Why Should You Consider Using Workflow Management?
According to a recent survey, 31% percent of businesses fully automated at least one operation in their organization in 2020 (from 29% in 2018). In enterprise companies, 94% of professionals believe that they should use a centralized platform to integrate with their program and build workflow automation than rely on several applications.
If any of the following conditions are encountered in your business, you require a workflow management system to improve and streamline workflows.
1. Annoyingly Long Email Chains That Waste Precious Time
The most common and repeated mistake in every organization is that people try to use email as a communication medium for work. It’s meant to transfer information but should be used for short messages. Important work files often disappear in long email trails.
Besides, emails thread all related messages together but your employees will still find themselves with threads that run into 100s of messages, making the communication process inefficient. A workflow program can avoid this by maintaining a single source of truth, keeping track of all changes, displaying the latest version of a conversation thread, and saving precious time spent going through a bunch of emails.
2. Manual Transactions Involving Too Many Spreadsheets and Excel Files
Another common scenario is where too many spreadsheets or Excel files are being exchanged between employees and teams. While GSuite and Microsoft Office 365 try to streamline the process by moving files to the cloud, it still doesn’t sync with an organizational scenario unless you have customizable workflow management software to keep track of the approval hierarchy.
Typically, every shared file folder will have over a dozen Excel sheets and your employees may not know the latest version that they need to work on. A workflow management system could put an end to all this by providing notifications, focusing on the latest version, and reducing the time spent by your employees to have their spreadsheets approved by managers.
3. If Your Workflow is Dominated By Legacy Systems
A majority of the organizations still rely on legacy systems that handle their files and documents and audit-related storage. Technology-driven employees, however, prefer modern-day cloud-based architecture to simplify work.
Businesses looking to migrate old data to a new system are haunted by the risk of loss or corrupt files. A cloud-based workflow management system ensures the security and safety of data while businesses transition from legacy to new-age technologies.
4. When You Feel Your Workforce is Working Suboptimally
At some point, most managers, team leaders, and even CEOs might have felt that their workforce is not performing to its optimal capacity. They may have some reasons ranging from the manual way of working to lack of motivation from their employees. The biggest hurdle often is the technical aspects and it is mandatory to support your employees to deliver the best.
Train your employees on new technologies and give them more freedom by using workflow automation software. When important processes like leave management, document management, and the need to wait for the manager’s approval are automated, employees get more time to focus on their most important work. It also works well with vendors and suppliers through processes like purchase approval and invoice automation that result in faster approvals and an efficient supply chain.
5. If You Are Facing Privacy, Compliance, and Audit-Related Problems
Every start-up and established brand is worried about privacy and audit, especially in the current world of social media. Organizations are forced to answer to the government and the public at large when any controversy related to users’ privacy erupts. It is paramount to maintain and audit all changes to memos and documents and store them securely for later use.
It comes as a great relief to organizations when a workflow management system does it all – from tracking every change to a document to generating/approving invoices. It simplifies audits, enforces compliance, and improves privacy, thereby ensuring that all laws of the land are followed strictly.