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Important Tips to Manage Your Workflows and Improve Their Efficiency

12.August.2022

Managing workflows efficiently is one of the keys to business growth. Whatever business activity you are engaged in, effective workflow management can significantly improve work performance and increase revenue.

Why is improving your workflows important for your business?

To grow your business, you need a workflow that provides a framework through which tasks are done. This streamlines your business processes and ensures that work flows smoothly from one step to another.

However, having a workflow process isn’t all there is to it. A poor workflow can lead to huge losses due to unfinished deliverables or defective products. It can create gaps in communication or miss essential steps in the process.

You need to make sure that your workflow is aligned with your business objectives. You need to implement it properly and monitor its efficiency. Even if you already have a good workflow in place, you need to constantly improve it to adapt to emergent changes.

Here, we list ten ways that you can manage a workflow regardless of the nature of your business.

  • Assess your current workflow

  • Provide ample training for employees

  • Ensure good communication

  • Minimize unnecessary interruptions

  • Create templates and diagrams

  • Ensure proper documentation

  • Use the Cloud

  • Automate processes

  • Leverage modern technology

  • Monitor and track

1. Assess Your Current Workflow

Analyze the workflow you are using to identify bottlenecks and areas for improvement. Get feedback from the employees who use the workflows to find out what works and what doesn’t. Determine which stages you can simplify, streamline, or automate.

2. Provide ample training for employees


Even the best workflow systems will be ineffective if people do not know how to use them. Conduct training programs or workshops so your employees understand how to organize workflows and maximize their use.

3. Ensure good communication


Prevent misunderstandings or confusion that may result in errors in the process. Communicate clearly with all employees involved and clarify tasks. You can use project management software to enhance communication within your organization.

☛ More about ‘Workflow Scheduling & How it differs from Task?'

4. Minimize unnecessary interruptions


Manage time better by minimizing interruptions at work. Avoid long and unproductive meetings by setting a clear agenda and including only those who are part of the project.

5. Create templates & diagrams


Cut down on redundant tasks by creating templates and workflow diagrams for processes that are regularly used. Templates provide a structured format that can be easily used. Workflow diagrams and process maps help guide employees to effectively finish a task without wasting much time. They visualize the sequence of steps that need to be followed for better work efficiency.

6. Ensure proper documentation


It is important to document a workflow right from the beginning up to the end of a project. Lay out the steps taken to complete the process effectively. You can utilize a document management system with a central file storage to enable easy access and sharing of information within the organization.

7. Use the Cloud


Provide your employees convenient access to information they need by implementing cloud-based solutions. This enables remote access to your systems whenever needed wherever your employees are based. It also makes it easier to maintain workflows especially for distributed teams.

8. Automate processes


Boost productivity by automating your workflows. Minimize manual processes to reduce work time and human errors. By automating highly repetitive tasks, your employees can focus on what’s important.

Among the workflow tasks you can automate are time-keeping, meeting reminders, payroll processing, restocking, and bill payments. You can also automate reporting and tracking procedures.

9. Leverage modern technology


Improve collaboration and optimize automation by leveraging the latest technologies. Integrate workflow management tools with your CRM or ERP. Some tools you may want to consider using are bpm’online, Flokzu, ProcessMaker, Nintex, and Kissflow. These tools can help make complex business processes simpler and easier to do.

10. Monitor and track


Whatever workflow system you are using, it is important to monitor and track its performance. Set metrics for the processes and measure productivity levels. 

Use proven techniques to monitor and manage workflows such as:

  • Set realistic, achievable goals
  • Identify crucial metrics and KPIs
  • Monitor performance in shorter intervals
  • Keep track of the average time to completion
  • Identify further areas of automation and redundancy
  • Drive data-driven decisions by establishing an analytics system
  • Make adjustments to the workflow when necessary.

Optimize Workflows to Maximize Output

Indeed, a well-managed workflow can improve business processes to help achieve better output. If you haven’t done so, assess your workflow now and employ appropriate ways to improve its efficiency. Follow the workflow tips we have mentioned and see which ones work best for your business.

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