How to Choose the Best Process Mining Consultant in ‘23

Process mining is transforming how modern companies optimize their business processes. This emerging technology analyzes event log data to provide transparency into how processes really operate.

The insights delivered allow organizations to enhance process efficiency, increase automation, and improve outcomes. However, for companies new to process mining, it can be challenging to implement without guidance. This is where a process mining consultant can be invaluable.

As experts in the field, consultants ensure your initiative is expertly executed and delivers maximum impact. But with demand for process mining consulting on the rise, how do you choose the right partner?

This comprehensive guide will equip you to select the perfect process mining consultant to meet your specific needs in 2024 and beyond. Let‘s dive in!

A Primer on Process Mining

Before exploring consultant selection, let‘s quickly overview what process mining entails:

As an expert in the field, I have an in-depth understanding of how process mining works based on my experience implementing these initiatives across industries. Here is a high-level overview tailored for readers new to process mining:

  • Data Collection: Event log data gets extracted from your company‘s IT systems and core business applications. This raw data captures digital footprints of your actual process execution, including timestamps, activities, resources, case IDs, and other process attributes.

  • Data Processing: Next, the raw data gets cleaned, parsed, and transformed into a readable format for analysis. This requires meticulous data wrangling to deal with challenges like incomplete logs, outliers, duplicates, etc.

  • Visualization: Process mining algorithms crunch the cleaned event data to generate process model visualizations, metrics, statistics, and more. This includes flow charts, dotted charts, throughput times, process variants, conformance statistics, and other views providing transparency into workflows.

  • Analysis: This is where the process mining consultant adds immense value. They interpret the visualizations to uncover process bottlenecks, pain points, automation opportunities, anomalies, inefficiencies, and other actionable insights.

  • Recommendations: Based on their analysis, the consultant provides concrete recommendations to optimize processes. This leads to measurable improvements in efficiency, quality, compliance, and outcomes.

While powerful process mining software does the computational heavy lifting, consultants contribute their real-world expertise in scoping initiatives, processing and transforming data, conducting rigorous analysis, and delivering strategic recommendations tailored to each company‘s specific needs and objectives.

Now let‘s explore how to select the ideal consultant to maximize the value of your initiative.

Key Selection Criteria for a Process Mining Consultant

Choosing the right consultant is crucial to ensure your process mining project‘s success. Based on my decade of experience in this space, here are the most important criteria to evaluate:

Process Mining Expertise

First and foremost, you need a consultant with hands-on process mining expertise. Look for these critical skills:

In my consulting experience, deep expertise in process mining tools and techniques separates the best consultants from the rest. Here are the key markers of expertise I would highlight:

  • Tool Experience: Hands-on experience and certifications implementing the leading process mining tools like Celonis, UiPath Process Mining, QPR ProcessAnalyzer, Minit, etc. These tools all have nuances, so real-world expertise is invaluable.

  • Data Skills: Proficiency across the data workflow – identification, extraction, loading, transformation, cleansing, preprocessing, formatting logs, etc. This distinguishes consultants who can deftly handle data challenges.

  • Analysis Skills: Ability to interpret results, identify root causes, and derive insights. This high-value analysis separates true experts from tool operators.

  • Process Modeling Skills: Expertise converting messy event logs into readable, insightful process models providing a clear overview of real workflows.

  • Visualization Skills: Creating compelling visuals like sankey diagrams, dotted charts, conformance statistics, throughput metrics, etc. that quickly communicate insights.

Industry Knowledge

Seeking consultants with experience in your specific industry is highly advised. Consider their:

In my experience, industry familiarity is what unlocks a consultant‘s ability to provide tailored strategic recommendations that truly move the needle for clients. Here are the key aspects of industry experience to look for:

  • Industry Insights: Deep understanding of your industry environment, competitive forces, regulations, trends, and landscape.

  • Process Knowledge: Expertise with industry-specific processes, workflows, nomenclature, metrics, and challenges.

  • Benchmarking Data: Knowledge of industry benchmarks and standards for comparison.

  • Pain Point Familiarity: Understanding of common pain points, inefficiencies, and opportunities in your vertical.

This vertical expertise ensures optimal analysis and recommendations that speak the language of your business and industry.

Proven Methodology

Look for a structured, proven process mining methodology including:

In my consulting experience, having a phased methodology is critical versus taking a one-size-fits-all approach. Here are the key phases to look for:

  • Discover Phase: Explores goals, scopes the initiative, collects data samples, evaluates tools, and confirms process mining readiness.

  • Design Phase: Models processes, configures dashboards, creates visualizations, and builds the analysis platform.

  • Implement Phase: Deploys process mining integrated with required data systems and permissions.

  • Evaluate Phase: Analyzes results, identifies insights/opportunities, and provides concrete recommendations.

  • Monitor Phase: Continues monitoring processes and optimization initiatives on an ongoing basis.

This structured approach aligns initiatives to each client‘s specific objectives, questions, processes, and data landscape.

Communication Abilities

Process mining insights need clear explanation to stakeholders. Seek experts with communication strengths:

In my experience, strong communication skills really separate the best process mining consultants. Here are the key abilities I prioritize:

  • Storytelling: Distilling technical details into simple narratives and relatable business insights everyone can grasp.

  • Visualizations: Transforming data into visually intuitive reports, dashboards, and diagrams.

  • Writing: Producing clear deliverables like reports, presentations, and documentation with professional polish.

  • Verbal Skills: Ability to convey insights verbally through status updates, training sessions, and interactive workshops.

  • Collaboration: Working closely with clients in a flexible, collaborative mindset as an integrated, trusted advisor.

Support Capabilities

Evaluate the consultant‘s ability to provide responsive, ongoing support:

In my experience, clients looking to scale process mining expect strong hands-on support. Here are the key support capabilities I would highlight:

  • Team Size: Larger teams allow specialized expertise and backup personnel for responsiveness.
  • Availability: Clearly defined channels and response times for ongoing questions.
  • Ticketing: Streamlined ticketing system to log/track issues.
  • Training: Formal training services to upskill client teams on process mining.
  • Managed Services: Ongoing process monitoring, optimization, and support.

Pricing & Scoping

Assess proposed pricing models and scoping approaches:

Based on my consulting background, I would emphasize these aspects of pricing and scoping:

  • Pricing Models: Time & materials, fixed cost, process mining as a service, etc.
  • Budget Alignment: Overall cost fits expected value delivery.
  • Scoping Approach: Consultant collaborates to scope efforts delivering quick ROI vs. overly broad initiatives.
  • Flexibility: Adjustments can be made based on initial findings and priorities.

The ideal consultant prescribes right-sized efforts focused on high-impact opportunities, not just large, open-ended mandates.

When to Engage a Process Mining Consultant

Based on my consulting experience, here are situations where engaging an external process mining consultant makes great strategic sense:

Launching Initial Process Mining Effort

For most companies, process mining represents a new capability. Consultants fill knowledge gaps and provide best practices to launch this new program.

Specifically, consultants can guide critical foundational components like:

  • Identifying processes and systems with the best mining potential
  • Extracting sample data for analysis
  • Assessing process mining tools
  • Building the business case
  • Planning the rollout cadence

This expertise jumpstarts process mining success.

Insufficient Internal Process Mining Expertise

Very few companies have trained process mining experts on staff able to lead mining initiatives. Consultants fill this skills gap.

Per recent surveys, only 7% of companies report having strong process mining expertise in-house. The reality is most teams are learning on the fly without seasoned guidance.

Optimizing Processes Company-Wide

For large, complex organizations, mining processes across departments, locations, and systems brings many challenges. Consultants have proven strategies for these expansive initiatives.

In particular, consultants bring experience with large-scale challenges like:

  • Managing stakeholder alignment
  • Securing buy-in across regions
  • Extracting data from disjointed systems
  • Right-sizing efforts for maximum ROI

Independent Audits of Processes

For compliance, risk, or auditor assurance purposes, mining your processes can provide objective evidence of optimization efforts. Consultants lend credibility as unbiased, third-party assessors.

Consultants are especially helpful for:

  • Validating automation initiatives
  • Proving compliance with regulations
  • Identifying unmonitored risk areas
  • Showcasing continuous improvement efforts

Process Transformation Initiatives

Major transformations like ERP or CRM implementations often trigger process changes. Consultants help optimize new workflows.

During major implementations, consultants can provide particular value by:

  • Establishing objective process baselines
  • Identifying transformation obstacles
  • Monitoring adoption and change management
  • Ensuring optimizations materialize post-implementation

Ongoing Process Monitoring

Sustained process oversight after initial mining efforts is critical. Consultants can provide managed services for continuous monitoring.

Specifically, consultants can handle repetitive tasks like:

  • Regular data extraction
  • Process modeling
  • KPI tracking
  • Automation recommendations
  • Refreshing visualizations

This ongoing effort ensures maximum return on process mining investments.

The Benefits of a Process Mining Consultant

Based on my decade as a consultant, engaging an external process mining expert provides significant advantages:

Faster Time-to-Value

Experienced consultants accelerate process mining rollouts. Their expertise helps short circuit the trial-and-error internal teams face.

Per my experience, consultants can typically deliver process insights 2-3x faster than internal resources learning on the fly. Their knowledge short-cuts the learning curve.

Unbiased Assessments

External consultants provide fully objective assessments, unaffected by internal politics or biases.

In particular, consultants counteract tendencies like:

  • Familiarity bias from teams entrenched in current processes
  • Self-serving assessments from process owners
  • Hesitance to spotlight issues that reflect poorly on colleagues

Industry Best Practices

Seasoned consultants infusion projects with proven approaches, templates, and knowledge from successful implementations across industries.

Consultants essentially compress decades of experience into each engagement, sharing tips and tricks to avoid common process mining pitfalls while optimizing outcomes. Their breadth delivers immense perspective.


Consulting engagements allow flexibility to scale specialized expertise and capacity up or down as needs evolve.

Consultants offer flexibility that full-time hires can‘t match, allowing companies to:

  • Add certain skills for specific initiatives
  • Scale resources up for large efforts
  • Scale back once knowledge transfer occurs


Experienced consultants have meticulous blueprints to orchestrate initiatives for maximum quality, efficiency, and impact.

Proven methodologies mitigate risks like:

  • Poorly scoped efforts
  • Focusing on low-impact processes
  • Endless initiative timelines
  • Incomplete data undermining analysis

Knowledge Transfer

Good consultants don‘t just complete assignments. They transfer knowledge so your team leaves projects with enhanced process mining capabilities.

This skill transfer occurs through:

  • Interactive workshops
  • Code reviews
  • Modeling examples
  • Hands-on mentoring
  • Documentation

Guide to Selecting a Process Mining Consultant

Once you‘ve identified qualified process mining consultants, here is a step-by-step guide to selecting the right one:

Step 1: Request Proposals

Ask prospective consultants to respond to an RFP or similar document. Outline your:

  • Business goals
  • Process mining objectives
  • Success metrics
  • Scope requirements
  • Timelines
  • Selection criteria

Proposals reveal consultants‘ understanding of your needs, thought process, and communication skills.

I typically provide the following in my consulting proposals:

  • Summary of the client‘s process mining goals based on discussions
  • Proposed step-by-step methodology
  • Work plan with timeline
  • Case studies demonstrating expertise
  • Bios of key team members
  • Pricingbreakdown
  • References

Step 2: Interview Shortlist Candidates

Meet with shortlisted consultants to further assess their fit. This is your opportunity to evaluate:

  • Technical knowledge
  • Communication abilities
  • Experience with similar projects
  • Chemistry with your team
  • Cultural alignment

Look for thoughtful questions probing your needs versus generic proposals.

In consultant interviews, I aim to ask insightful questions like:

  • What are your most important processes to optimize first?
  • What metrics will define success for this initiative?
  • What challenges do you anticipate based on past process optimization efforts?
  • How will insights need to be communicated to influence your stakeholders?

The goal is to have an insightful dialogue reflecting a deep understanding of the client‘s specific needs.

Step 3: Check References

Speaking to their clients offers unfiltered insights into consultants‘ work:

  • Did they deliver the expected value?
  • How did they perform against timelines and budgets?
  • How was their communication and collaboration?
  • How knowledgeable were they?
  • Would you hire them again?

References provide the evidence and reassurance needed to choose the best partner.

For my prospective clients, I provide references who can elaborate on details like:

  • My team‘s technical capabilities
  • How well we maintained timelines
  • The quality of recommendations
  • How much we were able to optimize the client‘s processes beyond expected goals
  • Our communication style and collaboration

Step 4: Request Trial Runs

Consider having shortlist candidates do trial process mappings or analysis with sample data. This is the best test of their expertise.

For trial runs, I demonstrate abilities like:

  • Quickly parsing complex sample logs
  • Identifying optimization opportunities from limited data
  • Creating insightful visualizations
  • Explaining technical findings in plain business language
  • Delivering polished, professional results

Step 5: Compare Pricing Models

Review pricing models and weigh costs against expected benefits. Be wary of low bidders lacking credentials or proposing overly broad efforts.

From a consultant standpoint, I take care to clearly communicate:

  • Pricing/fees tied directly to value provided
  • Flexibility to adjust scope based on initial findings
  • Terms allowing easy offramping if expected benefits aren‘t achieved

The goal is to align pricing with quick returns on investment.

Step 6: Start Small to Test Capabilities

Consider initially limiting scope to 1-2 priority processes. This smaller scale validates capabilities before committing to larger engagements.

As a consultant, I fully endorse starting with a smaller effort. It lets me prove my value quickly with limited risk. From there, engagements can scale rapidly based on demonstrated impact.

Following this rigorous selection approach will leave you fully confident you‘ve chosen the optimal consultant for partnership and success.


Lacking internal expertise, partnering with an experienced process mining consultant is the fastest path to success. Seek consultants with technical prowess, industry knowledge, communication skills, and proven methodologies. Thoroughly vet candidates, check references, and request examples of their work. With the right partner guiding your initiative, the benefits of process mining will fully materialize. The ROI delivered will quickly offset consultant fees, leaving your organization far ahead. If exploring process mining consulting, feel free to reach out and I‘d be happy to offer my insights.