October 18th, 2019 • workflow
When you purchase a product like a Swiss knife, you’re rarely aware of it’s full potential. Aside from a handful of functions that are utilized most, the others usually remain unexplored.
This is the case with workflow management software as well. Organizations usually invest in workflow solutions intending to automate one or two processes to begin with. Over time, they get habituated to using these applications only for structured work and miss out on opportunities to transform other types of work.
A workflow provides a visual representation of a process, clearly describing tasks, stakeholders, and timelines. Workflow solutions help optimize processes through streamlining and automation. This capability can also be extended to unstructured, less frequent types of work such as cases and projects.
Let’s take a look at how varied forms of organizational operations can be optimized with the help of workflow solutions.
A business process is a structured sequence of tasks that have a clearly defined beginning and end. A typical process is repetitive and works towards achieving an organizational goal.
Workflow solutions automate processes end to end, making them completely hands off. They help monitor process performance and help make improvements over the long term, thereby increasing efficiency.
A typical example of a process workflow is creating content for the organization. Businesses regularly require content for both internal and external purposes.
In a typical content workflow, an employee raises the content request explaining its objective. The content manager reviews the request and creates a detailed brief. The content is then assigned to a writer. Once the writer submits the draft, it is edited and approved. Once approved, it’s assigned to a designer for the visual components. It then moves on to developers to add code, if required. The marketing and SEO teams then publish and distribute the content as per plan before marking the task completed.
A customized content workflow solution can clearly define the process, tasks, stakeholders, and timelines. Automation makes content workflows seamless and meet business goals effortlessly.
A case is a transaction, response, or service that aims to resolve a problem, request, or claim. It involves internal and external stakeholders. There is a definite goal but the plan of action is usually fluid and unstructured. Case managers make decisions on the fly using information available at the time.
To illustrate a case workflow, consider a customer complaint in the online retail industry. Customer A registers a complaint with a company about a damaged product delivery. Customer service executive G responds and resolves it with a product replacement.
However, the second delivery quality is also unsatisfactory and A wants a refund. If a different customer service executive (H) is assigned the new ticket, she or he would require previous ticket details as well as insights from how similar cases have been resolved in the past. H may be prompted by the software to suggest other forms of resolution to A. Once marked closed, the case log can help improve overall insights on resolving cases.
A case workflow tailored to your needs can minimize the amount of human error caused by the unpredictable nature of cases. Cases can be resolved faster thanks to improved mobility enabled by workflow solutions. These systems can also help you analyze what initiatives are working and establish patterns to draw insights more effortlessly.
Projects are a set of tasks designed with a specific end goal in place. Unlike processes, they are usually one-time occurrences. Unlike cases, projects have a clear, predefined course of action.
Tailored project workflows help you stay organized with multiple projects and meet respective deadlines. A project workflow solution enables greater clarity in every step along the way and projects are completed smoothly and efficiently.
A product launch is a classic example of a project workflow. There are multiple tasks that need to be managed in tandem such as budgeting, defining the agenda, choosing and setting up a venue, marketing and promotions, media coverage, and more. There are multiple approvals involved at different stages.
Enhanced organization helps ensure that no small details fall through the cracks and there’s greater transparency into progress. The entire project can be streamlined and executed efficiently.
If you’re looking for a versatile workflow solution, Kissflow is exactly what you need. No matter what you wish to optimize–process, project, case, or collaboration–Kissflow can help you do it with ease. Its no-coding intuitive interface can get you started in a matter of minutes.
Kissflow’s dynamic form builder helps design workflows of varying complexities. Gain valuable operational insight with its powerful analytics and reporting features. Role-based access secures confidential data effectively.
Take a customizable demo to experience impressive efficiency.