A Guide To Workflow Management

“Good management is the art of making problems so interesting and their solutions so constructive that everyone wants to get to work and deal with them.”

- Paul Hawken

 

There is no specific or technical definition of Workflow Management. Rather it is a concept that needs to be understood practically through examples. Every organization needs to have a proper hierarchy of doing things. 

 

There has to be a system for each and everything, otherwise there will be chaos all around. In this blog you will learn about the significance of Workflow Management in an entity.

 

Also Read | Assets Under Management

 

What is Workflow Management?

 

Management means coordinating the activities to achieve a goal. It comprises planning, organizing, directing as well as controlling those tasks and activities. Similarly, Workflow Management is also about coordination of the tasks done by the management of an organization. 

 

The term “Workflow” signifies huge tasks or activities where more effort and time is needed. In an entity there are multiple processes that are to be done systematically without any errors. 

 

Such types of tasks can be called Workflow. We can call workflow as a Business Process. The main objective of doing any workflow is to get results. Likewise the main purpose of Workflow Management is to get better results in less time. 

 

Workflow Management is one of the disciplines of management which focuses on work structure and team collaboration to carry out the work. If we think normally then workflow management can be done without any automation or machine influence but in reality workflow management is done through softwares and machines. 

 

These softwares are basically used to track the performance and progress of the activities and to monitor them regularly. Till now we know that Workflow Management is focused on the work of the individuals and team combined, but what about those tasks that are done via automation?  

 

Therefore, we can prove the statement that Workflow Management needs softwares and tools to track the tasks done via IT systems and computers. There must be an integration between the IT systems and management softwares to share the data. 

 

With the help of these softwares we can figure out the anomalies and errors and improve the overall workflow in the entity. We know that management involves controlling and taking corrective actions, so naturally workflow management will also involve these two. 

 

It is also one of the reasons why we call Workflow Management as a discipline and not just any tool or software to control the workflow.

 

Also Read | Types of Software Testing

 

 

Example of Workflow Management
 

 

The process of Workflow Management varies from organization to organization but the common point is that it helps to streamline and manage the overall workflow. Here is a simple example that shows the significance of Workflow Management. 

 

Every entity needs human resources and for this they have to complete the hiring process. Recruiting a new employee means lots of tasks and stages. It also means achieving a goal. 

 

It involves HR managers, hiring team, experts and panelists. In short, it is a whole process. Firstly, you need to have all the information about the potential candidate i.e. his/her CV. Now the person taking the interview has to indulge in some activities to figure out more information about the candidate.

 

Then he has to make decisions based on the information he has and what he has gathered from the interview. It is very important to take the right decision otherwise an entity can miss a potential candidate. 

 

For this the designated person should have proper information at the right time and at the right place. When the hiring process is going, management tracks it and coordinates with the HR team to help them attain the objective. 

 

The ultimate goal of management is to get the best and superior candidates at the least cost and without any delay. When the hiring is done, IT systems are updated and the vacancies are removed from the website. The new candidate information is added to the database. 

 

Right from the start you can see multiple different tasks that are done in the hiring process. Some of these are manual while others are IT enabled. 

 

So many different elements are present and to coordinate them effectively such that everything is available at the right time and at the right place to the right people is what Workflow Management is all about.

 

Also Read | Database Management System

 

Workflow Management Practices

 

Every manager in order to become successful must adopt proper Workflow Management practices. Given below are 3 basic practices that must be the top priority of every leader while managing the tasks and activities of an organization.

 

1. The Workflows should be Clearly Defined

 

There are so many departments in an organization like- finance, HR, marketing, administration etc. Each department has its own processes and each of those processes has multiple tasks. 

 

In short, there are hundreds of tasks in every entity. A good organization and a sound Workflow Management will be aware of each and every activity that is going on. 

 

Obviously, some of them are automated and some are manual. The best practice is to identify and differentiate between all the workflows for better and effective results.

 

2. The Workflows must be Streamlined

 

Every leader must learn to prioritize the workflows. The most important one should be at the top and effectively managed. For every entity sales and customer related processes are at the top priority because they directly affect the profit and reputation of the entity. 

 

Therefore, workflow management must be top-class for such processes. Every primary process will have subsidiary processes as well. These subsidiary processes must be next in line in terms of priority. Therefore, streamlining the workflow for better management is another practice that must be followed.

 

3. Workflows must be Monitored and Optimized

 

To effectively manage each workflow you need to optimize it. First attempts cannot always be successful when you build a workflow. No matter how perfectly you design it or how smartly it is data-driven, it will be unsuccessful. 

 

Workflow Management looks very simple on paper or in mind. But in practice, one must learn that humans and workflows are imperfect. To make them better each time constant monitoring and optimization is required.

 

Every time you make improvements, you are taking it closer to perfection. Every entity that is effectively and efficiently optimizing its workflow management systems is closer to achieving its goals and objectives.

 

Also Read | Preventative Maintenance

 

Benefits of Automated Workflow Management

 

“The first rule of management is delegation. Don't try and do everything yourself because you can't.” 

- Anthea Turner

 

Workflow Management is one of the most important disciplines in management. Whether the task is automated or manual, we need to manage it to make the overall process a lot easier and the final results much better.

 

There are so many benefits of using Workflow Management practices in an organization like:

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Benefits of Workflow Management

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1. Better Control

 

If we implement Workflow Management tools then we can store all the data into a centralized repository and everyone will have access to it. This way we can have a better control on who accesses the data and when. Nothing can be lost if we preserve it and store it like this.

 

 

2. Profitability

 

If the Workflows are managed effectively then the entity will have increased profits and its customers will also be satisfied. Automating the workflows will also help in removing the gaps and mistakes that reduced the profits before. 

 

 

3. Better Productivity

 

If Workflow management softwares is used then we can improve the productivity of the enterprise. Better results can be obtained in a short span of time. Moreover, employees will have less workload and can deliver more in less time.

 

Elimination of wastage can improve productivity by 75-80%. While monitoring the tasks we can figure out the ways to improve the workflow. Prioritized tasks can be done with better accuracy and less time. Secondary tasks can also be given extra time if the workflows are managed better.

 

 

4. Scalable

 

Scalability means the ability to scale or expand. If we are successful in managing our workflows then we will have the capability to scale the enterprise. When you manage the tasks by automating them, then you have better scalability options. 

 

You will be able to build better relationships with your vendors, stakeholders and team. Since, there will be a centralized database, your team will be able to manage complex tasks easily and workflow will improve. 

 

Even the new employees will be able to adapt to the environment more conveniently. In short, scalability in each and every type will be successful.

 

 

5. More Flexibility

 

The Workflow Management softwares and tools help to improve collaborations. Every process consists of tasks which are carried in a systematic manner. 

 

Sometimes it leads to rigidity because of which the overall productivity is hampered.  But with the help of workflow management tools this rigidity can be removed and a flexible system can be generated.  

 

 

6. Rapid Returns

 

If the Workflows are managed effectively then the entity will have higher productivity. Higher productivity means more profits i.e. higher returns. 

 

Processes are streamlined using workflow management which leads to better ROI at the end. Operations can be easily maintained and controlled using management.

 

 

7. Efficiency in  Process Management

 

It can be very hectic if the enterprise has to revise the workflows each time some change is made. But if we automate the workflow management then we need to build one system and then use it every time any process is carried out.

 

Also Read | Steps in Process Management

 

It is quite often when people use the term process in place of workflows. But in reality there is a difference between both. The main difference is that in workflow there are steps that are supposed to be done repeatedly.

 

Workflow Management is a small aspect of Business Process management. If done effectively, it will improve the effectiveness, productivity, and motivation of the overall entity. Some entities use automated softwares while some use manual methods of managing the workflows. But both give the desired results if properly implemented.