Workflow Management Software

5 Benefits of a Workflow Management Program

Make your workflow management processes more accessible to your entire team, from the field to the board of directors

A workflow management program can help any business run more smoothly by reducing productivity bottlenecks and other sources of inefficiency. Optimizing workflows starts with providing stakeholders with access to the latest versions of documents and other important operational assets. The ability to reliably distribute files and automate tasks enhances the efficiency of any enterprise.

Document Distribution

In order for a business to operate, stakeholders must have access to data necessary for making informed decisions and completing tasks in a workflow. An enterprise workflow system can be helpful for any of the following file distribution functions:

The ability to provide access to current documents to employees in the field and in an office or other relevant stakeholders has the potential to transform many parts of the workflow of a field service company or another enterprise. Security solutions such as password protection and measures to ensure that critical documentation does not get compromised, lost or misplaced are also available in the best workflow program.

Field service businesses and other operations reference documents during development, implementation and operational stages. The right workflow management software will support all of the file types currently in use and enable stakeholders to alter, contribute to or refer to files before updating shared documents.

Task Automation

The ability to easily automate tasks without the need for extensive coding is a big selling point for workflow management software. Automation can make a significant difference, particularly when a business must collect signatures or fill out forms as a regular part of operations.

Automation has the advantage of eliminating redundant or repetitive tasks or groups of tasks from workflows. Completing tasks automatically frees up time for employees to focus on critical operational requirements that require close attention or specialized skills. From sharing important paperwork with individuals or groups in redundant and secure digital formats to improving the accuracy of input and reducing processing times on the back end, automation is a major benefit of a workflow system.

From document distribution to form approval and processing, automating certain aspects of a workflow can shave off time and reduce errors at every stage. Use software to simplify the work of customizing and fine-tuning the automation of tasks.

Ease of Compliance

Between setting standards for automation and workflow management system security, the right software can help businesses comply with relevant standards maintained by government agencies or industry groups. Workflow software may prove helpful for satisfying the requirements of any of the following standards:

These regulations govern many workplaces in the United States and Canada. Businesses that must obtain legally binding digital signatures may also appreciate the robust support for e-signing forms in portable document format in the leading workflow software and the ability to send out forms in bulk. A program can also be set up to promote compliance with relevant industry standards.

Improved Accuracy

Any operation may be able to improve its overall accuracy by implementing the right workflow solutions. Dedicated software is particularly helpful for ensuring that forms are filled out accurately. Automating as much of the forms as possible may reduce time employees in the field or at an office spend adding or editing information. In turn, this can be helpful for reducing human-error rates.

Automation also makes it possible for designated parties to approve submissions instantly or at least in a more timely manner. Across a workflow, this can reduce turnaround times by days or weeks and allow for a significant enhancement in productivity. Any checks for accuracy and completion that are put into place can improve the quality of the data obtained through these processes.

Continuous Optimization

Daily operations can benefit from upgrading workflow management methods, but the workflow management process is fundamentally cyclical. Whenever an improvement is made to increase efficiency, other bottlenecks or obstacles tend to become apparent. Streamlining internal processes allows a business to focus on the larger picture and plan for the future.

The right workflow program can make it easier to create reports that provide a real-time snapshot of ongoing, completed and future processes. Generating and maintaining documentation and an audit trail is essential for being able to accurately measure progress and focus on the right tasks or stages of processes at the right time and ensure that every step is complete.

These are five ways in which the workflow management process can be improved by use of the right workflow software. For the fastest return on investment, seek a workflow management program that you can implement without too much in-house development. In addition to all of these benefits, streamlining workflows can also lower your labor costs and billing or reporting times while increasing productivity.