Let’s understand the basic difference between workflow and workflow management. In simple words, a workflow is the process of completion of tasks that are part of a big project. Workflow is the same as a business process. The final goal of the workflow is to gain the result. Workflow management is the collaboration on several tasks and projects. Mainly, workflow management shows concern about the pattern of the work in the company. It also shows the process of completion of the work by internal teams. The final motive of workflow management is to obtain great results for the existing goals. Workflow management has connections with business process management (BPM), decision management, and case management. This type of management contains excessive tasks, pointing out the workflow in a suitable state, automation of the process, and improving the essential areas.
Workflow optimization is the growth of the already continuing workflow. This reduces the budget cost for operations. It also adds new features to the workflow and increases the productivity of the work. Workflow optimization is also the method of increasing workflow and automation tools. The method starts after conducting workflow analysis. Workflow optimization strategies give high efficiency and profit to the business firms.
Importance of optimization of workflow
Some of the important factors are mentioned below. They are:
Optimization of workflow reduces the long processes and saves time. So, the team members and the employees can use this time for other important factors.
2. Bottleneck reduction
By optimizing workflow it creates the best standardization practices. So, the employees of the company can perform their tasks and projects simultaneously. This improves decision making power and also increases the productivity of the company.
3. Better data management
Workflow optimization makes it possible to track the decisions and also helps in watching the history of the changes made by the users or employees. So, it manages information and data in the best way with high-class security.
Best practices of workflow optimization
Below are a few optimal workflow practices that help in improving the performance of the employees and the company.
It is important to analyze the processes and workflow of the company. This is one of the best workflow optimization strategies. It examines the communication channels that are in use, time usage by the teams to adjust to the change(if any). Other factors like the mode of requests and the time for processing the requests.
2. Choosing the right software
You must choose the right software because you need to use this for daily work. So, select software that has some assurance for the future.
Some of the things you need to take a look at while buying software are standards, features, price, and device compatibility.
If a team is going to form then it is important to know the roles of the team members and their duties, because it avoids chaos and repetition of work. This also makes every individual in the team to be responsible.
4. Separate workflows
Many of us believe that developing a huge workflow will give more profit. But, having a vast workflow creates more problems rather than giving a profit. So, you can build separate workflows like customer onboarding, orders, sales, quotations, and many more. This helps in building time triggers. These triggers help in starting another work after one is complete.
5. Standardize processes
It is vital to choose a standardized process that meets the requirements of your company. These processes give the best practices that improve the performance of the enterprise. Many national and international standards and frameworks help companies to gain success. Such as ITIL, ISO, COBIT, and many more.
6. Visual workflow
Create visual workflows like process maps, heat maps, and many more. Visual workflows attract many people and result in high productivity. It is better to avoid linear diagrams. Because workflows are non-linear in common. This is also one of the best workflow optimization strategies and gives much profit.
7. Linking to master data
Linking the data or information forms to master data is very useful and time-saving. Because it is difficult to remember all the department names, quantity, budget details, and many more. So, by linking the information to master data, it will be easy to access any kind of data at any time.
Communication is a vital aspect between customers or employees or the company. Use collaboration tools to connect with customers. Value the opinions and feedback of the customers.
9. Conditional steps and various branches
Instead of wasting time on creating new designs or techniques for every circumstance, it is better to build a conditional task. This helps in tagging particular tasks making it unique. Using a situation, you can develop various branches for workflow. Such as blog posts, campaigns, landing pages, and many more.
Use automation tools for repetitive tasks and projects. These tools help in saving time and enable the employees to develop their potential and skills to the core. The automation process gives an easy way to access critical and important data about the company.
11. Integration tools
This is one of the best workflow optimization strategies. Integrating the workflow with external software or other third-party apps increases the outcome productivity. Use powerful integrations tools as they provide flexible and easy features to use. These tools allow you to send updates to other active third-party apps too.
There is a saying ‘failure is the stepping stone of success’. Well, this is true because from every failure the company can learn the drawbacks. So, check the details and projects once in a while and evaluate the goals, teams, project success rate, and many more. Sometimes we may find areas that need to be improved according to the present fast-moving world.
Best software for workflow optimization
Some of the best software for optimization of workflow are detailed below. They are:
Peppybiz software is both inexpensive and pocket-friendly. It has many functions such as CRM email marketing, list management, and customer support. This software is trusted by many enterprises and is perfect for small business firms. Peppybiz has many ticketing tools for fast results. The software also has factors like kanban boards, marketing and sales hub, and time-specific Gantt projects. Other features are tasks with deadline limit, various calendar views, files and documentation mergers, tools for quick chats, and interactions.
This software is best for large organizations. Process Baker offers a free trial and a free app version. The software operates in Windows, Android, and iOS. It offers support systems which include a webinar, live chat, documents, and many more. ProcessMaker is one of the best workflow platforms that are available in the market. Some of the features are automation, business management, change tracking, and mapping.
Nintex is also one of the available workflow software. It is an end to end project management tool. Nintex has easy automation processes. Some of the features are visual planning, code-free automation, RPA bots, and many more. The software has content management and collaboration tools. Other features are linking on-premise systems, and this software is mobile friendly.
Hive software offers a free trial for 14 days or two weeks. The software is good for startup companies, agencies, educational institutions, and project management. Hive software has automated workflow options and several viewing methods. This software, depending on the project, allows you to select between kanban boards, time-specific Gantt, table views, reminders, and calendars. Some of the features of the hive are active templates, analytics, task forms, project summaries, tracking, and many more. It has more than 1000 integrations.
This software is a SaaS-based project management software. It is best for everyone like small businesses, large enterprises, agencies, freelancers, and many more. Some of the features are dashboard, group chat, workflow boards, and project reports. Proofhub operates in Android and also in iOS systems. The software offers a free trial.
Asana software is one of the best software. This software offers limitless activities, file storage, projects, and activity log. Some of the features are calendar views, task lists, due dates, board views, and many more. The software operates in Windows, Android, and iOS. It offers time tracking and more than 100 integrations. This is in use by more than 80,000 businesses. Asana software offers a free version.
7. Process Street
This software is a SaaS-based application. One of the best features of Process Street software is, this software offers a powerful checklist. These checklists help in reducing minor mistakes, saves time, and also lowers the price. Some of the features are calendar management, tracking, document management, and task management. Other functions are, the software offers simple workflow automation methods. Process Street software has been available since 2014 and the software offers a free trial.
This is the number one cloud-based BPM (business process management) software. Kissflow is best for all sizes of companies. It offers some of the best automation tools and training systems. Software is mobile friendly. Kissflow software operates on multiple devices like Android, and iOS. It can integrate with other third-party apps. The software is in use by more than 10,000 customers in around 160 nations and has been available since 2014.
As you see, an optimal workflow system offers a lot of benefits for organizations, such as reducing errors, maintaining consistency, improving communication, and collaboration tools. Workflow optimization also expands the project completion rates, gives clear objectives to the employees, and many more. So, use workflow optimization strategies to boost the company’s production.