Put Your Business Processes on Auto-Pilot with a Cloud-Based Workflow Platform
Workflow automation, also known as business process automation, uses software to automate business processes. It is used to reduce the time spent on REPETITIVE, RECURRING, and RULE-BASED tasks. It is used to optimize business processes by removing redundant steps in the workflow or automating approval processes.
Challenges Workflow Management Addresses
Email Inbox Overload
The problem with email is that aside from it being overwhelming and lengthy, email-based processes are not very efficient. Just imagine the number of email messages that needs to be dealt with on a daily basis. Without a workflow system, the email inbox can be filled with co-workers or bosses asking for updates, document requests, appointment requests, follow-ups, and work delegation.
Relying on email as a business process tool is inefficient since not all content is best communicated through an email. It is also not made for collaboration and real-time messages, prone to being overlooked, and is a poor repository for business knowledge/content.
Finding Documents or Records
This administrative task can consume so much time and can reduce someone's productivity. For instance, when a customer calls to request for information and since retrieval is done manually, it could take a long time for you to retrieve a document. This normally leads to a long waiting time or more back-and-forth communication. It could also involve other people which makes the process unnecessarily longer.
Ensuring that tasks are being done and not forgotten
Let's be honest, when we have important tasks and even if we are not responsible for doing the work, we still have it in the back of our minds. It is 7:00 PM and we still want to know if a billing document has been sent to the customer by finance. Call finance? or take it to your sleep? The only time our brain unloads it is when we know it has been done.
How workflow automation helps you on a daily basis
Unified tracking of all business workflows
Tracking of all the tasks is done on a single webpage that contains all relevant information. This eliminates the need to call or email. It also provides a run-down of the entire operations and enables users to view if a task is open, delayed, or finished. Even better, it is accessible on the mobile phone.
Things get done because the workflow system is orchestrating it
Processes are started by events such as "a customer placing an order" or "a new employee getting onboarded" or a scheduled task like tax payments. The workflow system does the daily "roll call" for you.
Accountabilities and responsibilities are clear
The workflow system provides transparency and teaches team members about ownership. It enables users to track tasks and view the current owner of a task - no more guessing where the task is and who's currently responsible for it.
Be compliant to documentation
Avoid disputes by having complete paperwork at hand. This minimizes the risk of not getting paid or delayed collections because of the lack of paperwork. Best of all, there's no need to email copies or even worse, having to photocopy. Everything is attached to the workflow. The workflow's Checklist system ensures completeness of attachments before passing it on.
Substantial amounts can be saved by eliminating the need for phone calls and SMS, and not to mention photocopying or printing! But the largest savings come from the increase in efficiency of operations and the peace of mind that comes with it.
Activity Factory is a workflow automation tool that allows companies to build consistent and auditable compliance and operational workflows, ensuring that the right processes are followed at the right times while staying compliant.