Typically, workflow management system is a unique approach that helps businesses to take control of their daily processes better. It usually involves a sequential progression of a set of operations within an organization, each taking place concurrently, ultimately impacting each other according to the set regulations, roles and routes. Workflow management system enables companies to define and regulate the various business tasks associated with a business process. What’s more, a number of management systems give organizations an opportunity to measure and analyze the execution of the process so that routine improvements can be realized. It is critical to mention that many workflow systems often integrate with other systems used by organizations, including Geographic Information Systems, product applications, document management systems, databases, e-mail among other applications.
A workflow management system is your organization’s way of managing the infrastructure of its workflows. Research has shown that companies that incorporate workflow automation into their business processes benefit from reduced operational costs and equally, enjoy reasonably more resources and time to focus entirely on more critical projects as well as more difficult problems. Similarly, it allows for the determination of who is responsible for each aspect of a process and this is likely to enhance communication and transparency.
Other potential benefits offered by workflow automation include:
- It frees your employees from low-skilled and repetitive processes.
- It eliminates the risk of human error.
- It enhances the overall business efficiency and productivity.
- It allows your organization to monitor tasks automatically.
- It enables organizations to analyze their various business processes and make necessary adjustments.
One thing that you should know regarding workflows is that they may not necessarily be one-size-fits-all. Instead, they could involve highly complex projects that depend on outsourcing input from multiple members as part of a broad business activity such as merging data with statistics stored in other systems of record and designing a more precise and structured document as a result of that entire process. Workflows can also be as basic as creating a series of projects that need to be examined by a couple of employees. However, whatever your reasons for adopting workflow automation, your organization must employ a consistent workflow management system to deliver long-term and sustainable results.
To get a good value for money that a workflow management system guarantees, it must have specific critical features. As always, your organization should never settle for a system which cannot keep up with the demands of your business and which cannot deliver on productivity.
So, let us examine some of the most important features that any efficient workflow management system must have for it to be considered the perfect machine that will be readily and seamlessly adopted by any organization.
The most essential features that your workflow solutions must include.
An easy to use interface: This implies that the system should not only be attractive, appealing and intuitive but must also be easy to operate. Even some of your employees who may not be extremely knowledgeable about IT should be in a position to use that particular workflow management software comfortably. Simply put, this will incredibly reduce employee frustration thus leading to better productivity.
Integration with third-party applications: It is imperative to note that workflows do not function independently of other applications or processes. We are continually becoming more and more connected, and the same applies to our business solutions. The best workflow management software must be able to connect with other applications such as Google Drive, Salesforce, DocuSign, Dropbox, Zendex, as well as other solutions seamlessly.
Cloud-based technology: To go for a workflow management system that is not cloud-based is a colossal mistake. Almost any new technology you integrate into your business today needs to be cloud-enabled. Users should be able to access data, reports, and approvals from any location and at any given time. Again, a cloud-based workflow system will have a reasonably much lower upfront costs.
Individual-based access control: A significant number of workflows usually contain highly sensitive information that is not intended for sharing with everybody within the organization. A fully functional workflow software should offer you the possibility to customize what every individual employee can see, manipulate and edit.
Versatile workflow designs: As previously mentioned, workflow automation can cover nearly anything, from a simple task to more complex projects. This implies that you must have a system which will enable your organization to handle both ends of the spectrum efficiently and tailor any process to the specific needs of your organization.
As technology advances and continues to influence the way we conduct our businesses, it is highly advisable that we embrace such technological changes as a way to stay ahead of the competition. This implies that it makes sense to invest in a workflow management software considering the potential benefits that it may offer.