To answer the question above, it only seems logical to briefly outline the undefined, less organised structures and then compare them with the those that have adopted workflow tools. Let’s go…
A workflow that is less structured and operating only through an IT infrastructure remains a little cloudy when it comes to who performs which tasks in a company and the way in which they perform them. Whereas workflow management software tools can help you design and standardize business processes attuned to the requirements of the very employees who define them.
This could also be aligned with the establishment of responsibilities in the company. A traditional organisation will define employee privileges in each process along with the hierarchical layers of existing positions. Workflow tools will eliminate this process and enable owners to define the guidelines for establishing responsibilities within a team.
Sometimes, important data is retained in the hands of those with higher positions in the organisation. This not only can lead to a feeling of insecurity amongst staff members but also important decisions could be made without having access to this data. A wrong decision is made due to a lack of transparency and knowledge.
When knowledge is shared through a properly documented processing workflow tool with those who really need it, transparency is achieved, and bad decisions are few and far between. This also increases teamwork, innovation, the search for creative solutions and decreases the learning gap.
The Standard Operating Procedures (SOP) model is a universal document that gives instructions on a proper operation such as rules, sequences and procedures. The less organised structure will base their standards on it and can be very difficult to maintain.
A workflow tool will offer a process mapping technology that will always meet the compliance standards and recommend points to improve, so performance is increased. It will not allow room for deviation from the roadmap.
Being able to measure your business’s performance is essential to making progress. You need to be able to quickly identify where the business has succeeded and where the faults lie. Businesses of old will attempt to do this at the department level by usually manually calibrated KPIs (Key Performance Indicators) which provide a focus for strategic and operational improvement. It goes without saying that this is time-consuming and restrictive.
Workflow tools allow you to record and monitor company-wide performances all in real-time, incorporating all departments as an integrated view. This is less restrictive and uses the ‘agile’ methodology – enabling an adaptive approach to planning, enhancing a continual improvement with a flexible response to any changes along the way.
So just a few reasons as to why workflow management is important to your business. There are many more that I encourage you to search for. We haven’t even touched on how the customer experience is enhanced by having workflow software in place. In short, if you want to improve the performance of your business, introduce ways to automate your processes through workflow management software.
Note: All images courtesy of pexels.com