Best Ways to Improve Your Company’s Workflow System
“Building smart processes to streamline workflow can make the work easier and the results more reliable, which keeps my head above water and my clients happy.” ~ Mark Mason
Have you ever wondered, “What do big brands and corporates do differently that makes them successful, despite the complex internal operations, diverse workforce, and high market demands they’re predisposed to?” Well, you can be certain that one edge they have over other entities is their clear, defined workflow systems in place.
Workflow is the most crucial element in any organization that dictates efficiency and productivity. It entails proper management of tasks and employees through the coordination of all the activities, including the distribution of work and interaction between employees and the internal and external stakeholders—from ideation to execution.
For these processes to work seamlessly, organizations need to integrate a well-structured, intelligent workflow system into their business models and value chains. Truth be told, many corporations (particularly SMEs) are waking up to the fact that they’ve been missing out on this core driver of success, which is why the industry is witnessing an upsurge in workflow solutions.
As of 2021, the global Workflow Management System market size was valued at over $14.5 billion and is projected to reach $58.6 billion by 2027, growing at a CAGR of 26.17%. With such a boom in the market, entrepreneurs are left pondering how to optimize their business operations to stay ahead of the competition. This guide, therefore, highlights cost-effective solutions to that, below.
Chapters
Evaluate Existing Workflow Processes
It’s not uncommon to find average SMEs not assessing or analyzing their existing workflow processes before implementing new systems. If that is your starting point, is high time you reconsidered your approach, as it could create incompatibility between the acquired solutions and your internal operations, leading to little or no value offered. This is because your current processes are flawed, and so the solutions wouldn’t work regardless of how efficient they are.
Your first step is to list all the stages in your current business process management—from planning to optimization. Then input all the departments within the corporate structure that are influenced by these phases. These may include customer relations, human resource, supply chain, finance, marketing, and so on. Take note of the tasks under each process, the employees and stakeholders involved, and their inter-relationships, and look out for areas of inefficiency.
You’d need to audit this list using KPIs and metrics, which will help you resolve bottlenecks within the system and set standards by which amended processes would run.
Improve Employee Relationships
One of the biggest challenges in achieving optimal workflow in an organization is ensuring optimum employment relationship management. After all, machines and programs aren’t intelligent enough to make key decisions regarding human resources, even though they flawlessly perform their assigned roles. A single conflict between employees can easily derail the entire process, resulting in costly mistakes and project delays.
This conflict need not necessarily be confrontational. It could be the absence of information flow from one department to the other due to employees typically working in silos or differences in opinion regarding assigned projects, which can be solved through improved communication. This makes it important to incorporate systems and procedures that facilitate employee engagement and communication at all times, such as team communication apps and staff retreats.
Some companies go the extra mile to hire an internal communications specialist who is tasked with creating and implementing employee and recruiting strategies that actively engage internal audiences, leading to a highly motivated and productive workforce. Many of these professionals can be found on Leadar, a vetted B2B database that simplifies access to top-tier service providers and consultants worldwide.
Prioritize Automation
Manual workflow is the least efficient means to run an organization, as it requires direct supervision by a human manager, is prone to errors, and delays in implementation. It also increases operational costs as it requires higher investment in skilled labor. On the other hand, automation eliminates the need for direct human influence, which saves on labor and reduces workload for your employees.
This allows them to focus on more creative and critical tasks, increasing their efficiency and output, which means faster response time for the market, reduced errors, and a better return on investment. Automation is particularly useful for streamlining repetitive, structured tasks in an organization, including billing, HR functions, internal communication, customer service, and inventory management.
Part of your automation resources should include a workflow management system, which helps to set up, execute, and monitor all workflows on a centralized platform. According to reports, this solution can save up to 77% of your time spent on routine tasks, increase data accuracy by 88%, and improve your business processes by 60%.
Set a Budget
As an entrepreneur, you have a tightrope to walk between achieving a favorable ROI and managing your workflow process. While you’d like to get the best in the market to automate your processes, your budget also determines what you can afford to pay and what you cannot. In this regard, a cost-benefit analysis is essential to determining whether or not your budget aligns with your business objectives and whether you can invest in your business or outsource.
The best decision would be to set a budget that matches your current business status and your long-term business plan, as well as allows you to make changes as they become necessary. This could mean saving up for a more elaborate solution or purchasing affordable equipment for now. This also applies to any client-based project you undertake.
Imagine that as a tech solutions company, you need to invest in a new project management and collaboration system to enhance operational efficiency. However, in doing so, you fail to establish a clear budget for the project. Here’s what would happen. Your company might find itself in a situation where expenses related to software licenses, training, and implementation spiral out of control. This oversight could further lead to financial strain and jeopardize the overall success of your initiative.
However, if you and your management team were aware of the financial implications of each stage of the process, you could make more informed decisions and effectively allocate funds to the most essential activities, ensuring that the project stays on track.
Conclusion
No business is without its challenges, but by taking a systematic approach to analyzing and addressing operational inefficiencies, business owners can better align their resources and streamline operations. This is made possible with the help of a sound workflow system that ensures effective resource allocation, efficient communication, and accurate monitoring. The good news is that any willful entrepreneur can implement the strategies discussed in this guide to achieve greater workflow efficiency within their organization.
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