When working on a project as a team, tasks must be delegated properly and constantly monitored as the group works with the same or different tasks at the same time on a given timeframe. Even with all the planning, research, and providing the requirements in the project, you still need a solid strategy to execute everything. By streamlining all your tasks in a workflow, you’ll get to your goals faster and in an orderly manner. With the benefits offered by having a proper workflow management system, you are more likely to succeed in any project you do.
What is a Workflow Management System?
A workflow management system (WfMS or WFMS) refers to an order implemented by a company to enable the seamless execution of workflows. Managing workflows covers many processes such as following a controlled routine, finding redundant tasks, setting deadlines and budget constraints, and identifying areas that need improvement. With WFMS, a team or an organisation can create an ideal workflow, execute tasks efficiently, and provide an ideal limitation.
In this system, the assurance that the completed tasks given from a unit of the organisation can be an individual or a group will reach the next individual or group who will do the following process. This also ensures that no redundant tasks and unfinished workloads are being followed up.
Key Components of a Workflow Management System
- Input– these are the needed requirements or materials to complete a project. Each task begins with identifying what you need to have before doing what you need to do. This will lessen the hassle during the process of making your outputs. Inputs can be a contract, documents, client or employee information, software, office items, or anything that is needed to complete the job.
- Predefined Steps– these are specific actions that bring the inputs to the next process level. These steps must be predefined to create clarity from the beginning of the process up to the project’s endpoint. This could mean sending an email, signing documents, deliberating tasks to a team member, and the like.
- Stakeholders are the ones responsible for carrying out the tasks. They must ensure efficiency and activeness even if some workflows allow specific processes to be automated. It is also within their power to make sure that no disruption happens in the workflow. Interfering the system is permitted at given conditions or when problems arise.
- Conditions are the rules to be followed in a dedicated workflow management system. In this component, specific tasks are identified, whether already finished or not, and then the next step of the workflow is determined.
- Outputs are the outcome of each process and the result of the overall workflow.
Workflow Management System Benefits to Keep Your Business Productive
Today’s technology allows workers to increase productivity with lesser burdens by using personalised software tools to streamline business routines for optimal efficiency. According to information-age.com, 90% of workers are burdened with boring and repetitive tasks. With the help of WFMS, tasks are done in an automated way reducing tedious tasks while improving customer and employee satisfaction at the same time. Other than that, listed below are some of the benefits you can get from using WFMS to keep your business as productive as it can be.
1. Increase connectivity between team members
Streamlining collaboration and communication among teams ensures high productivity, resulting in high quality of output. WFMS connects people to people, software, and other entities while communicating and doing the job simultaneously. The system will draw data, and the software will run a specific workflow for them. This way, you can lessen errors and create a stronger connection between you and your team.
2. Reduced errors and redundancy
Errors are indeed unavoidable. But with WFMS, you can prevent errors from occurring and if not, you can proactively track and work on the errors in your output at an earlier stage. The system can ensure fast task tracking and timely delivery of projects.
3. Increase productivity with definite accountability
In an ITChronicle.com article, workers spend a whopping 69 days per year on administrative tasks, which equates to a loss in productivity worth $5 trillion annually. With the automation process of workplace management systems, employees or team members can save the time used for sending emails, waiting for approvals, or updating information. They can continuously work and stay in a loop smoothly and without hindrance.
Internal controls are managed efficiently also because actions done in the workflow system can be tracked and determined. As a result, employees will be careful knowing that whatever task they do within the workflow management system will be tracked and held accountable for their actions. This also increases trust and transparency among employees since everything happens out in the open.
4. Eliminates repetitive manual task
In an article, 88% of the surveyed people believe that if a repetitive task can be done in automation, then humans should not be the ones carrying it out. A workflow management system solves this problem. The predefined steps in workflow systems with set conditions automatically delegate the task helps in reducing redundant manual tasks, hence improving team members’ productivity.
5. Multiple tasks can be handled easily
Workflow systems are highly organised tools where you can do as many tasks as you like all in one platform. You can check your employee’s status, reports, information, approvals, and requests, or send emails within the system without transferring platforms, which is a time-consuming task.
6. Improve work culture
If an organisation, a group, or a company streamlines processes and engages in a structured workflow system, you will meet your goals faster while improving your business work culture.
To summarise, No one wants to work in an unorganised way. By implementing a workflow management system, your business goals can be reached faster and orderly with the assurance of efficiency, high-quality output, and increased productivity. No matter what size your business is, it is critical to implement a system that will meet your company’s needs to provide satisfaction not only for your customers but to your employees as well.