The Benefits of Workflow Management Systems
In many businesses, it has become common practice to ensure that tasks are to be completed through a workflow process. Specifically, a workflow process is a series of tasks that sequentially need to be completed to achieve a final targeted outcome. In HR departments a common tool utilised to attain powerful workflow management systems is acquiring a Human Resources Information System (HRIS).
A HRIS provides HR professionals with an online platform to effectively manage workflow processes, easily selecting who they may need to sequentially notify through the task process to meet end goals. An example could be throughout recruiting and onboarding a new employee, HR managers may want to notify selected managers once an employee has signed a contract or filled out important information, to which through automation within the HRIS allowance for workflow processes to easily complete this action may be seen.
Likewise, workflow management systems provide all managers within the organisation with an extremely large range of benefits. Provided in detail throughout this blog are 5 specific benefits of workflow management systems.
A major benefit of utilising a workflow management system within your organisation is that it effectively increases productivity throughout your entire business. Specifically, productivity is to be increased through the automation of the workflow process. Simply for any largely time-consuming tasks such as notifying specific people who need to approve different stages of a task, the workflow system will do it automatically.
This ensures that when an activity is being completed free time is given to employees as they do not need to stress about chasing different stages as it will be automatically completed. Furthermore, relevant individuals may be alerted when there is incorrect information or missing information, this allows for an increased in free time given to employees allowing for an effective increase in organisational productivity efficiencies.
Eliminates Human Error
Through the utilisation of a workflow management system managers can assure that the benefit of eliminating human error may be attained. As employees we often make mistakes, forget important information and even misinterpret what we are meant to do. Through a powerful and effective workflow management system employee may be assured that any mistakes made will be found, or in cases eliminated from even occurring to begin with.
For example, an employee may forget that throughout their workflow process they are to notify five different managers to get their approval. They may end up notifying three people mistaking to notify two more, although through using workflow systems this will not occur. Simply any task structure is to be set up and mistakes are to be eliminated. Another example could be manual errors with data entry, workflow automation will ensure this does not occur as the data is automatically pulled and transferred through the online system effectively eliminating the chances of human error.
Workflow management systems allow managers to effectively attain the benefit that is enhancing communication throughout the organisation. Specifically, communication is enhanced through workflow management systems as employees are given more access to tools allowing for communication to occur. For example, if there is any uncertainty within the workflow process, an employee may track back and find who they should ask and communicate with to fix the issue.
Furthermore, if employees are awaiting approval for something important, they may be assured that they are in the loop through the workflow process, meaning when issues are resolved or anything important is completed employees are to be notified. Moreover, due to automation employees are able to communicate back and forth between one another with increased ease, passing on any messages that need to be conveyed throughout the entire workflow process.
Removes Unnecessary Paperwork
Through utilising a workflow management system, a manager is able to obtain the benefit of effectively removing unnecessary paperwork. Specifically, due to automation and everything being online, paperwork can be effectively removed where necessary. For example, when an employee needed to make an important sale and process the documentation on a paper, then forward it onto their managers, this can all be done digitally whereby the sale is processed online and further the document is forwarded online automatically.
Furthermore, paperwork is eliminated in an example case where an employee may need to find data that has been captured in documentation whereby the workflow process will allow this paperwork to be captured and stored online, to which when it is needed it can be brought up at any given moment. Likewise, when paperwork is stored online employees are able to remove the paper and in turn begin to straight away record data and results all online with the help of utilising the workflow management tool.
Managers are able to attain the benefit of assuring accountability through utilising workflow management systems. Specifically, accountability is assured within the organisation as if an audit is to be conducted, any piece of data or task section completed can be traced back through the workflow system. This allows any auditor or even manager to effectively identify who took action in the workflow process.
Correspondingly, individuals will work knowing that they are to be held accountable for their work. If a mistake is made, an inappropriate message sent or any issue that needs clarification is found simply a manager can trace back to which employee entered the information into the workflow system and bring them to be directly questioned.