Understanding Workflow Management System
Workflow management system is a solution that’s being adopted by more and more private sector companies and government entities. Not only does it bring impressive benefits in terms of delivering immediate savings, but managing workflows also powers productivity. It makes a huge difference for every professional who constantly feels overwhelmed by the giant pile of paperwork on their desks and the number of tasks needed to be done.
There’s often some confusion about what “workflow management” actually is and how it can benefit an organization. To define it and appreciate what workflow management system accomplishes, we should first define what is a workflow.
A workflow is a sequence of repeatable tasks involving people, process, and data, driving to a desired outcome. The key here is to understand a workflow as a procedurally-driven series of actions and handoffs, where an item, data, documents, or delegations are executed and passed from one participant to another, in a controlled and structured way.
Workflows are as diverse as the industries and people that use them. Below are three types of workflows that you can use in your business:
1. Process Workflow – It happens when the set of tasks is predictable and repetitive. Business process workflows are set up to handle an unlimited number of items going through them. An excellent example is bank account closure.
2. Case Workflow – As more data is gathered, the path required to complete an action item becomes clear. However, they are dependent on a human or an intelligent bot to discern the right path. Support tickets for court cases and policy claims are good examples.
3. Project Workflow – This type of workflow is temporary. It follows a structured path similar to processes, but there may be more flexibility along the way. Think about releasing a new version of your website. Another website release may not be done for a long time and will not likely follow exactly the same path.
So, what is a workflow management system?
A workflow management system is a digital tool that provides the infrastructure to arrange, track, control, and coordinate the tasks known as workflows.
It allows users to create a visual representation of the workflow including all conditional tasks and exceptions. It allows for the analysis and measurement of the processes so that opportunities for improvement and streamlining may be identified and made. Moreover, by offering a centralized platform for team communication and collaboration, it ensures enhanced productivity especially nowadays that many organizations work remotely.
The best workflow management system not only standardizes repeatable processes, but also has the capacity to digitize forms and documents, automate routings and notifications, and centralize oversight and secure compliance.
Most workflow management systems are only geared toward process workflows – those that are predictable and repetitive. However, organizations that are serious about workflow management usually have a central workflow management software that each department can use to create their own workflows.
The following are common processes across different industries (including government entities, human resources, IT, private businesses, etc.) that can be automated using workflow management systems:
· Accounts Payable/Receivable Processes
· Budget Approvals
· Bank Opening/Closure
· Capital Expenditure Requests
· Citizen Feedback
· Collections Processes
· Employee Hiring and Onboarding
· Event Reservations
· Grant Applications
· Incident Reporting
· License Requests
· Maintenance/Work Order Request
· Permit Requests
· Procurement Processes
· Purchase of Software/Hardware
· Safety Violation Reporting
· Salary Changes
· Service Requests
· Travel and Reimbursement Requests
· Vendor Approvals and Management
Build Automated Workflows with Attaché Docs
“As workflow and business process management (BPM) become outdated and increasingly ineffective for less-structured work patterns, providers that offer improved analytics and information modeling will emerge as leaders.” – Le Clair, C. The Forrester Wave™: Dynamic Case Management
From simple online form creation to complex resource and workflow management, Attaché Docs allows you to automate workflow through simple and powerful features that contribute to an increase in your organization’s performance.
Report on key metrics and get real-time visibility into work as it happens with automatically generated reports, dashboards, and automated workflows built to keep your team connected and informed. With Attaché Docs, you can schedule and assign tasks, meet deadlines, and make critical decisions in real-time.
If you are looking for a way to organize and manage your workflows, get started with Attaché Docs.