[vc_row][vc_column][vc_column_text]Boosting productivity through workflow automation is more than just a trendy idea. It’s a way to cut down on non-value-adding tasks and use your valuable resource, time, in a much better way.
The goal of these tips will be to boost your team’s productivity through workflow automation and business process management tools.
Establish tasks and an order
It may seem obvious but it is not. Many times you don’t know what to do next or how to prioritize. A workflow automation tool generally provides an “Inbox” or “To-do” list for each user. In this list, the team member can see all the tasks that have been assigned to him, their priority and some relevant data about them. To conclude, once a task is done, it is possible to jump immediately to the next priority task, without delay, increasing the efficiency of the individual and therefore the entire team.
Example: Partner management team needs to track different opportunities. Are you sure they are keeping track of all of them? One of the problems is that they may be calling the less attractive first
Pass the tasks to the next person
Once a task is done, many times the work (also called a process instance) sleeps for a while before it is passed to the next person to do the next task. When a workflow is automated, the process engine automatically and immediately moves the process instance to the next person/people and places it on their To Do list.
Example: a purchase request process. After you’ve reviewed and approved the request, someone else must request budgets from the vendors. So how do you communicate that everything is ready to request budgets? The easiest way (There are not emails and calls that sleep in the process) is: if you click on the “Approve” button and the process instance goes to the “Request budgets” stage, it is directly placed in their Inbox.
The business flows and has nobody influences
When a person needs to ask “what should I do with this?” or “Who should I send this to?” To complete tasks, it means that the business depends on one / some people. Esto incrementa la ineficiencia. This increases inefficiency. What´s more, it makes some people slaves to their work. When formalizing workflows, defining what needs to be done, who needs to do it, and what’s next in a system, this doesn’t happen. Modeling (Drawing) the workflow diagram with a BPM tool will automatically assign tasks without prompting and without intervention.
Example: You have an insurance approval workflow. When the insurance applicant is older than 30 years and the amount is greater than $ 100,000, it is owed…. and in this way, by rules, flows are built. The idea is to get them out of your head and formalize them into business rules. So when there’s a request, the approval workflow runs without asking anyone at every step, increasing the productivity of the entire team through automation.
Eliminate your bottlenecks
Most processes have bottlenecks – stages in which the workflow takes longer than is actually needed. The difficulty is detecting where they are and for this you have to immerse yourself in the process. But to find the bottleneck, you will need to do real-time analysis and historical analysis. The BPM tools have these functions and will show you information about the running process instances, how long they have been waiting at each stage of the workflow. They will also display useful historical information such as “on average it takes X hours to complete this stage”, or “on average user Y completes Z tasks per day”.
Example: managers complain that the candidate selection process is slow. Since there is an automated process, when you look at the KPI (key performance indicator), you find that the “average time to complete the process” is 10 days. But when you immersed yourself in this KPI, you would discover that these 10 days are the sum of:
“Analyzing the position”, 1 day on average
“Contacting candidates”, 2 days on average
“Response of the candidates”, 7 days on average
The problem is not with the staff. This is a hypothetical case.
There is no point in creating reports every time you need to make a decision, because you will waste time. Or even worse, when you don’t have time, you will make the decision without consulting / assembling the report. The reports must show relevant information about the processes in order to make decisions. They must be accessible quickly and easily. They should be sent periodically to whoever needs them.
Example: If you need to see all your business leads, grouped by seller and ordered by amount, you need a simple report to display it. With BPM tools, you simply click on the report link. This will reduce the time to gather the information you need, so you, as the decision maker, will increase productivity through workflow automation.
Centralization of information
One of the worst ways to waste time is looking for documents and files in your mail, on your PC’s file system, on your laptop, on your WhatsApp, etc. You must centralize relevant information in one place, with a powerful text search engine to retrieve it immediately. A BPM cloud tool will allow you to build this search engine and the document management functions will allow you to identify the different versions of any document quickly and accurately.
Manually enter the information
Not only does it take time, but it is also very prone to mistakes, which take even longer to discover. You must integrate your applications to exchange relevant data. There are standards such as web services and IFTTT applications in the cloud (“If This Then That”), or even RPA (“Robot Process Automation”), which greatly facilitate these integrations.
Example: data exchange with a CRM or web form.
Your productivity also increases when you take advantage of downtime and make it useful. When you travel, or in an Uber, or are waiting in a routine doctor’s room, your cell phone allows you to work in instances of the process, completing more tasks that day, thus increasing productivity.
Example: you have dozens of requests to approve. None of them are time consuming and not very complex, but there are many. The 30 ′ of a journey is an ideal space to complete them from your mobile phone.
Designing the process with the help of experts facilitates its creation. It is a path that you can travel accompanied by a certified partner.
Example: at Etixen we offer licenses, implementation and remote technical support.
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