Workflow process management is one of those basic things that businesses need in order to thrive. However, many businesses don’t do it properly.
This is because businesses don’t realize all the benefits it brings, and they don’t always understand how to implement it well. So, let’s fix that.
In this post, we’re going to go into detail about what workflow process management is, it’s benefits, how to implement it, and some of the best tools currently available.
Let’s get to it!
Workflow process management is a vital aspect of any organization’s operations. It involves designing, implementing, and optimizing the sequence of tasks and activities required to complete a specific business process.
From simple tasks like processing invoices to complex project management, workflow process management ensures that work flows smoothly, efficiently, and in a coordinated manner.
The primary goal of workflow process management is to improve productivity, reduce errors, minimize delays, and enhance overall operational efficiency.
By carefully analyzing and mapping out workflows, businesses can identify bottlenecks, redundancies, and areas for improvement. This allows them to streamline processes, allocate resources effectively, and optimize the use of time and manpower.
Workflow process management offers numerous benefits to organizations of all sizes and across various industries. Here are some key advantages of implementing effective workflow process management practices:
By analyzing and streamlining workflows, organizations can eliminate redundant steps, automate manual processes, and reduce bottlenecks. This leads to increased efficiency and productivity as tasks are completed in a more streamlined and timely manner.
Employees can focus on value-added activities instead of getting stuck in cumbersome and non-value-added tasks.
Workflow process management promotes better collaboration and communication among team members and departments. Clear workflow documentation and defined roles and responsibilities ensure that everyone is on the same page. This reduces confusion, minimizes errors, and facilitates smoother handoffs between individuals or teams working on a process.
Implementing workflow process management helps identify and address potential sources of errors in business processes. By standardizing procedures and incorporating quality checks at each step, organizations can significantly reduce errors and rework.
This not only saves time and resources but also enhances the quality and accuracy of deliverables.
With workflow process management, organizations gain better visibility into the progress and status of tasks and projects. This transparency enhances accountability as it becomes easier to track who is responsible for each step and monitor performance.
Employees are more likely to take ownership of their tasks when there is clear visibility and accountability.
In today’s rapidly changing business landscape, organizations need to be agile and adaptable. Workflow process management allows for flexibility and agility in responding to changing market conditions, customer demands, and internal requirements.
It enables organizations to quickly modify and adjust workflows to accommodate new processes or changes, ensuring they stay competitive and responsive to evolving needs.
Effective workflow process management can lead to significant cost savings for organizations. By identifying and eliminating unnecessary steps or inefficiencies, organizations can reduce waste and optimize resource allocation. Automation of repetitive tasks can free up employee time and reduce labor costs.
Moreover, streamlined workflows minimize delays and improve time-to-market, allowing organizations to capitalize on opportunities more quickly.
Efficient workflow processes result in faster turnaround times, improved accuracy, and better customer service. By delivering products or services more quickly and with fewer errors, organizations can enhance customer satisfaction and loyalty.
Satisfied customers are more likely to become repeat customers and recommend the organization to others, driving business growth.
Effective workflow process management involves several key steps.
First, it requires a thorough understanding of the existing processes and their dependencies. This may involve conducting process audits, gathering data, and documenting the workflows.
Once the current state is understood, the next step is to identify areas of improvement and set clear objectives for the desired future state.
After defining the desired state, businesses can design and implement new workflows or modify existing ones to align with their goals. This may involve reassigning tasks, automating certain steps, or introducing new technology tools to streamline processes.
Workflow process management often involves collaboration between different teams or departments to ensure seamless integration and cooperation.
Continuous monitoring and evaluation are critical components of workflow process management. By tracking key performance indicators (KPIs) and analyzing data, businesses can measure the effectiveness of their workflows and identify areas for further optimization.
Regular feedback loops and performance reviews help in identifying any bottlenecks, roadblocks, or deviations from the intended process.
Workflow process management is not a one-time effort but an ongoing commitment to improvement. As businesses evolve and new challenges arise, workflows need to be adapted and optimized accordingly.
This requires a proactive approach, where organizations encourage feedback, innovation, and a culture of continuous improvement.
Now, the moment you’ve been waiting for. These are the three best workflow process management tools:
For team collaboration, the best tool is Process Street.
This software gives you the ability to invite anyone to collaborate on a workflow, whether they work in-house or not. It keeps each step of every process organized. Using integrations with third-party apps such as Zapier, Salesforce, and Slack to automate the workflow, Process Street keeps everything in one place. Integrations like that really help to streamline operations and make sure nothing falls through the cracks. It also provides lots of free workflow templates to help users get started.
Process Street’s pricing starts at $1,000/year for the most basic package, which allows five members and 10 guests. They offer two other packages called Pro and Enterprise, which start at $5,000 and $20,000 per year, respectively. However, it should be emphasized that’s where the pricing starts, it’s a custom price for each client to suit their specific needs.
Trello is an excellent tool for project management.
In my previous job as a project manager, I personally used Trello to manage multiple projects at once to great success. My team and I would design the workflow together, so we all understood it, and each of us could always see where the others were in the project. It’s a great way to collaborate and have all the steps of the project clearly laid out in a grid and defined. Since we were a remote team spread across continents, that kind of transparency was invaluable.
Trello is the most budget-friendly of all the business operations management software in this article. It has a Free plan, and then a Standard plan for $5 per month per user, a Premium plan for $10 per month per user, and an Enterprise plan for just $17.50 per month per user. It’s a great option for small businesses on tight budgets that need better operations management.
Monday is the best tool for different perspectives.
Monday.com utilizes very user-friendly timelines and calendars to structure tasks, giving users a clear picture of when things should be completed. You can also change the view to see the project tasks laid out in a Kanban or Gantt chart. Monday gives project managers a lot of flexibility in their methodologies.
Monday.com’s pricing has five levels to it. The lowest level is the Individual plan which is free and allows two users and up to three boards. Then there’s the Basic plan, which costs $8 per user per month but only gets you 5GB of storage. After that, they have the Standard plan at $10 per user per month, which is the most popular plan.
The last two plans and the Pro and Enterprise plans. The Pro plan is $16 per user per month, but you need to contact support to get a quote for the Enterprise plan. The big difference between the plans is that Enterprise is HIPPA compliant and has features not offered by the others, like reporting and analytics.
Workflow process management does a lot to help businesses run at their best. It saves people time, energy, and money. In fact, it often leads to increased productivity and profits.
As long as you take the time to do the research into what you need and why, and spend the necessary time training your team, you should find great success in whichever workflow process management software you choose.
Bonus tip: If you want to see what a workflow process management tool can offer and have your questions answered in real-time, book a demo with Process Street! Our sales representatives can walk you through the whole process of building a workflow and how the platform can work for entire companies.