What Is Workflow Management Software?
Workflow management software allows every user to identify and distinguish different workflows for different types of processes. It is also known as workflow management system. The specific goal of the workflow management system is to increase the productivity rates. This will be achieved through automation process, integrated application systems and real monitoring of business. Thus, many companies are investing this system because they know the benefits it can bring in the long run.
Henry Ford, the pioneer of the workflow concept or originally known as an assembly line, was the reason why the system upgraded to a higher tier. In the 1930s, Ford motors started to use a system called assembly line to improve their scale of production. This was then adapted by the Toyota Motor Company in the 1950s. The assembly line system played a major role in contributing to the success of the two biggest car companies in the world.
In fact, Toyota Motor Company used the assembly line concept to process transactions and other related tasks in their business. This resulted in the consistent increase in their production level. The production of the company increased from 300% to 400%. The productivity in terms of labor also increased with 25% a year. Rates of defects were reduced from over 2,000 to no more than 50 million parts. Additionally, the quality cost was cut by 60%. The work process inventory observed a significant 80% increase rating.
Workflow management software has gone so far and it is continuously changing from time to time. This is to sustain the increasing needs of every organization. The system is commonly used in the engineering sectors and language translating business.
In the engineering business, the completed design document will automatically transfer from the designer to the technical director for review. After the design document has been reviewed, the production engineer will be notified automatically. Another type of business is the language translator, wherein the translating manager will select which language to be used. Each selection will be activated as a work order form for a different translator. Only if all translators have completed their tasks will the next task in the process be activated.
The role of WFMS is to ensure that all set of tasks of every group or individual are completed without missed step or process. It enables every person involved in a certain job or project to be notified real time. They will be able to receive complete data and all necessary information in order to accomplish the next task. The results of this well-organized distribution and efficient phasing of tasks are high productivity of labor. It will generate high profit for the organization.
Features and Benefits of Using Workflow Management Software
This software is not just an accessory to your business. Yet, its features will really help your business to grow quickly. If you have a business and you are planning to expand, the workflow management software is a good investment. The organized distribution and complete execution of tasks are the stepping stones of smaller business to developing.
If you will search the benefits on Google, you can purchase and implement the workflow management software to your business. The results are too many and dynamic. This will give every individual a gist of what to expect after using WFMS. Especially to those who are new into this software as well as to those who are planning to get one. Here are the top 3 benefits of using the workflow management software:
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Submit every project on time or earlier than due
The workflow management system shortens the duration of time delivery of a certain job or project. This is because the process of setting tasks becomes more effective with the help of this tool. The system follows a sequential order so it will not miss any step or procedure before proceeding to the next stage.
Most of the areas that are prone to human error have been covered by this software. The management can easily notify every employee if some pending orders or tasks are not yet delivered. All employees are notified as well if there are deliverables that are approaching its due date.
The workflow management system can also identify skilled individual inside your organization. This is made possible through the evaluation of a particular job order or project. Hence, it increases the quality of every output that the organization delivers to their clients. There is no more need to sacrifice the quality of every project by assigning it to anyone. You can improve it by assigning it to appropriate personnel inside your organization.
Prompt submission of projects and tasks can help boost up the momentum of the transition. As a result, a short period of project delivery can turn to a short period of expanding the business to its new heights. Another feature of workflow is to identify and remove unnecessary steps and process. The benefit of this is the smooth transitioning of the step by step procedure. This functions effectively because the tool already filters unnecessary steps that usually cause the delay.
As mentioned above, this is a good software that manages records effectively and efficiently. It also entails a feature to answer all possible questions that will arise. All the possible questions are recorded while the system provision answers those questions. It increases the level of confidence of every employee because they are guided accordingly. This tool makes them confident that they are doing their task accurately. It is a win-win situation between the owner and the client because the quality increases as the number of generated output also increase.
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Reduced business cost for manual labor
The manual processes of recording the information are all recorded in the workflow management software. It regards the concerns as to who did it, what type of job and when it was accomplished, and how it was processed. These questions are all recorded in the system. So, the manual procedure of taking notes just to record the process has been taken care of by the system.
The process of delivering the paper from one person to another is eliminated. Since the workflow management software automatically routes all the necessary data to the right person. It all comes digitally and it does not require printing a file. As a result, it reduces wastages and helps the company to save money.
Another feature that you will love about this system is the ability to do a repetitive task. You don’t have to ask your employees to do the same task all over again. However, you can let them try new things to increase their skills and become more productive. Automated workflow quickly performs the same job without committing human error.
Thus, it also improves the quality of every output of those repetitive tasks. Moreover, the morale of the company will increase as it reduces work time. You can focus more on team building and additional vacation leaves for your employees.
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Communication and accountability
One of the main factors, why an employee leaves a company, is poor internal communication. Communication is really important to give insight on what’s happening between the management and the employees. For instance, there are some changes in the company and transition of tasks that are not communicated properly. As a result, most employees will argue that they were not oriented about the changes especially if those changes are abrupt and drastic.
It promotes a greener environment. This is another good thing about this software because you can now go paperless in the distribution of documents and data. It also reduces turnover rates as there will be no more papers to surrender once an employee leaves the company.
Often times, management cannot establish a good relationship with their subordinates when using a micromanaging type of business. It’s a good thing that the workflow management system will oversee the accomplishment of every employee. Meaning, the management will not intervene unless major things happen that cannot be handled by the system.
This process of automated task allocations is like trusting every employee that they finish their job on time with good quality outputs. This is what they call accountability. It helps every employee to be accountable on every task that is given to them. The management does not need to put their personal consideration and opinions. This is because the database knows which tasks are required, who will perform, and when it should be completed.
There are many workflow management software companies out there. But before you purchase one, it is important to do your own research. You can search online and Google the best workflow management software companies, but you need to be careful when checking their features. Not all the features included in the package are useful to your business. There could be features that you will pay even if you don’t need it. The best thing to do is to evaluate your business needs and know the features that will help.
Reading reviews about top software companies is also a big help to making a wise decision. Go and check out the latest reviews of the best workflow management software at Crowd.Reviews.com.
Keith Moore
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