This is a Way How to Avoid Low Quality and No good Work Performance?
This is a Way How to Avoid Low Quality and No good Work Performance?
discover | Friday - 22 / 03 / 2024 - 3:20 am
There is no doubt about the impact of ineffective procedures on productivity and efficiency. This impact can even extend to your company’s competitiveness and employee morale. It is surprising how widespread chaotic manual workflows are in various industries and fields!
Well, it’s time to end your suffering from manual and inefficient workflows and make a qualitative leap towards faster, more efficient, and more competitive performance, all while focusing on your employees’ capabilities.
In short, it’s time to use a workflow management system in your company.
A Brief Definition of Workflow Management
When a company adopts an approach where a series of tasks are executed in a well-organized manner through an automated system, this is called workflow management. Therefore, when your company integrates any software that includes a workflow management system. It leads to the automation of many vital operations such as accounting tasks, tracking employee performance, understanding the true costs of employees, and reducing management costs, etc.
Does the workflow management system, important man?!
A logical question, especially for startup owners, and here is the answer simply:
- Organizing and executing tasks that involve maintaining an information-rich system quickly becomes difficult if all of this is done without a good plan.
- The biggest benefit of a workflow management system is that it simplifies tasks which need a human touch. In a system that defines, schedules, and approves tasks quickly it is easy for each employee to know exactly what they need to do and when they need to do it. This will in turn – and inevitably – lead to improvement in accountability and boost in productivity to the highest level.
- Workflow management aims to ensure that workflows are aligned with your company’s goals. Follow best practices, and meet quality and performance standards. Workflow management also includes identifying and resolving any problems or bottlenecks that may arise in the workflow, such as errors, delays, repetition/ recurrence, or conflicts. Workflow management can help you streamline your operations, reduce costs, improve customer satisfaction, and comply with regulations.
How can a workflow management system free you from low-value tasks?
However, you are probably wondering what these tasks are! Well, how many times have you suffered more than you think because of delays and confusion within a department in your company due to the requests/ approvals chain? What about manually entering data from paper records and different systems? What about manually sending documents multiple times due to missing information or the need for rephrasing? Or how many times has a workday been lost due to sorting through different – disorganized – versions of files, till deadlines were missed?
The workflow management system has the solution to the problem of low-quality manual work. For example, the built-in automation feature of the system helps you to define automatic decisions that are usually logically acceptable to such as 👩🏻 “If the value of the purchase order exceeds $50,000, this feature will notify you to refer the matter to the finance manager for approval.” Another example is “If the civil registration number is missing – i.e. not compatible with the standard of SANED system1 – this feature will notify you to refer the matter to the human resources department to verify the matter and eligibility.”
Human high risks
Also, we should consider the high risk of human errors due to the increasing number of manual steps involved in carrying out tasks within your company. In such a case it is impossible to save valuable time. That is supposed to be spent focusing on more productive tasks.
By building on smart business rules and using automation within the workflow management system. Information will flow immediately to the next step, and this in turn will save significant working hours inside your company every week. Automating these simple, logically-agreed-upon content gates eliminates the need for someone to open an email, review a paper form, and search and scan to figure out what to do next. Instead, the workflow system manages the process and only calls for employee intervention when necessary.
How to Best Utilize a Workflow Management System
Here are some steps you can take to ensure a smooth transition and create an effective flow of information from your Logistics ERP system to your employees (Thus the ideal solution for you is the Prime system from Logix)
1- Initially Define your workflow goals (or define what you want from the workflow)
The only way to make sure you design a workflow that suits your needs. Is to set clear goals from the beginning. This begins by asking yourself the right questions about what you want from your workflow:
- What processes do you want to integrate into your workflow system?
- What are the key performance indicators (KPIs2) that will signify a successful workflow?
- Additionally Which manual tasks will you incorporate into the system, and which will be automated?
2- Design the Workflow Diagram
Based on how the workflow is currently managed and the tasks you want to automate, create a rough workflow diagram. You should focus on keeping the workflow as minimal as possible. While you can always add more tasks later, shorter workflows typically have a higher success rate.
3- Standardization, digitization, and automation
When creating a workflow, you need your employees to perform their tasks according to the workflow each time. When making any kind of exceptions, it is necessary to form a different workflow. Logix system can then track what is being done to document compliance and ensure quality across all operations.
In addition, presenting data to users in an appropriate way makes it easier for them to follow the current workflow.
4- Unifying of standards is just the starting point
Digital transformation is sweeping across almost every industry. As consumers embrace technology and the instant gratification it provides. Businesses are under pressure to improve their responsiveness, agility, and service delivery. This doesn’t mean simply moving from paper-based systems to electronic ones. It also means relying on the integration of processes and information across those digital platforms. Logix ERP system, equipped with workflow management tools. The system can facilitate digital transformation and allow your employees to easily complete workflow without having to navigate between multiple disparate systems.
Once you have completed standardizing and digitizing your data, you can then move on to automation. With a large volume of data integrated across systems, organized into reports and metrics that inform your workflow, you can simply set up alerts and conditions that apply instructions when certain requirements are met.
Example:
You can set up a purchase order to be created and sent to the purchasing manager for approval anytime the number of cycles falls below a certain point. The quantities for this order are determined based on sales and supply data, and from there, the employee (purchasing manager in our current example) can view all the data in one place and complete two tasks: make a decision about the purchase and send the purchase order.
Conclusion
If you are truly looking to take your company towards digital transformation, then a workflow management system should be an integral part of it. By using Logix ERP, you will not only reap the benefits of saving your team’s time, but you will also be able to unify operations, create transparency, follow necessary compliance processes, and more as mentioned in this blog post.
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- The Saned system is a system affiliated with the General Organization for Social Insurance in the Kingdom of Saudi Arabia. This system provides insurance against unemployment. For more information about this system, click here ↩︎
- KPI stands for key performance indicator, a quantifiable measure of performance over time for a specific objective. KPIs provide targets for teams to shoot for, milestones to gauge progress, and insights that help people across the organization make better decisions. for more click here ↩︎
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