Workflow management systems (WFM) provide a framework of rules and processes that can significantly simplify the everyday lives of office workers. Whether you’re a manager looking to streamline your business process, or an administrative assistant hoping to improve efficiency, here are ten benefits of streamlined, automated workflow management.
1. Ensure 100% Accuracy in Data Collection
Systematised forms enable you to ensure 100% accuracy in data collection because every step is documented before being approved by a supervisor.
Additionally, following up on any missing information becomes easy as the system will notify employees about their incomplete work to complete it before moving on to the next task. In this way, inaccurate data entries do not happen because every form has been filled out accurately and thoroughly before being handed off to a manager.
2. Save Managers Time and Frustration
Managers spend too much time dealing with data collection and administrative tasks, especially when a workflow management software system could easily automate those tasks. With this type of system, managers only need to check the progress of any delegated tasks twice daily (once in the morning and once at night).
These quick check-ins can quickly see which employees are on track for completing assigned projects and who is falling behind.
This allows for less stressful management and saves time due to more efficient use of managers’ schedules – leaving them free to focus on more significant picture issues like finding new avenues for increasing revenue and decreasing costs.
3. Decrease the Amount of Retraining Required for New Employees
Several studies show that companies with streamlined workflow management procedures experience a 30 percent decrease in retraining time required for new employees.
Managers often complain about how much time they need to teach new employees to complete basic tasks. This vital information could be easily covered within the first week if every worker regularly used a workflow management system.
4. Reduce Costs Associated with Missed Deadlines and Errors
Most office workers have experienced the frustration of missing a crucial deadline because their workflow was not on track or took too long to complete due to inefficient processes.
Streamlined work management systems cut out the common causes of delays, including lack of communication between employees, scheduling conflicts, and repetitive administrative tasks that eat up time. Work management software also enables you to track whether or not deliveries are on time and monitor for any errors for each task.
5. Ensure All Employees Follow Procedures
Even if your company does not have an extremely controlled process, it’s essential to ensure everyone follows the general standards required by your company’s workflow.
Automated workflow management systems standardise all job roles within a particular department, so every employee has access to the same information at the same time – making it quick and easy to follow protocol.
For example, these programs can provide users with standardised email templates to fill in relevant information before sending them to clients.
This way, all of your employees use the same language and formatting when communicating with customers, thereby creating more professional work environments where everyone has access to resources to complete basic administrative tasks.
6. Eliminate Repetitive Tasks Required by Managers
Workflow management software programs can eliminate task retraining requests because once they’re created in the system, employees use them repeatedly until new methods require updating (which doesn’t happen too often).
Furthermore, managers no longer have to create or approve repetitive forms that ask for the same data each time. Automated workflow management systems cut down on unnecessary repetition while also saving time spent waiting in line mailrooms less (wasted time and money).
7. Reduce Unplanned Downtime
Like most employees, managers also need time to recharge after long work days – especially if they’re putting in extra hours because the company is growing or things are hectic.
Even if they’re taking a break at their desk with paperwork or checking email, this downtime takes away from their ability to be productive while generating money for the business.
Workflow management software eliminates this problem by streamlining tasks to get through assigned projects faster without sacrificing quality. Therefore, there are fewer interruptions during which workers’ productivity is halted.
This means that work hours are more likely to end on time (if you’ve noticed how increasingly difficult it is to leave the office at 5:00 PM), and the manager doesn’t have to help with last-minute tasks.
8. Increase Productivity by Providing Accessibility to Resources
Automated workflow management systems give employees quick, convenient access to all tools they need for completing a task, increasing their sense of being “on track” and decreasing distraction from social media or other office’s “need-to-know” information that leads to minimal productivity.
Workers who report feeling overwhelmed by the number of distractions at their desks are 28 percent more likely to use Facebook during work hours. Therefore, workflow management software helps keep people on task to increase employee efficiency!
9. Increase Employee Action
In addition to these other benefits, Work management software also increases employees’ sense of fulfilment and job satisfaction because they’re not only completing tasks but doing so quickly and efficiently.
Employees will find that their workflow matches company standards which mean more accurate reports and higher productivity. This makes managers’ jobs easier while also improving the work environment for employees.
Furthermore, employees who are offered a sense of accomplishment from work see positive results in their social and professional lives (e.g., increased participation in their community and reduced anxiety). So make sure your system is set up properly to get maximum benefit, including all ten benefits!
10. Gain Real-Time Profitability Data
Automated workflow management systems track project expenses incurred by each task, such as owed to third parties like designers or bookkeepers. Since the system records all transactions, time spent on tasks can be monitored and reported to managers, which means more accurate reports of business profitability.
In addition, automatic workflow management systems track progress from all employees, which makes it easier for managers to manage multiple projects from various teams within the company.
There’s no more back-and-forth confusion between employees and their managers. Instead, everyone knows where they’re supposed to be at all times, so nothing falls through the cracks.
When your workflow is streamlined, it saves time for all company members, which translates to improved productivity. The enhanced efficiency also reduces costs associated with file storage, emailing files back-and-forth, and training employees on outdated software.
Lastly, real-time information that can be used to make better decisions about future projects makes streamlined workflows even more beneficial! Automation always has benefits, but they are amplified in small businesses since teams are smaller, so everyone must contribute equally toward its success.