Workflow management as an important process to improve your business
Whether that’s work allocation, quality inspection, project monitoring or simply going through a to-do list, employees and project managers often complicate processes that are easy to implement. Now, the easiest way to make things right is creating an essential workflow that could work for you.
Here, we’ve pulled together a few simple processes to streamline the work process and develop an efficient scheme that will help you improve your productivity.
Analyse the process workflow
First, make sure you identify the start and ending points of the processes you pick. For example, travel requests begin when an employee requests to travel and ends when the trip is completed, and expenses covered. However, this is not the only case and it can also end if the process is rejected or cancelled. It’s important to understand the different ways a process can be triggered and its deliverables. Keep your eyes open for any motivation, unclear instruction, or communication breakdown. Talk to your colleagues and ask them for feedback on each process or workflow, Analyse every aspect and document detail for the upcoming steps.
Identify key focus points
Once you’re done analysing the work process, it’s time to look for opportunities to improve. Keep your eyes open for any unclear instruction and communication breakdown. Identify factors that affect the effectiveness of your existing process or workflow. Fill in the gaps, create a better version of the process and make sure that your new workflow has no loopholes.
Discuss gaps and flaws
It’s important to eliminate excess while pumping up efficiency in your workflow. Once you have your plan on paper, discuss the challenges. Best way to do this is to brainstorm with the team or stakeholders and understand the process from their perspective. Take a good look at the list of processes and rate each one on the scale of 1 to 10, with 1 being the most important and 10 being the least important process.
Those who get the work done can explain which part of the process is a hassle and challenge for them. Maybe they have difficulty in getting the right information when they need or figuring out what to do next. Also, there might be unnecessary steps that add no value to the process. Also, make sure you document everything. There’s no need to be formal in the process, just describe each step of the current workflow on a piece of paper. Document what’s really happening and make sure things are working exactly as they should.
The most common element that businesses use these days to track and manage their workflow is modern work management software solutions. It’s no secret that the process of getting a task delivered is prone to errors and miscommunication. However, the good news is that there are many powerful software tools and apps that are specifically designed to help businesses streamline their processes. Do you want to automatically kickstart the customer onboarding processes every time a new deal is closed in your CRM? Can the tasks be dynamically assigned to teams? It’s not always necessary for humans to intervene. Identify steps that work on their own and make sure you automate them. New member e-mail journeys are a perfect example for automated workflow and gaming sites have brought this process to perfection. For example, check out the best bingo sites from different gaming providers and inspect their automated steps for registrations, onboarding and welcome offers.
Test and adjust
The best thing you can do to identify the effectiveness of your process is to test it. To do this, you’ll have to evaluate how it responds to the working environment. For example, you can consider applying your new workflow in an upcoming project and see how each element of the process works. Once you’ve tested the workflow, be prepared to make some improvements and adjustments to it. New things and processes take time to work seamlessly and be natural for the rest of the business, so be patient.
Put the process in working mode
Once you’ve made the necessary adjustments and improvements to your workflow, there’s no reason to delay its implementation. Before that, make sure that your team understands every aspect of it, if it’s necessary, organise few knowledge sharing sessions. It’s important for every single person to understand how the new workflow works and what they can do to get the most out of it.
Of course, putting all these steps into actual implementation is going to take a lot of time and effort. However, in the long run these will dramatically improve the work processes you already have.