What is Workflow Management?

by Cecilia on

Getting your business to operate in the most efficient way requires effective workflow systems and tools. Workflow management helps your staff assign, communicate and complete specific tasks within your business. In most cases, companies utilize Workflow Management System (WMS) software to help everything work together smoothly and increase productivity. WMS is useful in coordinating virtually every business procedure as well as evaluating the specific outcome of each task. Like a skilled conductor of an orchestra, good WMS software should bring all the individual players into one integrated and cohesive unit. Overall, a quality WMS program will:

  • Provide a complete workflow picture
  • Automate repetitive business tasks
  • Transmit completed work to the next appropriate person
  • Highlight uncompleted tasks for quick follow up
  • Document performance metrics and create important reports.

As a powerful business tool, excellent Workflow Management Systems should have desirable features to help streamline your business. By understanding what options you need to optimize essential business tasks, you can save your company a lot of time and money. When deciding on a WMS program for your business, you may want to look for the following features to get the best value for your investment.

  1. Effective Systems – There are several important functions inherent to excellent WMS software. These systems include proper routing of documents and information, efficient distribution of assignments, coordination of concurrent activities and prioritizing specific jobs. When you have effectively programmed your WMS to handle several aspects of your business, you should see a substantial rise in productivity across the organization.
  2. User-friendly Software– Good workflow management software should be easy for everyone to use. From the initial setup to managing workflow within your business, the software should perform complicated processes in the background while you set up simple company procedures. From creating forms to requesting specific reports, you can save your staff a lot of headaches by choosing a user-friendly WMS program.
  3. Cloud Technology – Cloud-based software is a must-have in today’s workplace. Instead of constantly updating expensive software programs, WMS with cloud technology allows your team to access important data whenever they need it. In addition, look for software that will integrate with other popular Cloud programs like QuickBooks or Google Calendar.
  4. Access Control – Some workflows do not need to be shared with everyone in the office. It is important to choose a software package that allows you to customize which user can access certain documents, make changes or approve requests. In this way, you can control sensitive information or route pertinent documents to the right people.
  5. Status Indicators – When your company begins automating several business processes, it is essential to quickly monitor which procedures are working smoothly and which ones are falling behind. Good WMS software will have easy-to-read graphics to highlight the status of each task.
  6. Business Activity Notifications and Reports – To effectively manage workflow tasks in your business, your software should send timely email notifications, especially when significant deadlines are approaching. Moreover, you should be able to request specific activity reports for your leadership team to analyze how efficiently your company is running.

Overall, workflow management is an excellent way to eliminate redundant procedures that can slow your business down. With the right Workflow Management System, you can increase productivity, monitor individual and team performance as well as grow your company to the next level.

Written by: Cecilia