All businesses leverage some form of workflow process to keep their business moving—and their revenue flowing. But what if you could automate those repetitive tasks, cutting down on error, effort, and time? Workflow with eFileCabinet allows you to build custom processes, letting you achieve the true efficiency of automation and accelerate your business.
45% of employees spend half their day working on repeatable tasks.
Source: 2016 TechValidate Survey
Workflow automation is easy to implement, but as it has unlimited customizability to scale to your business demands, that also means it can become quite complex. This three-step process will help you get the most out of implementing workflow automation into your business process. Begin by diagraming out your current process, designing an improved process by cutting out bottlenecks and improving efficiency, and then deploying your new automated workflow once you know your process is perfected.
Draw out a physical diagram of your current workflow to better understand how to improve it.
Before building a custom workflow, it’s important to gain a firm understanding of how your current process works so that you can make sure that the automated workflow you create is fully optimized. Commit your current process to paper to visualize how data moves through your organization. Look for redundancies or places where the process can be cut down or improved.
Ask yourself these questions:
Is there a bottleneck where my process stalls or hits a dead-end that takes manual correction?
Are there any redundancies that can be removed or streamlined?
Can some approvals be made automatic, like preapproving low price-points from trusted sources?
While designing your workflow for automation, it’s best to keep the end goal in mind.
While you design your automated workflow, think about how data moves through your organization, and where approved or denied documents may need to go. While you do need to decide where documents eventually need to end up, there’s a lot of power to help you make sure they get there.
The scripting feature of workflow means that you don’t need a developer or a tech savant to help you. Simply set the parameters you want, and once a document reaches that step of the workflow it will execute exactly what you want, flawlessly.
Use functionality like time limits to keep documents moving through the approval process, rolling up to a higher-level person for approval after a certain amount of time. Profile routing is another way you can keep data moving in the right direction by delivering the right data to the right people. For instance, document scanning with Zonal OCR can automatically send invoices to finance or resumes to human resources, without ever requiring a person to lay eyes on it. A well-designed workflow automation makes sure that your process is streamlined and free from human error.
Workflows are living, breathing things.
So, you’ve diagramed out your process, patched holes, and unclogged bottlenecks, and now it’s up and running smoothly. But even the most successful workflow is never truly done. Treat your workflows as a living thing, and pay close attention to data visualizations and status to make sure that your process continues flowing as efficiently as possible. Use the data monitoring tools built into your workflow to continually watch for speedbumps before bottlenecks occur. And be mindful of the human interactions within your workflow to make sure that your employees aren’t overwhelmed, or waiting around for something to do.
Continue to monitor and improve your workflow when necessary to ensure that your business is always optimized and automated. As business changes and demands shift the workflow may need to be changed. So, it’s important that you and your team are up to date on your business processes, and how workflow automation helps achieve the shared goals of your organization.
Executing business processes with workflow automation is easier than it seems, and mandatory to keep up with the accelerated pace of modern business. Learn more about workflow, and how eFileCabinet can elevate your own business with workflow automation from eFileCabinet.