Enterprises, governments, non-profit organizations, or small teams, regardless of their size or type, engage in organizational activities.
Organizational activities are composed of multiple business processes.
Business processes can be broken down into tasks. A business process functions when departments and individuals within an organization execute the tasks assigned to them as part of their respective roles.
In this way, as individual business processes function, organizational activities as a whole also function.
Object-Oriented Software
In the world of software development, the concept of object-oriented software, along with design methodologies and programming languages based on it, has been developed.
Before this, software was designed with data and processing separately, and the definitions of data and processing were independent within the program.
Because of this, definitions of closely related data and processing could be placed in close proximity within the program, or in entirely separate locations.
Regardless of where they were placed, there was no difference in how the computer processed the program.
On the other hand, when modifying or adding features to a developed program, the efficiency of work and the likelihood of bugs differ significantly depending on the quality of the placement.
If definitions of closely related data and processing are scattered across a program spanning tens or hundreds of thousands of lines, making changes becomes remarkably difficult.
Object-oriented software is a fundamental concept for solving such problems.
In other words, it is the idea that closely related data and processing should be clearly compartmentalized and placed within the same compartment in the program, making it easier to understand when later modifying the program.
This compartment for data and processing is the concept called an "object."
It is also important to design software around the unit of "objects" from the design phase.
On the other hand, we are generally accustomed to perceiving various things as objects.
For example, when we set a wake-up time on an alarm clock, the alarm rings at that time. We recognize that an alarm clock, as an object, possesses data (the wake-up time) and processing (the alarm ringing).
It makes sense to design and implement software in a way that aligns with this common human perception. This is why object-oriented software became widespread.
Business Process-Oriented Software
I have provided an overview of organizational activities and object-oriented software.
Here, I would like to propose a new software development approach: Business Process-Oriented Software.
As explained in the discussion of object-oriented software, designing software in a way that aligns with human perception offers significant advantages when modifying or adding features to software.
When leveraging software in organizational activities, placing related information and functions within the conceptual compartment of a business process—which is the fundamental unit of organizational activity—should facilitate easier modification and feature addition.
This is the fundamental concept behind Business Process-Oriented Software.
Manuals and Input Information
In relatively large companies, typical business processes are often manualized. Business processes that are clearly defined enough to be manualized are also called workflows.
Business systems realized by general software are systems that embody these workflows. A business process is realized as each person or department in charge enters information into the business system according to the workflow.
Here, the business manual, business system, and input information are very closely related.
However, in the mechanism described here, these three closely related elements are scattered.
The concept of business process-oriented software takes the position that these should be a single cohesive unit.
Imagine a document where the business manual is written in one file, and there are also fields for each person or department in charge to input information.
In addition, suppose the contact information for the next person in charge of each task is also specifically listed.
Then, you can see that all elements of the business process are contained within this input information form file with a business manual.
If this file is created and handed to the person in charge of the first task, the business process will proceed according to the manual described. And finally, when all the information to be entered is filled in, one business process will be completed.
This file is the business process-oriented software itself, with the concept of business process-oriented software applied.
And as various types of business process-oriented software function, the entire organizational activity will function.
The Software Itself
Earlier, I described the input information form file with a business manual as being the business process-oriented software itself.
Some might have imagined that this would lead to a discussion of developing programs or systems.
However, that is not the case.
Regardless of programs or systems, this file itself functions as business process-oriented software.
As explained before, if this file is created and sent to the first person in charge, it will subsequently be passed to the person in charge of each task, and the business process written therein will be executed.
Of course, based on this file, one can develop programs or systems to realize the workflow described within it.
However, how much difference is there between using such a system and simply passing this file itself between responsible parties?
Here, what needs to be noted is that developing programs or systems separates the manual from the processing.
This separation goes against the business process-oriented approach. In other words, it makes improvements and feature additions to business processes more difficult.
This becomes immediately apparent if you imagine a scenario where the business manual is altered.
Every time the procedure of a business process changes, programs and systems need to be modified accordingly.
For this reason, the business manual needs to be thoroughly refined from the outset, which makes manualization time-consuming. Furthermore, even if the manual is changed, it is not immediately reflected in the programs or systems.
In addition to the problem of requiring such time, there are also renovation costs.
This means that business processes and manuals cannot be easily changed.
On the other hand, if programs and systems are not developed, and instead, the input information form files with business manuals are exchanged between responsible parties, then the development period and maintenance/operation costs for programs and systems become unnecessary.
Executable Software
Some might then wonder why this file is called "software."
The reason is that this file is an executable file. However, it's not executed as a program on a computer; rather, it's software executed by humans.
A business manual is like a program for humans. And the input information fields are like data storage locations in memory or a database.
Viewed this way, it's not incorrect to consider this file as software executed by humans.
Executing Agent
The tasks written in business process-oriented software can be executed by humans or by artificial intelligence.
Even for a single task, there might be cases where AI and humans cooperate, or where only humans or only AI execute the task.
Artificial intelligence can also read the business manual within this file and perform appropriate processing.
Therefore, this file becomes executable software for both humans and artificial intelligence.
AI Assistance
First, the artificial intelligence executes the file. In doing so, it reads the business manual written in the file and understands the content that needs to be processed.
Some parts of this processing can be executed directly by the AI, or information can be entered into the input fields by the AI.
On the other hand, some parts require human processing or information input.
For these parts, the AI notifies the human and prompts them to perform the processing or input the information.
At this point, the AI can change its presentation method to the human based on the content of the human's processing or input information.
Basic methods for presenting to humans could include conveying necessary tasks via text chat or voice chat, or eliciting information to be input.
There is also the method of directly opening the file. If the file is text, for example, a text editor would be opened.
A more advanced method involves extracting the necessary tasks and input information, and then generating a temporary file for an application that is easy for humans to work with, based on that content, and executing it.
For example, if input is required in a table format, a spreadsheet file could be generated for the human to input information. The information entered into the temporary file would then be transcribed by the AI into the input fields of the original file.
An even more advanced method is to program an on-demand application with a user interface that fits the file and the tasks/input information required from the human.
In this way, when a task is completed, either by AI automation or by AI assisting human work and input, the AI transfers the file to the contact address of the person in charge of the next task written in the business manual.
By having the AI assist humans in this manner, a system can be realized where humans only need to perform the minimum necessary tasks efficiently through an easy-to-use user interface.
AI-Friendly Files
Basically, business process-oriented software can be in any file format.
However, considering AI assistance, a file format that is easy for AI to handle is suitable for the basic file format. Markdown-formatted text files are a typical example.
It would also be good to establish basic rules for the content. Since AI provides assistance, these basic writing rules can also be flexibly modified or extended.
Knowledge Accumulation and Business Process Improvement
Business process-oriented software allows organizations to add new business processes or modify existing ones simply by creating or changing files that combine manuals and input fields, without involving the development of programs or systems.
Furthermore, it is crucial to include contact information for a point of contact within the business manual for questions or improvement requests related to that business process.
This significantly reduces the time and effort spent by AI or humans struggling with uncertainties or searching for information. Moreover, as questions, answers, and improvement requests are centralized at one contact point, business process knowledge naturally accumulates, and business processes can be improved at a high frequency.
The tasks of systematizing and organizing accumulated knowledge, or modifying business process-oriented software in response to improvement requests, can also be automatically performed by AI or assisted by it.
Additionally, if necessary, new business process-oriented software can be created to add new business processes to the organization.
Rapid Learning Organization
In this way, through the concept of business process-oriented software and automation/assistance by artificial intelligence, the organization as a whole can naturally accumulate knowledge and continuously self-improve.
This can be described as a rapid learning organization.
This enables far more efficient organizational activities than traditional organizations.
Meanwhile, with AI assistance for individual tasks, humans only need to perform minimal work via user-friendly interfaces.
Therefore, humans do not need to learn a vast amount of information or grasp every detail of frequently changing business processes.
Unlike humans, artificial intelligence can instantly and effortlessly reread all new business manuals. Furthermore, it requires no time to get used to new business processes and does not cling to previous ones.
Thus, the parts that humans struggle with, such as learning large volumes of manuals and adapting to changes in business processes, are absorbed by artificial intelligence.
This is how a rapid learning organization can be achieved.