20 ways workflow software can increase your organization productivity

Several businesses are running all over the world. They all have different working process and environment, but there is one thing that makes them all stand on one side.

All of them want to increase the productivity of their organization. Well, there are several ways to achieve so, with the topmost being the applications of workflow software. Such software are of tremendous help in taking the productivity of businesses to new heights.

Following are the solutions offered by workflow software to enhance the performance of any organization:

Get All You Data at One Place:

The biggest advantage of having a workflow software on board is you don’t need any dedicated person to keep record of all the documents and processes related information. All your data is kept by the software in a proper fashion and you can access it anytime and anywhere.

Nothing, but Tidiness:

Unlike the files and document that occupy the most of your desk space and make it look cluttered, you get to organize all this with any workflow software. All your data and files are kept in an orderly manner. Most of the workflow software like Airtablen and Smartsheet have this feature.

Finance Management:

No matter what sort of business you run, you just can’t manage without an accountant. The job of the same accountant becomes simplified when you have a software like Logicgate. It helps in the better management of finance related needs.

Use other Cloud Services:

Companies keep a lot of data pertaining to their several official and non-official related processes. All this data need to be in synchronization with all the essential information related to sales report, calendars, cash flow, documents, finances, emails, etc. Lacking in doing so will take a toll on your productivity.

Exploit Cloud-based Options:

There is no doubt that cloud based technology has made access to your data a cakewalk. You can store all your information on cloud based platforms such as those provided by iCloud, Google Drive, and Dropbox. This way you will be able to manage your data easily.

Tailor-made Process:

It helps you greatly in designing the trend and nature of any work related process. You get to weigh all the factors that are to be included in the process and get an idea about the cost that you incur in the project.

KPI Supported Data:

There are several workflow software that empowers you to enhance your productivity by generating key performance indicator based reports. Such data enables you to focus on the factors that are affecting the performance of your organization.

SLA management:

With the assistance of workflow software, you can review and manage your service level agreements (SLA) adequately. It will keep you informed of the tasks that deserve more attention.

Timely Notifications:

The necessity of having a workflow software lies in meeting all the requirements on time. For this, you need timely notifications of the various processes undergoing progress in the organization. This task is aptly carried out by a workflow managing software.

Manages Your Personal Activity:

You don’t enhance the productivity of your organization by making the most of all the working processes. In addition to which, You also enhance it by organizing yourself. You get to manage your passport, visas and other travel and business related documents efficaciously.

Review Your Budget:

The workflow automation offered by Smartsheet platform helps you in organizing your business by reviewing the budget and timelines based needs. It ultimately betters your decision-making process and stimulate to get the desired results.

Process Based Management:

In addition to managing all the workflow at any point of time, you can manage and concentrate on separate processes as well. It all depends on the priority and necessity that where you seek more improvement and output; hence, manage the activities accordingly.

Crystal Clear Reports and Working:

You don’t need any personal assistant to inform of you the several running processes as the data can be misleading. The real time information furnished by your workflow software apprises you of the current scenario and empowers you to handle the working efficiently.

Manage Your Marketing:

There are workflow software like Zapier that apart from empowering you to manage your projects, also enable you to review your marketing parameters. It lets you integrate over 500 emails and documents related to marketing, project management and social media platforms.

Analyze Your Performance:

What can be more beneficial about a business aid that renders you with the power to analyze your performance, make decisions intelligently and on time, and delegate the work accordingly. All these facets of workflow software like LogicGate become super easy.

Better Communication:

Software like com and Asana, in addition to managing the data of small to mid-sized organizations, also help in knowledge sharing. The software facilitate in easy communication among the employees and keep them apprised of the necessary information.

Improve Customer Relationships:

Customers is what every business seeks, and with the software that helps in maintain good relations with customers, working becomes quite fun. Katabat is one of the several software that improves customer relationships. It helps you to deliver good customer services.

Manage Your Team:

If you are into the profession of writing and have several freelancers on-roll, then Camayak will assist you aptly. It helps in the management of freelancers and keeps track of their assigned and completed projects.

Monitor Your Employees:

Workflow software keeps you informed of the activities of your employees such as when they sign-in for working, when they are out on break, and when they leave for their places. This way, you can know who has been more punctual and dedicated to work.

Introduce the Required Changes:

Based upon the workflow processes, analysis, monitoring of employees, etc. You will have a better picture about the changes that must be introduced to improvise the overall working. Working upon all these parameters will lead to improvement in the productivity of your business.

10 Reasons Why Every Startups should Use Workflow Software to Automate the Process

The idea of launching a startup sounds pretty cool and is likely to bring a sweet smile on your face. You will be your own boss, no fixed working hours, no one to question your decisions, and  no one to interfere in your working. Do you really think it is that easy?

Well, there are lots of details that demand serious attention, laborious work, time, and what not?

However, there are methods that can make your all tasks somewhat easy. One such method has been offered by technology in the form of Workflow Software.

There are several software produced by software engineers and companies to assist organizations in their working. Following are the benefits that startups can gain by having workflow software on their boards.

No Cluttering of Documents:

A startup gets to deal with huge piles of documents in its beginning phase. Hence, it becomes a necessity to have a foolproof mechanism to manage all the information efficiently. There are workflow software such as Spreadsheet that help in maintaining all the documents in a proper fashion. These documents can be viewed anytime, and based upon the analysis, required actions can be performed. You will have the luxury of assigning documents to different categories based upon the type of process involved.

Access to Information with Cloud-based Technology:

When it comes to managing a startup, there will be a lot going through your mind. With the aim of being more productive in less time, you can’t walk around with all the data in your hands. For this, you need to exploit the cloud based services. Platforms like Google Drive, Dropbox, and Mega are perfect to store your valuable information. You will be able to access this information from any location provided you have access to the internet.

Work Efficiently with KPI based Reports:

Workflow software are a great tool to analyze the performance of various parameters. These software render you with reports based on Key Performance Indicators. It will give you a clear picture of as to what has been working well so far. On analyzing the reports, you can narrow down the analysis to the factors that affected your productivity. Work out the strategies to better the performance by improvising the non-productive or less beneficial assets.

Manage Your Finances:

The good thing is you are starting a business; it could be challenging to find a reliable and skilled accountant. While starting a business, there will be an immense flow of money, and it will be both ways; in and out. To keep record of all the finance related information, Software like Kepion, and Logicgate will do the job perfectly. In addition to maintaining your record, you will have the luxury of analyze the stats and make decision wisely.

Transparent Processes:

With a workflow software, you get to store your documents, manage your finances and review your performance. All these parameters will render you with the transparent working of the business process. There is no room to doubt the authenticity of the data produced by the software. By studying this information, you will have a better and clearer picture of your working. You will be able to pay better attention to your business activities and manage your time efficiently.

Performance Analysis:

In the beginning of a startup, you need to take every step consciously. Any sort of negligence can put you in an adverse situation. Workflow software such as Logicgate and Katabat are a powerful tool to analyze the performance of your working processes. These software empower you to review the working and share the same with other team members. By studying your performance and working out the necessary ways, you will always have an edge over your competitors.

Better and Effective Communication:

Inception of a business takes a lot of time. You have several processes and departments that demand serious attention. Hence, you can’t be moving to your every team member to share any information. To help you out in such a scenario, Asana software is of immense help. You get to share all the information with your team members, and devise necessary future plans. It saves a lot of time which can be spent on other facets.

Formulate Marketing Strategies:

One of the biggest benefits that workflow software offer is time management and flawless marketing strategies. Software likes Wrike and Kepion are quite powerful tool to achieve this aim. You keep your data on these software and analyze the same. With the applications of the intrinsic tolls of the software, you get to formulate business strategies. All these strategies are created after careful study and comparison of all the data. Working of the software ensures that there be no chance the failure of the devised marketing and business strategies.

Better Management of Teams:

In the beginning, you will be a small team, but the need to manage the team will be same as that of any big organization. You will require to keep record of working hours and break timings of your team members. It will help you to ascertain who has been more productive and punctual. Most of the workflow software come with this feature; hence, it won’t be difficult to find one. With a suitable software, you will be able to utilize the time of your employees in an apt manner.

Manage Social Media Accounts Effectively:

In addition to managing your offline and online business, maintaining authentic business related social media accounts is also a necessity. Having social media accounts is more important for startups as they need all the limelight that they can grab. It helps in getting in touch with a larger population and makes them familiar with your services and products. Software like Buffer Publish, Buffer Reply, and Buzzsumo are of great assistance to manage your various social media handles. Though all these software have different features, there eventual purpose is to make management of such accounts effortless.

What is Workflow process and different types of workflow process

What is Workflow process

The sequential arrangement of procedural tasks that occurs for effortless processing of tasks, documents, and the information is known as workflow process. It is a magical way to maintain coordination among employees, multi-tasking staff and other members of an organization. If a company holder is seeking enhanced productivity and managerial efficiency, then maintenance of a workflow process is something that can help a company touching the sky.

The workflow process is quite usual among almost every businessman as it assists in gathering knowledge about the progress of some services or projects. It does not depend on types and functions of industries, but, whenever there are two or more than two people are involved in the management of something, it gets created. Thus, a simple series required for conduction of good processing is known as workflow process.

Regardless of human beings, computers or any super digital devices, a workflow defines them all. But, it has three primary qualities or can say its terms or conditions, without which it does not make sense. On the very first note, repetitions will always be there. Another is that workflows cannot define the working of a single person. Last, but not the least say that progression of steps cannot be unpredictable at any cost.

  • Definition of Workflow process:

The renowned and reliable encyclopedia of words, the Oxford dictionary defines the workflow with this definition: “The sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.” Thus, the description is quite lucid to articulate the real meaning of workflow.

  • Types of Workflow process:

After understanding the term, now comes to know the types of tasks involved in a workflow process, then one can divide these into two categories, human or computer-based tasks. Human tasks include creation and approval of documents along with the picking data from various files and compilation of that. On the other hand, the tasks which involve analysis, and transfer of data from one source to another lie in the category of system tasks.

  • Workflow management system:

While paying a keen eye to a workflow process, there comes a new term “workflow management system,” which can be depicted as the compilation of some workflows. A bit more than the sequential arrangement of tasks provides the real meaning to the management system of workflows.

Suppose you are looking at the workflow process of a consumer, then you can arrange the steps from the choice of things, preparation of invoice and purchase for paid items. But, on the other hand, the same process will be there in case of vendor too. So, management of both processes will be conducted by the retailer which is known as a management system for the same.

  • Types of Workflow process:

While coming to types of process, one should keep in mind that neither the kind of workflow process nor arrangement of tasks can be identical in all the cases. Hence, there is a need to have a look at the types of process, so that one can illustrate a clear interpretation of tasks from provided data. There are three types, which are defined as follows.

  1. Sequential Workflow

As the name suggests, the sequence must be moving forward in the case of the sequential workflow process. A standard flowchart is a perfect option to describe this type, where one step comes after another, without any backward movement.

Illustration: Suppose we are depicting a flowchart in the formation of curd, then we will add milk and some amount of lactic acid into the same. This will lead to fermentation and curd is ready to serve. But, if you are thinking to make the milk back from curd, then it is next to impossible.

Thus, it is straightforward to understand the sequential process by relating the term with this illustration as the process does not contain coming back to the initial stage.

  1. State Machine Workflow

“State” to “State” are those words which can add meaning to the terminology of state machine workflow. These workflows are bit composite as these contain both to and fro motions of the steps involved into it. If there is any requirement of coming back to the initial or previous steps, then it is not much challenging to achieve that level in these workflow systems.

Illustration: Suppose a customer visited a cafe to have coffee, then the process of formation will be identical in each case, but he may need to warm the coffee again, then the provider needs to incorporate some steps back.

With this example, you can understand that the state machine workflow process contains returning to the previous steps if needed. The progression of levels of the performance of tasks is all which can compile to make the formation of the whole process.

  1. Rules-driven Workflow

Rules-driven workflow is not much different than the sequential one, as its implementation is based on the same strategy. But, there is the addition of some triggered rules as the progress of the workflow chart depends on those rules.

Illustration: Suppose a customer is willing to buy a dress, then the sequence of workflow will remain the same. But, the whole chart will get differentiated by the choices. For example: If an individual wants to buy a black dress, then they can get the size 34 only, and if yellow, then all the sizes are available. Then, the step A, which includes a choice of color and size may vary according to demand. But, step B which provides for payment will remain the same.

In this way, we can understand that the rules-driven workflow is quite identical to the sequential one, as there is no back movement, whereas steps can diversify.

  • Benefits of arranging the workflow process:

The coordination of tasks through the workflow process endows the people in business with a plethora of advantages, which are as follows.

  • The processes will have more transparency than before.
  • The reaction time in the businesses will get a rapid increase.
  • More will be the production.
  • Accountability will get improved with the implementation of the workflow

What is Workflow? 50 examples of a Workflow process

Workflow merely is defined as the execution or automation process which takes place in the business. It is responsible for transferring information as well as documents from one applicant to another for suitable action.

This process of communication is transferred according to procedural rules. The term applicant is suitable for a person, or it involves an automated process such as a computer system. This can take place in local as well as a remote organization. The primary purpose of a workflow process in an organization is to coordinate the tasks between several groups of people. This can be essential for synchronizing data between two partial systems, for receiving ultimate goals or improving organizational efficiency, profitability, and responsiveness.

In simple words, the workflow Process refers to a sequence of activities or documentation which is used to achieve a business outcome. In some cases, the process can be linear which can be in the form of actions as well as pre-defined business rules. Workflow process involves illustration of regulations or activities to identify the steps which are either automated or human-based. The working of a workflow process can be in the form of a data flow diagram.

Working of a workflow process:

Working of workflow process starts with sending a request or by merely giving inputs. In this mechanism, several steps are taken for superior outcomes which are also known as output. Workflows processing can be transformed or passed from one level to another.

The processing can be in the form of block chains or step by step workflow engine. This can be used in handling the multitasking systems such as computer systems. Through workflow analysis, every business or an organization can examine the current scenario of working through step by step procedure. Thus we can say it is used to rectify the current state or to build proper levels for a futuristic approach.

The idea of workflow processes begins with manufacturing; thus the up to date businesses are adopting this term for capturing the levels taking place. This can also be notified as “business process management.” Business psychoanalyst takes help of workflow tools for the growth of a business. Whether it’s about integration or examining the automated processes can eliminate manual steps individually.

Benefits of workflow process:

  • Improved accountability
  • Process transparency
  • Improved productivity
  • Faster business reaction time

50 examples of Workflow process:

Ecommerce Sales Workflow:

Some of the examples of sales workflow are effective for process management. This can provide the idea of top-line revenue growth as well as bottom-line cost management improvement. In terms of E-commerce websites, sales workflow process involves customer-online order-payment methods-delivery. It is about how everything is linked and organized.

Customer success Workflow:

The Workflow process in terms of Customer Success can be explained as a group of activities which are used to increase the production or can build stronger bonds.  These activities involved in this process are telephone calls, site visits, online conferences, analysis of the product, general research.

The elements used in this process are:

Strategy-process-people=increase the productivity

Project management Workflow:

As this process is used to manage the projects or a time-bounding venture and job that are used for serving a specific purpose. Projects management is specially designed for a specific outcome such as services.

Marketing Workflow:

It can be in the form of advertisement such as blogging, social media to increase the awareness among customers. Content marketers can take help of link Process Street to tools for writing as well as promotion.

Human resources Workflow:

Dealing with HR processes, such as employee onboarding as well as offboarding, comes under it. Computerize the repetitive tasks which take place in the day-to-day workflow process.

Team communication Workflow:

Communicating with a team to reduce the number of places throughout the process is considered as the main advantage of a workflow. Thus we can say sharing information from one place to another through an automated system is quite preferable.

File management Workflow:

In this, we can deal with the various documentation processes such as invoices, contracts or any files. You can either copy them or shared through Dropbox as well as Google Drive.

Manufacturing Workflow:

It can also be used in the product assembly process, such as for quality assurance or in case of corrective as well as preventive maintenance process.

Finance Workflow:

Managing a budget or for preparing financial worksheet this process of workflow is quite effective. Moreover, in this digital era, you can figure out the financial structure of the company as well as can perform various functions such as an invoicing process, risk management, and a billing process.

Health sectors Workflow:

Maintaining records or categorizing equipment according to its working can be arranged through the workflow process. This can be used regarding medical assessment, as well as preparing records of patients and other staff. Hence we can say it can be used in hospitals or clinics.

Banking:

In this digital era every single sector is growing rapidly; no doubt all credit goes to the automation industry. Talking about banking a single mistake can lead to great problems thus the workflow process is used in creating customer onboarding, or credit check systems.

Travel:

Undoubtedly online booking is an advantageous feature of technology. This can save time as well as can provide better options. In this process, the workflow system can hold the data of either trip bookings or agent billing.

Defense:

Talking about one of the important sectors, i.e., defense the process of workflow plays a vital role. It is beneficial in terms of situation room process as well as the emergency management process.

HR:

In top MNC’s HR has to perform several roles such as starter’s process, a leaver’s process, and a vacation request.

Public Sector:

Step by step procedure either in terms of various applications such as ATMs, traffic lights or digital, etc. The proper system is used to manage the working scenario which is not possible by having a workflow system.

Government services:

There are number of applications which are used for registering government services as well as going through the process of working.

Compliance:

In this, a workflow process can be used for a safety audit, a legal check, etc.

Filling a job vacancy:

In this, we can consider the working process such as publishing vacancy on the website, notify hiring, engaging customers, interview, and joining, etc.

Approving expense claim:

In various sectors employees have to go through the process of expense claims. In this, a workflow process is used to fulfill various steps such as submission of expense, approval or rejection comments, and paid expenses.

Approval document:

Workflows often include approval or rejection data. The approval documents are further assessed to save files from Google Drive, and further send them to customers through notifications email. It involves certain steps to review document, updating and achieving files.

Opening account:

This involves the onboarding process which can be used in a bank or any business.

Process insurance claims:

An electronics industry configures a proper data flow diagram. Through a standard software solution, you can easily understand the process of an insurance claim. For example, through this, you can visualize the high-level process, with the latest techniques for partitioning complex work.

Fulfill purchase order:

In this process, you can easily check the notification of purchase details through email. The various steps are included in this such as check purchase order, wait for available stock, shipment of product, send rejection notifications, issue invoice.

Invoice customer:

A critical process such as payment methods are the perfect examples of workflow automation. These are used to avoid delays or if forgotten tasks. Some steps like slow handovers as well as manual notifications come under it.

Follow up contact:

There are certain tools which can be easily used in the process of workflow automation. For following the contact sales lead the initial startup which involves certain steps such as sending a friendly response, research lead, and request sales meeting, etc.

To purchase requisition business process:

A workflow process is used to control purchase requisition. After creating a purchase requisition, with a workflow process, your supervisor can approve it.

Example of a service request business process:

In this, a workflow process is created to handle the service requests. Moreover, an entrepreneur can use various other tools or software for service desk functioning. Through a workflow process, you can start a record management process.

Example of a work order business process:

In this, it is used to manage work order. After generating the preventive maintenance work, the route is configured.

Business process automation examples in a logistics company:

Help to manage the complex processes by a single block chain process such as a logistics company. To handle hundreds of customers, internal controls as well as maintaining costs a chain is created.

Business process automation examples in a network of gyms:

We can say that either in small business or branches, to offer services automation processes is created.

Business process automation examples in a mining company:

Companies take help of workflow process to sort out the complex operations, and for major investments.