Workflow Management System (WMS)

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.


The Power Of Business Process Management

In the current global economy, both small and big companies face very stiff competition from each other. This only implies that every type of business is under increased pressure to become and remain competitive by improving business processes, reduce operating costs and increase productivity. It has been proven that many organizations usually struggle to keep their business activities more manageable. It is a common problem to keep up with the competition, and the most excellent possible way to always stay at the edge is to adopt the correct technology for your business processes. Arguably, one of the best ways to enhance your organizational operations is by integrating BPM into your company’s operations.

So what does the term business process management refers to?

Typically, business process management, or simply BPM, is a component of operations management that utilizes various procedures to discover, analyze, model, measure, automate, optimize and enhance business processes. It focuses on boosting corporate performance by overseeing multiple operations within an organization. In its approach, business process management views processes as essential assets of an organization which must be understood, developed and managed to ensure that value-added services as well and products are delivered to clients. Though not necessary, enabling technologies can be, and are usually used with business process management.

As a result of its proven benefits, business process management has become an instrumental methodology to use in times of crisis. When correctly used, it ensures that the business processes in an organization are effective and this will ultimately lead to a better, efficient and reasonably more cost-effective management. BPM is best thought of as a business strategy, encompassing well-structured methods and techniques. It is imperative to note that business process management should be considered a one-time exercise. Preferably, it must involve a continuous evaluation of the processes and incorporate tasks that are intended to improve the overall workflow processes.

For businesses to employ BPM successfully, the following must be involved.

  • Standardizing processes within the enterprise to ensure that they can be easily understood, managed, and errors eliminated and risks mitigated.
  • Creating an all-inclusive environment that supports a continuous change to ensure that improvements can be made, extended and propagated over time.
  • Organizing based on outcomes but not tasks, to make sure that focus is maintained.
  • Correcting and enhancing business processes before they can be automated.
  • The focus should be always to improve the existing business processes, rather than creating radically perfect or new ones. This is because the prospect of building new processes can potentially take so long before bearing any fruit and this may result in the disruption of the previously achieved gains.

So what are the potential benefits of adopting business process management into your business?

There are lots of benefits associated with business process management. The prospect of implementing best practices in business process management is likely to contribute to sound financial management among other benefits. Some of the proven benefits of business process management are:

Increased productivity: BPM usually facilitates the automation of certain repetitive elements within regular workflows. Business activities such as the removal of bottlenecks, the elimination of redundant, the introduction of parallel processing can all be achieved easily through the help of business process management. As you may have guessed, this type of improvement is more likely to allow employees to concentrate on other vital activities. As a result, this will translate into improved productivity and revenue, in general.

Reduced risks and efficiency: Business process management can help an organization to identify its areas of inefficiencies. Perhaps this is because it usually gives companies an opportunity to function efficiently and conserve their resources incredibly. What’s more, BPM usually results in reasonably better-executed, designated, monitored and controlled processes which can potentially help eliminate the risk of fraudulent activities.

It enhances business agility: Even though increased productivity and reduced costs are arguably the two most notable and immediate benefits of BPM, agility is another benefit that surely can’t be ignored. Organizations are faced with the constant need and urge for change. Changes within an organization may become necessary perhaps as a result of new market demands, new rules and regulations or maybe, as a result of the emergence of new working procedures. One critical feature of BPM is facilitating business processes that are flexible. This implies that with it at your disposal, you’ll enjoy the flexibility of making ideal changes in your organization with ease, and with very minimal costs. Simply put, business processes can be customized to suit the needs of your company quite easily.

It helps improve customer satisfaction: There are lots of business process management software which offers a reliable 24/7 customer support. This means that all customer queries can be addressed seamlessly and promptly.

These are just some of the benefits that business process management can bring to any organization. If you have not yet embraced the power of BPM, then it is quite clear that your organization is missing a lot. It is high time you incorporate BPM into your organization.


process management

All You Need To Know Regarding BPM

Every functional company has a way of conducting its daily work. However, too many firms depend on outdated procedures that mainly involve lots of paperwork as well as other traditional manual steps. Organizations around the globe have now recognized the importance of incorporating business process management into their daily operations. Embedded business procedures, with process management at the core, not only automates to enhance operational productivity but will also help drive more revenue, growth, enhance compliance, reduce the associated business risks and improve employee and customer interaction. What’s more, a compelling BPM platform can help pull together all pieces of information on whatever given topic from across all business systems in a single place. In so doing, project managers, as well as other concerned decision-makers, are better informed to adopt the most appropriate action in any scenario.

Business process management may be defined as the act of aligning various activities in accordance with a company’s strategic objectives, creating and implementing project architectures as well as equipping project managers with necessary skills, so they are able to manage processes efficiently. Business process management also involves the integration of specific automation processes, such as XML business process languages, workflow systems as well as packed ERP systems to enhance productivity as well as customer satisfaction. In such a scenario, the management team focuses on the ability of workflow systems to regulate business flows, measure processes and instill project managers with adequate management skills to help manage business processes more efficiently.

BPM technology allows organizations to streamline their daily business functions by automating, monitoring, executing business activities from the start to the end. Knowledge-based management, with the help of collaborative tools, allows BPM to leverage information by managing its content and this may facilitate employee satisfaction. On the other hand, integrated analytics play a critical role in enhancing visibility by delivering extensive analytical reports regarding essential business processes.

The benefits offered by business process management are possibly endless. It is critical to mention that these benefits can be beneficial both in the long-term as well as in the short-term. Regarding the potential short-term benefits, BPM may help enhance profitability and productivity in general. On the other hand, the ability to withstand the fierce market competition as well as the agility to make necessary changes are some of the long-term benefits that business may enjoy as a result of embracing the power of business process management.

So what are some of the benefits that business process management offers?

Reduced operational costs: 

The end product of increased productivity as far as BPM is concerned is undoubtedly the reduced expenses. Bearing in mind that BPM will always improve the overall efficiency of a given business by typically streamlining business projects, business owners will eventually end up with a relatively lower output to expense ratio. Simply put, this implies that you’ll realize a more significant production for the same process costs or the same output at a reduced operational cost. In fact, according to a particular study conducted by AIIM, organizations that opt to implement process management usually increase their ROI by nearly forty percent within the first season.

Process consistency:

It is common knowledge that the whole concept of management is usually an ongoing and continuous process. For instance, management cycle is repeated over and over again, and every managerial regime is regarded as a sub-process of the entire administrative process. BPM is arguably the most practical way to ensure that business process becomes a continuous process. Again, process management can foster process standardization; designing the platform for doing things more appropriately. This will also help make your employees more accountable thus leading to transparency.

It enhances compliance:

As always, specific industry regulations and rules must be adhered to by organizations. These rules may involve anything, range from ISO certification, safety issues to financial regulations. By integrating business process management into your organization, you’ll enhance compliance and transparency incredibly. This will equally reduce any potential risk of human error. Finally, this will allow your organization to avoid those vast fines that arise from violating regulations unknowingly.


With BPM at your disposal, you’ll be in an ample position to quantify all the processes within your organization, as a way of evaluating efficiency. Used together with BPM software, process management will enable business firms to regularly assess the efficacy of their business operations, as well as identifying potential problems and improvements.

These are just some of the benefits of BPM. If you have not implemented this handy management tool for your business then probably you are missing a lot. It is high time you start thinking about this! There are lots of companies out there that can help you to learn more about this methodology, implement it and automate and improve your daily business processes.


Features of an efficient Workflow Management System

Workflow management system (WMS) is a type of software designed to help business management take control of routine operational activities and processes with an aim of enhancing management efficiency. In so doing, the system serves as an infrastructure for efficient set-up, performance as well as enhanced monitoring of a sequence of defined tasks organized as a workflow application. WMS is particularly important in the course of workflow execution for the purposes of coordinating operations of individual components that constitute the workflow. Business management requires WMS to overcome the challenge of managing incompatible data formats that are often produced or consumed by various services, which would otherwise have required considerable expertise in computer science. With WMS, business managers do not necessarily have to be specialized in computer science. It provides an easy-to-use method of task specification. It is also a great relief from technical details involved in the process of workflow execution. However, your business needs may not be completely solved by a single WMS. Just as every business is unique, so are the processes and its workflows. The following are features of an efficient workflow management system to meet your business needs:

Features of an efficient Workflow Management System

  • Precision in graphical modeling- Graphical modeling provides an instant visual interpretation of the components of a particular system. The graphical model should clearly depict the steps involved in the workflow, processes in every step and the results expected from those processes. Additionally, it should also show the resources available and the roles assigned to the staff and their various departments. It should also reflect the expected outcomes and outputs of all the processes involved.
  • Flexibility in the workflow patterns- Workflow patterns should be flexible enough to allow for easy designing and modeling of workflows in multiple ways. Basically, it should clearly outline or define the processes without putting constraints on them.
  • Access and Control should be based on the Participants’ responsibilities- Workflow management system should be transparent for access by relevant persons or members of staff. However, it should not allow for access by persons who are not involved in its specific phases. People’s access to the system should only be limited to the phases in which they are involved and not the entire workflow system.
  • Automated or easy-to-interpret task status- It should involve features such as automatic emails or alerts to show the status, the next person to give the input in the sequence or an indication of where every participant is in the workflow. This helps to save time, phone calls, and facilitates easy planning for effective execution of the steps in the workflow.
  • Convenient cloud hosting- Cloud hosting offers a number of benefits to businesses. With cloud hosting solutions, you don’t necessarily require software for on-site management of work. It offers an opportunity for employees to work from different locations using different devices. It is also convenient for team members who operate through telecommunication, or who are located in a different location, away from the immediate business location.


Workflow management system is a great way of achieving automation in your business by clearly defining and gaining full control of all the business activities involved in your business process. Having a system that allows for measurement and clear depiction of how business processes are disseminated allows team members to strive for continuous improvement. Considering the above discussed features of an efficient workflow management system facilitates easy achievement of business goals and objectives.