine-tune processes if necessary

7. Phase: Documentation & Communication

Documentation: Current-state and target-state process, action plan

Communication: Employee training, management approval

Goal: Sustainable implementation of process improvements

What methods and tools are used in process analysis?

1. Method: Qualitative Instruments

Interviews

Discussions with employees/process participants
Gathering knowledge about actual workflows (as-is process)
Identifying informal work steps

Workshops

Collaborative process analysis within the team
Promotion of transparency and acceptance

Observation / Gemba Walk

Direct observation at the workplace
Analyzing reality instead of only documentation
Frequently used in Lean Management

Document Analysis

Reviewing work instructions, manuals, and reports
Comparison between target and actual processes

Surveys / Questionnaires

Standardized collection of opinions, assessments, or experiences from employees
Advantage: Large amounts of data can be collected quickly
Combination of closed questions (quantitative) and open questions (qualitative) is possible
Suitable for identifying weaknesses, satisfaction levels, or improvement suggestions

2. Method: Graphical Visualization Tools

Flowchart

Simple representation of process steps and decisions
Suitable for simple processes

BPMN (Business Process Model and Notation)

Standardized process modeling language
Highly detailed and professional
Suitable for complex business processes

Swimlane Diagram

Processes are separated according to responsibilities
Shows interfaces and handovers between departments

Value Stream Mapping

Visualization of material and information flows
Identification of waste and inefficiencies
Core tool in Lean Management

3. Method: Quantitative Analysis Tools

Key Performance Indicator (KPI) Analysis

Lead time
Processing time
Error rate
Costs
On-time delivery / deadline compliance

Time Measurement / Time Studies

REFA methods
Determination of target times

Process Cost Accounting

Allocation of costs to individual process steps
Identification of cost drivers

Statistical Tools

Histograms
Pareto analysis (80/20 rule)
Cause-and-effect diagram (Ishikawa diagram)

4. Method: Root Cause Analysis

5-Why method
Repeatedly asking “Why?”
Identifying the root cause

Ishikawa Diagram (Fishbone Diagram)

Structured root cause analysis
Categories: People, Machine, Material, Method, Environment, Measurement

FMEA (Failure Mode and Effects Analysis)

Systematic evaluation of risks
Prioritization using the Risk Priority Number (RPN)

5. Method: Digital Instruments

Process Mining

Automatic analysis of IT log data
Visualization of actual process paths
Identification of deviations between target and actual processes

Workflow Management Systems

Real-time tracking of process data

Which metrics are suitable for process analysis?

1. Efficiency Metrics

Lead Time

Time from the start of a process to its completion
Objective: Reduction of waiting times and delays

Cycle Time

Time actively required for a specific process step

On-Time Delivery / Schedule Adherence

Percentage of processes completed on time

Process Speed

Number of processed units per time period

2. Quality Metrics

Error Rate / Rework Rate

Percentage of process executions containing errors
Objective: Minimization of rework

First Pass Yield (FPY)

Percentage of processes completed correctly on the first attempt

Customer Satisfaction / Service Level

Evaluation of process quality from the customer’s perspective

Compliance Rate

Percentage of process steps that comply with defined standards

3. Cost Metrics

Process Costs / Cost per Unit

Total costs of the process / processed unit

Costs for Rework or Errors

Total resources used for correcting errors

Resource Utilization

Percentage of employees, machines, or materials used that contribute productively to the process

4. Additional Metrics

Throughput / Output

Number of completed process operations per time period

Waiting Times / Idle Times

Periods without value creation within the process

Interface Problems

Number of delays or errors occurring during handovers between departments

Cancellation Rate / Drop Rate

Percentage of processes that are stopped prematurely

What kinds of questions are suitable for a process analysis questionnaire?

1. Category: General Information

Which area / department do you work in?
What role do you play in the process? (e.g. executing, controlling, coordinating)
How often do you perform this process? (daily / weekly / monthly)

2. Category: Process Understanding

Are the process steps clear to you? (Yes / Partially / No)
How well do you understand the interfaces with other departments? (Scale 1–5)
Are there any unclear or redundant work steps? (Open question)

3. Category: Efficiency and Effort

How long does a typical process cycle take? (Specify in minutes/hours/days)
Where do you see bottlenecks or delays? (Open question)
Which process steps are particularly time-consuming? (Open question / Multiple choice)
Are there recurring errors or problems? (Yes / No + description)

4. Category: Quality and Errors

How often do errors or deviations occur in the process? (Never / Rarely / Frequently / Very frequently)
What causes do you see for these errors? (Open question / Multiple choice)
How do these errors affect the result or the customer? (Open question)

5. Category: Improvement Potential

Which steps could, in your opinion, be simplified or automated? (Open question)
Where do you see potential for optimizing interfaces between departments? (Open question)
What suggestions do you have for improving the process? (Open question)

6. Category: Process Evaluation