March 12th, 2019 • Workflow
When creating a better process, there’s one element that everyone goes to first. It’s not usually defining a better form, charting integrations, or improving notifications. The highlight of improving a process is the workflow design.
Workflow design happens when you map out the sequential tasks involved to take an item from ‘initiated’ to ‘processed’. In the process of workflow design, you get a chance to see the entire process and how data moves seamlessly from step to step.
Each task in the workflow should be assigned to either a single human, group of humans, or to a system.
There’s something essentially business-like about charting a clear, step-by-step path to get something from undone to done. Whether you use charts, whiteboards, a digital workflow design tool, or just the back of a napkin, designing the perfect workflow feels like the core of what a business does.
But while anyone can throw some arrows up on a wall, workflow design must be intelligent to work in the real world. When separated from the realities of the daily grind and multiple priorities, it might seem easy to create workflows. But when regular office life is added back in, the success of your workflow design tool is really tested.
To show the power of workflow design, let’s look at a typical process that requires a top-notch workflow: employee onboarding.
Employee onboarding may seem like a pretty simple workflow to design, but it’s a classic example of how the ideal can break down in the real world.
Most HR professionals can think through all the things needed to make sure a new employee starts off strong. From a letter from the CEO, to ensuring that a workspace is set up perfectly, to adding email accounts and granting access to essential software, the whole thing seems like it should go pretty smoothly.
Here are some more elements that need to be included:
It’s starting to look a little more complex, but still pretty manageable with workflow design done on the back of a napkin, right?
Workflow design breaks down your onboarding process into logical steps. When good workflow design enters the picture, onboarding picks itself up from disorganized chaos and lands neatly on orderly productivity. Any stakeholder can track the status of a new joiner’s onboarding process at any given moment. The newly streamlined process can be run efficiently, just by design.
Here’s a list of advantages:
To explain how onboarding can change with workflow design, here’s how it works with Kissflow.
Kissflow’s simple visual design means that, once you’ve used workflow design techniques to break it down, you can easily build an app to run onboarding that’s perfectly consistent, quick, and efficient.
You can choose to create your own process from scratch, using Kissflow’s visual workflow design tool. Alternatively, you can choose a pre-built app from Kissflow’s library, and tweak it to your organization’s unique needs.
Modify details like data fields, the sequence of tasks, and databases from where the app will pull the required data like employee name, date of joining, and so on.
Assign stakeholders, the individuals involved in the process, and set roles and responsibilities for all individuals. Define confidentiality settings and control who can initiate the process.
Once you’ve created the onboarding process you need, you can share it with your organizations. Call it the end of all onboarding-related email clutter, time delays, and disgruntled new employees!
You can check the real-time onboarding status of any given employee, whenever you need to. Additionally, you can get one-click visual reports and automated validation.
Given the advantages that a workflow management software like Kissflow brings to onboarding, it’s a good idea to get on the workflow design bandwagon today. Try it with your organization’s onboarding today, and you’ll see for yourself the undeniable difference it makes.