We live in the age of hacks, where there’s a shorter, faster way to do everything imaginable. In our quest for quick fixes, we often ignore relevance and long-term utility. In the realm of business process management, this tendency is seen in companies that utilize Google Forms workflows.
Google Forms is brilliant for what it was created to do–build forms. Trying to manage business processes with them, however, is like trying to get fit by just following fitness influencers on Instagram. Gathering knowhow is a great first step but you need to do a lot more than just that if you want to see the results you desire.
At its most basic level, Forms can collect data and store responses in a spreadsheet. It is a much better alternative to trying to collect data over email since the manual transfer of responses to spreadsheets is not needed. Given that one responder can’t see another’s answers, it is perfect for surveys where confidentiality is required.
You can also set permissions for the spreadsheet so that people can view or edit the data.
Organizations who use Google Forms to create workflows usually go through the following steps.
This is the stage where the actual form building begins. Set up the survey with as much detail as possible. Ensure all required fields are included.
Each time responses are recorded, they are stored in one spreadsheet. Share the sheet with all stakeholders involved in the process. Also, ask them to set up spreadsheet notifications so they can stay in the loop when there are updates. You can also include additional columns in the spreadsheet for people to add notes or status indicators.
If you wish to take the workflow a little further, it can be achieved using Apps Scripts. You will need to add code to automate specific tasks such as sending an e-mail reminder or status update.
Google Forms can give you a reasonably fair start but once you’re past the data collection stage, it proves inadequate as a workflow management tool.
Google forms workflows may meet your needs if your team has only a handful of employees with very simple, linear processes. As you scale and the complexities in your business increase, you will need a sustainable, end-to-end solution that won’t require frequent replacements or frantic juggling of multiple applications.
Kissflow is a complete workflow management application that integrates effortlessly with Google Apps. It has a clean, intuitive visual designer that doesn’t require coding knowhow. Irrespective of the complexity of processes, workflows can be created and monitored with ease. Data can be secured effectively using role-based access. Real-time tracking and reporting allow you to identify lags and fix them on the go, thereby enhancing productivity and minimizing errors.
Try Kissflow to take your workflows to the next level.