System Transformation: Workflow Management

Over the past decade, the importance of gathering and utilising data has grown exponentially. Data allows organisations to gain a deeper understanding of their clients and their business, enabling them to make well-informed decisions that drive success. Data can be collected through website analytics, surveys, forms and much more.

However, as an organisation and their supply chain expands, it can become increasingly difficult to determine whether the data collected is of a high quality. In fact, almost 94% of organisations lack confidence in the accuracy of the data they hold. [1] Furthermore, poor data quality can have a significant impact on revenue. The IT consultancy, Gartner, estimates that poor data quality costs organisations approximately $12.9 million worldwide. [2]

One critical tool that can help organisations to validate data and optimise performance is a Workflow Management System. This innovative system simplifies business processes within an organisation, to improve operational efficiency. The system achieves this by coordinating interactions and directing the task to the appropriate stakeholders at the right time.

The Benefits of Workflow Management Systems:

Workflow Management Systems play a crucial role in driving cross-functional efficiencies within organisations:

Prevent Data Silos: A data silo is a set of raw data that is only accessible by one user. These often plague large organisations, with departments often operating independently of one another. Data silos can be problematic as vital information is inaccessible to other users and departments, leading to incomplete decision-making and undermining the accuracy of the data stored. However, a Workflow Management System can be used to remedy this issue, by consolidating all data onto a single platform allowing for better visibility and accessibility. Furthermore, valuable time is not wasted locating the data source and manually accessing it.

Forecast Effectively: A well-implemented Workflow Management System enables employees to map out a clear plan for a project, reducing miscommunication and errors further down the line. Each team member is able to gain sight of what the task is, who is responsible for it, and when it needs to be completed. This enables early identification of potential tension and elimination of risks ahead of time.

Reduce Risk: Workflow automation software can be particularly useful to reduce administrative oversight and minimise the risk of human error. For example, tasks such as annual leave requests, expense submission and new employee onboarding can be automated efficiently. Furthermore, the introduction of gated approval processes ensures automation remains functional and compliant. This can be particularly useful for invoicing and expense management.

How to Build and Utilise a Workflow Management System:

Many companies will only consider utilising a Workflow Management System following a major issue. A more proactive approach will help avoid reactive decision-making. Six guidance points are provided to help your organisation optimise the use of a Workflow Management System:

Assign a Process Owner: Assemble a team responsible for monitoring and updating the Workflow Management tool to ensure it operates effectively.
Capture Risks and Opportunities: Create a detailed process map to identify problem areas where a Workflow Management tool can drive greater efficiency.
Build the tool: Select Workflow Management Software which allows you to customize and automate your workflow to the specific needs of the organisation.
Train Employees: Provide sufficient training on how to interpret and use the Workflow Management Software, including the policies and procedures for data collection, storage and access, to ensure the system is used effectively.
Enforce the Workflow Management Software: Ensure the tool is properly enforced, by providing effective leadership and encouraging stakeholder buy-in, across all levels of the organisation.
Monitor and Review: Regularly monitor and review the tool to ensure that it functions as intended.

Contact Us:

Contact us to hear about Deecon’s experience in utilising, optimising, and implementing workflow management tools across companies. We work with our clients as partners to strengthen their internal capabilities and deliver tangible change.