Productivity. A word that you and your organization continually strive to achieve, but perhaps fall short in attaining, due to inefficiency in the workflow. Trying to navigate the rough and often unforgiving waters of workflow management without the proper tools can prove not only frustrating for you and your employees but detrimental to your business.
Implementing a strategic workflow management software solution can help you gain better control of workflow by optimizing business processes within your organization. Workflow management automates your business processes, enabling work to be distributed more efficiently amongst workers while creating better communication and collaboration.
For example, your organization is continually collecting, inputting, and storing large amounts of data. This data is routed to the appropriate department within your company such as finance, sales, information technology, or human resources. However, if each department acts as an island unto their own, with a unique set of processes, then the workflow is easily disrupted. Often, multiple departments are involved in the lifecycle of an account, resulting in more people involved in the process. This can increase the chances of a glitch occurring, bringing work to a crashing halt.
Workflow management software removes this inefficiency by making data accessible to employees from different departments who require access to it. Now, instead of bottlenecks, assigned employees can quickly retrieve, as well as be sent, updated documents during the workflow, expediting the entire process.
Here are three simple ways workflow management can accelerate a company’s business processes.
#1. Eliminate Employee Inefficiencies
An all too common theme at many organizations is that employees get bogged down with low-value tasks, such as manually inputting data, searching for documents, duplicating work, or losing vital documents. All of these tedious and time-consuming tasks eat away at efficiency, leading to significant slow-downs and imbalances in the workflow. The result: some employees may be overloaded with work while others are left idle.
Employees who are in decision-making roles and are involved in the workflow can cause bottlenecks in the process due to their lack of availability. These types of disruptions slow down productivity even further as other team members need to be in waiting mode until action is taken.
Managers need a workflow management solution that provides the flexibility and accountability to get their jobs done. Workflow management software enables employees to focus on higher-value, more strategic thinking tasks by having all the necessary information at hand when they require it.
#2. Greater Visibility, Monitoring & Control
There are many moving parts in your organization’s production workflow, especially with multiple departments to oversee. Implementing an effective workflow management tool that provides visibility, monitoring, and reporting in real-time allows you to get an instant snapshot into the lifecycle of every job in the workflow and what the status is for any given project. From first entry to completion, having the capability to track the entire production process, while being automatically alerted when problems arise, enables you to provide your employees with any updates concerning errors or issues.
Business visibility is necessary to ensure that jobs are performed without unwarranted delays. Visibility tools give you a “bird’s eye” view into how employees are working and if they are experiencing any issues that would cause any disruptions to the workflow or the team as a whole. If so, these issues can be immediately addressed and resolved without further delay to workflow production. Having a workload view enables you to see what the workload looks like for your team or a specific employee of that team.
Visibility is not about micromanaging but rather about ensuring accountability in a way that is constructive and drives productivity.
#3. Greater Internal Communications
Lastly, workflow management automation can improve internal communications and collaboration in your organization while avoiding costly errors. An employee may finish an assigned task, yet when it comes time to hand-off the information to the next person in the workflow, they either forget or do not know whom to alert. Instead, they may waste valuable time and money by informing the wrong department(s). Workflow management software can circumvent this unfortunate scenario. The automated system instantly notifies the next team member in the process that their task is ready to be performed.
Augmenting business processes with automation solutions will help to streamline your workflow. In simple terms, it’s like pushing the fast-forwarding button, sending information to where it needs to go more rapidly while saving your business time and money.