A Workflow can be defined as a sequence of tasks that build off of each other, necessary to complete a larger job. The goal is to define a beginning and end, as well as find the best possible path towards completing that job.
It provides everyone involved (employees, teams, departments) with the what, how, and when, then sets expectations such as targets, checkpoints, forecasts, etc. Most often, workflows are created to better organize a company’s repeating processes – such as a worker’s daily activities.
Once created, they’re presented visually through graphs/diagrams, to help employees visualize and understand them better. On the other hand, the goal of workflow management is to organize all workflows most effectively.
What Exactly Is Workflow Management
In smaller and more linear businesses, workflow management is simple enough.
Organizing a handful of employee workflows may not be hard or require exceptional management skills.
However, in larger companies, there can be dozens of workflows that intertwine, overlap, and rely on each other’s completion before moving forward.
With that in mind, it can be said that the goal of workflow management is finding the best way to incorporate all workflows into one routine.
When continually repeated, this routine starts to refine itself over time.
Once in motion, it gathers valuable information – results, strengths, weaknesses, crucial moments, possible bottlenecks, dead ends, etc.
Then the goal of workflow management shifts to using that info to improve the workflows already in place.
Although they may sound similar, it’s important to distinguish Workflow management from Project management.
Project management refers to, in simple terms, a new business endeavor that – unlike workflows – isn’t expected to become a routine.
The Benefits of Proper Workflow Management
When workflow management is done right, it saves everyone plenty of time, money, and headaches.
Firstly, a reliable workflow will reduce the necessary communication between employees (or departments).
More concise communication means less confusion over the “who, when, and what”, as well.
Making sure your employee’s daily routines don’t clash helps them avoid duplicate tasks that can lead to multiple unnecessary revisions and quality drops.
Better streamlined work also decreases information delay and thus the need for management involvement.
Identifying and eliminating bottlenecks removes clogs that can appear in your schedule, which can delay task completion.
Over time, the information you collect from your workflows will help update and standardize them.
The right departments can also use this info to better manage their resources (employees, funds, time).
Overall, improved workflows should lead to increased company efficiency, better decision-making, and higher employee satisfaction.
Helpful Workflow Management Tools (Software)
Every company is unique, there are no universal workflow management processes.
No matter how much you brainstorm and plan, the best workflows create themselves through trial and error.
However, some software tools can assist you with workflow management.
For example, a Cloud-based HR management app is a great way to round up all employees in one centralized location.
After that, if you haven’t already, you should get a digital Time Tracker.
It can keep track of things like work hours, off days, available workforce, and similar stats automatically.
Task Tracking software is also hugely beneficial.
It’s so much more efficient to assign, keep track of, and mark tasks as completed through software.
The data collected by the software will also be kept in one location for easy access and reference in the future.
Using apps also significantly reduces the risk of human error in all processes, especially information gathering.
By leaving these mundane but necessary tasks to applications, managers can focus more attention on strategizing and creative work.
The information collected by software can easily be adapted to reinforce your workflows and workflow management processes.
AppsCo One Provides a Variety of Solutions For You
If you’re looking for a software solution for all your HR needs, then we suggest trying AppsCo One.
The app was created to be well-rounded, insightful, but also user-friendly.
It’s completely Cloud-based, meaning you can access it across all devices (computers, phones, tablets) via the internet.
Time and Task tracking are just the tip of the iceberg of the AppsCo One features.
The Dashboard will remind you of ongoing projects, tasks, and checklists waiting for completion.
You’ll have access to and be able to customize important HR KPIs and receive easy-to-understand reports and statistics created by the software.
You can use the built-in calendar to add dates and deadlines, receive and send out reminders.
The best thing about it is, everything can be done using ONE app.