In a business world increasingly dominated by technology, organizations are faced with more responsibilities as they handle a more complicated technology stack when managing their workflow processes. That’s why more organizations are turning to workflow management systems (WMS) to help them streamline their workflow and scale up their production.
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The right workflow management system should help you take control of your routine business processes and help you manage them better, according to Kanbanize: Kanban Software Tool insights. When you’re searching for a workflow management system, you want something that:
- Allows you to automate repetitive workflow processes
- Do an automatic follow up on uncompleted tasks in the workflow process
- Allow more visibility over the business workflow, including performance metrics
To understand the true value of what a workflow management system can help you achieve, you should know what to look for when choosing one for your business. Here are six core features that every workflow management system should have.
Easy Graphical Modeling of Workflow Processes
Perhaps the most important feature of any workflow management software is having an easy-to-understand graphical model of workflow processes. Such a model helps all users understand the steps of each process taken and what’s expected from each of those steps. Intuitive graphical modeling is critical, so users can see activity and process definitions, roles of individuals and departments, resources and expected outputs from all workflow processes.
Role-Based Access Control
Many workflow processes contain sensitive data that’s not intended to be shared with everyone in the process. While workflow management systems are built around transparency throughout workflow processes, make sure the one you pick features role-based access controls that allow you to customize what each user can see and edit. The ability to assign and re-assign roles via specified access controls should be quick and easy.
KPI-Based Reports
The fact is, business workflows in today’s techy world have too many steps that make monitoring and reporting pretty challenging. A great workflow management software enables effective KPI-based reporting that lets you see and analyze where the workflow bottlenecks and issues are, as well as where to focus your attention. Combined with strong workflow analytics, KPI-based reports make it easy to understand performance and accountability in processes.
Flexibility of Workflow Patterns
While some workflow processes involve simple tasks, some involve multiple sequences working in parallel. Others involve several tiers of processes that have to be completed in a particular order. A great workflow management system should provide the flexibility needed to design and model workflows in a number of ways. It should easily guide and define processes, by creating necessary workflow patterns for each specific process or a mixture of process types.
Automated Task Status Updates
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One of the biggest challenges in traditional workflow management is knowing whether a particular step or process has been accomplished. With a workflow management system, this is solved through automated task status updates and alerts. Choose a WMS that allows workflow or project participants to check on task status at any time and keep track of every progress made. Automated task status updates help you know where everyone is in a workflow.
Cloud-Based Technology
Cloud computing spending is expected to grow much faster than IT spending, according to a Forbes article. While some businesses still use on-site self-hosted management software, a cloud-hosted solution comes with benefits, like cost-effectiveness, real-time visibility, easy scaling and flexibility. Choosing a cloud-based WMS means all users will be able to access data, give approvals and access reports from any location, at any given time.
The Bottom Line
There are many more features to look out for, including the option to pre-fill forms, integration with other cloud services, easy transparency of workflows, easy-to-use status representations, notifications when and where you need them and pay as you go. What matters most is looking deeper into how effective workflow management can help your business improve efficiencies and productivity using the various features provided.
