Competitive organizations are continuously looking to enhance efficiency and streamline their operations. One powerful solution that is gaining momentum is to use Workflow Automation in this regard. In this article, we will discuss the importance of workflow management and what it takes to implement it in any organization.
What is Workflow Automation?
Workflow automation is the process of automating repetitive and complex processes in an organization, that require consistency and timely delivery of objectives. It involves designing, executing, and monitoring workflows that consist of a series of steps, each of which can be performed by humans or machines.
Importance of Workflow Automation in an Organization
Workflow automation can help organizations improve efficiency, productivity, quality, compliance, and customer satisfaction. It enables improved resource allocation, enhances collaboration, reduces operational costs, and accelerates process completion.
Benefits of Workflow Automation
Some of the benefits of workflow automation are:
- Enhanced Efficiency: Preplanned sequencing of tasks accelerates process completion, reducing the time and effort required for the delivery of organizational objectives.
- Error Reduction: Automation of some of the mundane tasks in a business process, minimizes human errors, ensuring speed and reliability in operations.
- Improved Collaboration: Workflow automation fosters collaboration by providing a centralized platform for communication and task management between departments and individuals.
- Cost Savings: Streamlined business processes help organizations to significantly reduce operational costs and allocate resources more efficiently.
Four Types of Workflow Steps
Workflow Steps in a Workflow Management System, result in the creation of different types of tasks. Ideally, four types of workflow steps should be available in a workflow management system. If you think carefully, you may agree that if a workflow management system can cover all of the following types of tasks, that leaves nothing else to worry about:
- Regular Standard Tasks: Tasks that are automatically assigned to individuals to ensure consistent execution, so that each person knows what they are supposed to do, when, and how. Such tasks may require more complex human thought, interaction, and activities.
- Approval Tasks: These are tasks created for getting approvals for specific individuals or groups. The approvers should be able to easily approve, reject, or reply to approval requests. Workflow Systems must have the ability to track approvals and follow the process or stop it based on the outcome. Approval Tasks result in swift decision-making and preventing bottlenecks.
- Document Tasks: A Document Task should assist in the automatic drafting of documents. It should auto-populate relevant business data in document templates, to speed up the generation of contracts and other documents.
- Robotic Process Automation (RPA) Tasks: RPA Tasks can automate mundane and repetitive tasks, such as data entry in internal and external systems the organization uses. Allowing software robots to perform repetitive actions, enhances speed and accuracy.
This ideal combination of the above workflow steps will ensure a comprehensive coverage of tasks, leaving no gaps in the workflows. However, the challenge is how to find an ideal workflow automation tool that can provide all of the above-mentioned workflow step types.
Choosing the Right Workflow Automation Tools
Choosing the right workflow automation tools is crucial for achieving successful workflow automation implementation. When choosing workflow automation tools, consider some factors such as:
- Criteria/Requirement Assessment: Conventional wisdom says that to choose your Workflow Automation tool, an organization should look at its specific business process requirements. However, our opinion is very different. We believe that for any workflow automation tool, one of the most important criteria ought to be whether the tool can handle the Four Types of Workflow Steps, mentioned in the section above. In addition, the workflow tool should have the ability to be integrated with any business systems you use.
- Necessary Capabilities: Choose a tool with the necessary features to address the organization’s unique challenges and workflow complexities.
- Leverage the Latest Technologies like AI & RPA: Select tools that leverage artificial intelligence and robotic process automation for advanced capabilities and adaptability.
- Collaboration: Opt for tools that facilitate collaboration among team members, enhancing communication and coordination.
- Seamless Integration: Ensure the selected tool seamlessly integrates with both in-house on-premises and cloud systems and applications.
Assessing Your Organization’s Needs for Workflows
Choosing the right workflow automation tools is crucial for achieving successful workflow automation implementation in the workplace. Some of the factors that should be considered when choosing workflow automation tools are:
- Current Business Process Analysis: Analyze existing workflows to identify areas for improvement and automation opportunities.
- Pathologies of Current Business Processes: Identify and address bottlenecks or inefficiencies in current processes that hinder workflow.
- Future State Process Analysis: Envision the future state of processes, incorporating the capabilities of the workflow tool and addressing identified pathologies.
Comprehensive Implementation & overcoming Implementation Challenges
Implementing workflow automation requires a phased approach. Begin with pilot projects, provide adequate training, and continuously monitor and optimize the system. Overcoming implementation challenges involves addressing resistance to change, ensuring clear communication, and actively involving employees in the transition.
Conclusion
Workflow automation is a transformative force in modern business operations. By understanding the intricacies of workflow automation, selecting the right tools, and addressing organizational needs comprehensively, businesses can pave the way for enhanced efficiency, reduced costs, and sustained competitiveness in today’s dynamic marketplace. Embracing workflow automation is not just an option; it is a strategic imperative for organizations aiming to thrive in the digital age. The right workflow management tool should be able to handle the four types of Workflow Steps including Regular Tasks, Approval Tasks, Document Tasks, and RPA Tasks.
How we can help:
CRES manages any of your customized business processes as well as corporate & departmental workflows so that your organization becomes more productive.
Real estate business processes involve lots of activities by lots of people. Many of our clients had trouble keeping their staff on top of their tasks. With overwhelming tasks, they struggled with keeping track of critical dates and getting things done on time. The biggest issue is the lack of a centralized dashboard, which means one hand does not know what the other hand is doing.
CRES provides an Automation Framework for managing any initiative involving real estate, people, and processes. With CRES Workflow Automation, we can help you create an automated reusable work plan for different business processes, that can automatically trigger itself, and alert people about their assignments. CRES can handle all four type of necessary workflow steps to create regular tasks, approval tasks, document tasks, as well as RPA tasks. The best part is a centralized dashboard showing workflows in progress and a task compliance mechanism. With CRES, your productivity is maximized.
About Irfan Butt
CRES Technology – Founder and CEO
A strategic leader with over twenty years of progressive experience in Business Administration, Finance, Product Development, and Project Management. Irfan has a proven track record in a broad range of industries including hospitality, real estate, banking, finance, and management consulting.