Workflow Management System Essentials


October 23rd, 2018 workflow  

What is a Workflow Management System?

You might see a workflow management system (WMS) defined as “the orchestration of multiple tasks in a linear process to achieve a certain business outcome.” If that doesn’t easily register for you, it’s probably because it’s generously strewn with business-talk.

A workflow management system, or software, is a tool that helps business users better their business processes. This is done by breaking the process down and then streamlining it and/or automation the appropriate parts.

Similarly, most workflow management systems are burdened with programmer-talk that make the system, let alone the definition, hard to understand.

A Better Idea of Workflow Management

Let’s say your business has a clear process to onboard new employees.

Employee Onboarding workflow Process

Traditionally, this kind of workflow, or business process, requires human involvement at every step, tons of paperwork, and a long waiting time for all the tasks to complete. Thanks to a workflow management system, recurring business processes like these can be largely automated.

Principally, a workflow management system is a way to digitize repetitive and complex tasks so that they become efficient and bring about effective results. A workflow management system often goes deeper than that because there are process overlaps, data integration requirements, dependencies on other teams, etc.

Workflow Management System Essentials

In the pioneering years of automation, businesses put IT in complete control of workflows and everything around it. But that’s changing fast with recent advancements in software development; vendors are blurring the lines between IT and general software users.

In today’s market, a workflow management system finds many takers when it has the following features:

  • A graphical workflow process designer
  • An easy-to-use form builder interface
  • Integration channels to connect with other platforms
  • Customizable notifications to alert workflow participants
  • Reports and analytics features to measure process data
  • Role-based access control
  • Easy pricing

The Future of Workflow Management System

Cloud workflow management is becoming increasingly important. Cloud workflow management is more dependable than its on-prem counterparts, and offers much more flexibility.

There is no doubt that the entire enterprise software ecosystem will soon move to the cloud space for very feasible reasons. Unless there are proprietary or compliance limitations, there is no reason for a business to stay grounded with on-site legacy software.

Cloud workflow management software is more agile, data safe, well integrated, and largely self-sustaining so that you don’t have to spend your business resources maintaining it.

Perhaps the best part of a cloud workflow management is its easy economy. Cloud-based workflow software operates on a software as a service (SaaS) model, sometimes dubbed as SaaS workflow management. It offers subscription-based pricing so that your business doesn’t have to pay a hefty upfront price, but rather pays based on users or usage.

If you just want to try out SaaS workflow management for a certain period of time, but later come to a conclusion that it doesn’t fit your bill, you can just cancel without losing money or violating a contract.

What Does Your Workflow Management Look Like?

How you handle your workflows speak a lot about your business. If you are still dependent on paper-based workflows, there has never been a better time to embrace a cloud workflow management solution. If you have a legacy system to manage your workflows, maybe it’s time to upgrade to a SaaS workflow management tool.

Don’t know where to start looking for the perfect cloud workflow management tool? Take a free 14-day trial of KiSSFLOW!