Having systems is a vital part of getting more done with less, and workflow management systems are one of the most
important systems you can have. With a workflow management system, you can reduce bottlenecks and know who’s responsible for what tasks.
Why You Need a Workflow Management System
A workflow management system has a variety of features that will help you run your business effectively and efficiently. It allows you to define, control, measure and analyze the various activities that take place in your business. Here are just a few of the features of a workflow management system that will benefit your organization:
- A Process Definition Tool. Whether graphical or textual, a workflow management system will help you define and understand the various processes that make your business tick.
- Simulation and Prototyping. When you want to understand how a process change will impact your organization, you can use a simulation or prototyping tool that can help you predict the outcome. This helps you avoid disrupting your business with pilots that may not be effective.
- Worklists. Part of success is accountability, and having clear worklists helps make that happen. Worklists allow each employee to understand their tasks quickly and clearly and help management hold the right people accountable for the right results.
- Task Automation. Some processes are best left out of human hands. Automating processes helps avoid human error and also can make sure work continues even if someone is out of the office. From email notices to security backups, automation keeps things going predictably and efficiently.
How Workflow Management Systems Benefit Your Organization
There are several benefits to having a workflow management system in your business. Of course, having your processes well-defined and being able to enforce accountability are essential. There are also three other benefits that will transform your company.
First, a workflow management system allows you to respond to customers more quickly. Excellent customer service is often the one thing that keeps a customer with you rather than going to a competitor. Customer service is the thing that customers remember and tell others about, and as a result, it reflects heavily on your entire organization.
Secondly, having a system in place will significantly reduce your operation expenses. When you have defined processes, accountability, and reduced redundancy, you save a lot of money. You’ll need far fewer resources to accomplish the same work when you take advantage of a workflow management system.
Finally, automation is a complete game-changer for many organizations, and a workflow management system will allow you to take full advantage of automation processes. Whether your business is small or large, automation allows you to avoid human failure. You’ll avoid having leads get missed, dramatically reduce your follow-up time, and improve your close rates. Your sales team will be able to spend time on only the highest probability prospects, while automation nurtures the rest.
Tips to Find a Workflow Management System
Knowing which workflow management system is best for your organization is far more than a simple financial decision. Going with the cheapest system isn’t always best. Remember that a great workflow management system with the right capabilities for your business will save you much more than the cost. Here are some tips to help you find the best fit for your company:
- Decide on the Key Benefits. Knowing exactly what you want out of the system will help you choose one with the right features for your organization.
- Research Your Options. Good investment decisions are rarely made quickly, and it pays to look into all your options. Get recommendations and demonstrations from a variety of vendors before you make your final decision.
- Consider a Consultant. If you feel like choosing the right workflow management system is going to take too much time, consider hiring a consultant. Working with someone who can do the research and analysis for you can be a life saver.
Having an efficient workflow management system is very important, especially for small businesses. If you want to make some operational changes within your organization, schedule a free strategy session to get started!