Have you always wondered what workflow optimization is all about?
Just ask any manager or employee – their direct answer would be to have a work environment where they can complete tasks hassle-free, reduce chaos and ensure better communication.
Deadlines are always on the precipice and you have lots of demands to meet, from customers and reporting managers.
Is there actually a way to simplify things and reduce stress? There actually is!
A streamlined workflow environment can change the way you work and these are some of the important tasks that can be done better with proper workflow optimization.
Before implementing any new changes in a process, do the following pre-preparation.
- Talk to your teammates and fellow workers about the changes that are about to come
- Educate them on the importance of streamlining workflow and how it could reduce chaos in their everyday tasks
- Give them a quick overview of what kind of workflow management software you are planning to use
- If the implementation is done only in your team, let other team members in finance, operations, or others so that they can be mentally prepared for change
- Workflow automation and optimization is for everyone eventually
- Once they understand the benefits of workflow optimization and learn the nuances of using workflow automation tools, they will support more. Be willing to provide buffer time.
While workflow automation can bring about a big change in your processes by ensuring smooth communication and better management, here are some areas where you should manually optimize your tasks.
Workflow Optimization – Definition
Workflow optimization refers to the process of streamlining business operations to make them more time-efficient, improve quality, reduce errors and costs incurred for the particular task. It is also defined as the process of revamping the existing procedure, adding new functions, and bringing employees together with simpler instructions on how to get things in an efficient manner.
Linking Requests/ Forms to Master Server
Operations Team – The operations team may have purchase requests made which is easier when you connect all requests to the master server.
Simple details such as a computer model, a new accessory to purchase can be done and it will automatically be forwarded to the finance team for approval.
Sales and Marketing – A simplified and unified platform saves a lot of time for the salespeople.
Every data they gather from a customer will automatically be moved to the servers. It makes it easier to follow up while creating a strong customer database to make use of. The marketing team can also procure information and analytics from their own database before initiating marketing campaigns.
Finance – The finance team can keep track of all the expenses, invoices approved and the vendors who are providing services to your company.
Such a seamless scenario allows them to do an audit with fewer errors and reduce expenses wherever possible as they get a whole picture of the transactions handled throughout the month and the year.
Workflow Integrations and Notifications
In order to make workflow optimization more seamless and efficient, consider integrating your workflow software with external software to enhance its overall output. Going with a versatile app that works with some of the popular tools available online such as Zapier. Zapier integration could give you lots of freedom to use features from a third-party application.
Similarly, you can convert approvals into notifications so that the person involved in it can be notified to approve it at the earliest. Instead of requesting the senior person in your company to approve everything, you can consider sending them notifications and not make them a bottleneck for every process. They can be in the loop and provide suggestions when required. Such simple modifications are optimizing workflows for better efficiency.
Workflow Optimization Software
Apart from optimizing workflows, you need software that is versatile, easy to use, and comes bundled with so many features to make use of. Cflow is a complete solution as it promotes workflow optimization at its best phase and makes it much easier to streamline your tasks in the right direction.
Implementing Cflow in your workflow improves your brand value with more efficient employees and delighted customers leading to the growth of your organization and helping improve process flow to achieve operational excellence.
Adopt Cflow – workflow automation and witness the difference but it’s a process that doesn’t end but only evolves with time.