For some time now, the word “Workflow” has been heard in the computer sector as a way of defining the operational aspects of a work activity.
Workflow systems, control and management of work processes. Workflow features are included in a lot of different business software: BPM (Business Process Management), ECM (Enterprise Content Management) everywhere they have the objective of integrating people, computers and processes in order to reduce time and increase control in the execution of any job.
A workflow can be controlled manually or computerized, although the most common is to integrate both methods of process control. Starting from a workflow scheme, tasks and resources are organized through rules that facilitate and simplify the control of a certain process within a company.
The objective pursued with a workflow scheme is the maximum standardization of work processes with absolute control of each and every step of each task. The great revolution occurs when you manage to bring the work scheme from paper and manual control to a software to control the processes from a computer.
The workflow control tools allow you to establish the steps of this flow through different types of diagrams. Here is an example of the diagram to control a process of commercial offers in the document management and process control software R2 Docuo:
In the diagram we can see the four states (circles) in which an offer can be and the three transitions (arrows) that allow changing states.
Users create commercial offers in the system and move through the workflow “changing the states” of these documents. The system can be configured to perform automatic tasks when the state is changed in a process (for example sending the e-mail to the client with its offer when “sending offer”) or when staying in a state for a long time (for example, notifying the sales team when the offer has been in a state “Sent to the customer” for 10 days).
Workflow systems have a very important application in document management in particular. The large amount of documentation that is generated within each office, usually follows a certain number of paths or processes that tend to repeat and are capable of being modelled in a workflow scheme and therefore automated in a document management tool with workflow that now In addition can be in the cloud that is accessible from anywhere.
The tools that allow you to implement an optimized workflow are especially demanded at present by big corporations. They facilitate teamwork and there are no doubts when making decisions about the work methodology for a specific process. They allow, above all, decentralized administrative or commercial activities with the consequent benefit for the coordination of large companies.
Before continuing, we should clarify that a work process can be applied to any company or project, logically it depends on the type of organization that can automate more or less parts of the processes. As previously mentioned, the activities that can be easily incorporated in a workflow are administrative, it is very common to repeat the vast majority of the processes to be carried out every month, and that these tasks or processes are exactly the same. same with small variations within each department or office of the company.
What are the advantages of implementing a workflow?
All experts in business productivity recommend the adoption of workflow systems (BPM) for all processes that are susceptible to be automated. This is nothing new, what happens is that now we can implement it with computer applications that also work a step beyond the traditional local network, they work in the cloud.
The advantages cited by all specialists in productivity are among other advantages that are listed below:
- Improvement of the monitoring and control of processes thanks to a standardization in the work methodology.
- Improvement of general productivity and efficiency between departments. It allows savings in the execution times for the vast majority of processes.
- Many of the problems that can arise within a work process are known in advance, therefore, the workflow scheme allows us to anticipate possible failures and anticipate solutions.
- It facilitates the circulation of information within the company itself and therefore the interdepartmental attention times with customers and suppliers are reduced.
Proper foresight and order of the tasks to be performed has always been a guarantee of effectiveness in any project. With business globalization, manual control is often impossible, and in any case, a well-planned cloud workflow management application saves a lot of time, money and dislikes to companies.
An adequate integration with the data available to the company such as emails, messaging addresses, data for billing, and other types of databases, greatly facilitate administrative work within any company.
Well, we already know the advantages of implementing a BPM tool (Business process management) for daily process control in the company. The next challenge is to make the tool easy to understand and easy to implement, it is very likely that the document management software with workflow processes from R2 Docuo is the right one to help you achieve a better management of your company.