Workflow Management
Workflow Management is the identification, organization and specification of all tasks in the business. Workflow refers to a series of tasks performed in a specific order to achieve the expected results. Administrative workflows require optimizing tasks to enable team members to achieve better results, such as completing tasks efficiently without delay or repetition.
workflow usually contains the following general elements:
1. Clearly defined steps: This is the direction, which constitutes the framework for how to complete each stage of the project. These steps may be linear, bifurcated, or a combination of both.
2. Stakeholders: These professionals are team members who perform specific tasks in each step of the workflow. Stakeholders may remain dormant during the automation phase.
3. Rules or guidelines: Guidelines organize steps in appropriate order and guide team members to perform the next task after one step is completed.
4. Input: These are the materials needed to complete the task, such as the contract.
5. Conversion: This includes the operation of pushing the task to the next step, such as sending the document to another department for verification.
6. Output: These include the final results of the converted product and completed workflow.
Types of workflow management practices
1. Definite workflows clearly: These are task groups that all relevant team members understand. This may include automated tasks done by technical tools, but employees can access the tools and perform them manually when needed.
2. Prioritize workflows: These are the workflows that the company considers the most important. The company ensures that these workflows run effectively because they often affect all operations, such as sales processes.
3. Optimize and monitor workflows: This refers to the process of continuously improving and reviewing workflows to make them run at the optimal load. Why is
workflow management important?
workflow management is important because it promotes better collaboration, improves fit with manual processes, and increases transparency in tasks and responsibilities. Workflow management can also reduce costs by automating some processes. Here are other benefits that can bring to the company by implementing appropriate workflow management:
1. Simplify internal processes such as instruction processing
2. Reduce errors
3. Improve productivity
4. Help monitor team progress
5. Reduce paperwork and manual system entry
6. Identify and reduce unnecessary task repetitions
7. Eliminate process barriers
8. Record management performance
What is a workflow management system?
Workflow Management System
Workflow Management System is a software system that helps workflow managers automate, arrange and track their repetitive business processes to ensure the same or better results. Administrators can create model workflows under specific restrictions and operating environments, a system based on their selection of evaluation criteria, running under these restrictions. These systems can analyze and determine processes to optimize and streamline workflows in the future. They also combine individual systems into existing frameworks and organize them by type. A workflow management system has many basic functions, some of which are common functions include:
1. Routing system: Transfer information to the desired destination in an efficient manner.
2. Distribution system: Identify new information and send it to available team members or subsequent automation steps. It assigns new tasks to available positions to maintain balance between workflows.
3. Coordinate the system: manage parallel activities to prevent errors and repetitions.
4. Auxiliary system: adjust the process of other systems and send suggestions on future actions to the administrator.
Elements of an effective workflow management system
Elements of a workflow management system
1. Process builder
Process builder allows workflow managers to create automatic process workflows. You can customize these workflows in the system by replacing manual steps in the process with automated tasks. Traditionally, business processes operate on rules established in a predetermined sequence of tasks. The process builder analyzes these rules and steps to evaluate repetition, automation, and sources of tasks and improve them.
2. Workflow Engine
Workflow Engine automatically makes decisions based on pre-determined business rules and regulations. They use the database server to manage and monitor workflow activities. Examples of decisions that workflow engines may make, such as sending email notifications or automatically approving loan applications based on certain criteria.
3. Reporting tool
Reporting tool accesses data and indicators stored in business process. They allow administrators to track the process of the workflow, view request status, and identify potential bottleneck issues. Administrators can provide employees with access to these tools and reports by displaying them on the system’s dashboard.
4. Integrate with other applications
Effective workflow management system can usually interact with third-party applications, such as word processors, email servers, and file sharing applications. This ensures the efficiency of users who want to share external files or import documents. This is also beneficial for remote teams that use different technologies and require flexibility.
5. Form Designer
These systems usually contain corresponding form designers that allow users to create, customize and control forms, such as forms used to collect employee information, create invoices, conduct competitions, and send surveys. Employees can control who view, edit and send these forms. Workflow management systems typically store these forms in a central location for easy access.
6. Self-service interface
Workflow management system usually has a user-friendly interface, which means employees can easily operate the system with little or no confusion. With this feature, employees can easily record, track, request and manage information. The system sends this information to the administrator, human resources, IT or operations teams based on the needs of team members or workflows. The interface also allows users to access third-party applications and monitor information for specific employees.
Tips for choosing the correct workflow management system
1. Create a list or list of questions about each system
Before you decide to use a management system, it may be helpful to consider these issues:
Is this system easy to customize? What are the characteristics of this system
? Can the system of
Can the system of recognize emergency tasks?
Does this system send continuous reminders?
Does this system support the integration of third-party applications?
2. Considering an easy-to-build workflow management system
It may be beneficial to choose a management system with a simple construction process, which can speed up the implementation process of the business. You can do this by searching for a cloud-based system, which means you can use the software immediately without having to download or install it on your computer. Larger businesses may benefit from on-site solutions, but small and medium-sized businesses may consider using cloud-based workflow management systems.
3. Provide employees with an accessible interface
Some companies design workflow management systems for professionals who are good at coding or programming. Such systems often require IT professionals who are able to edit and code business processes. If a company does not employ many IT professionals, it may be beneficial to find a code-free workflow designer. These systems have an accessible interface that any employee can use—regardless of their level of experience.
