Workflow Management Software

Using automation to manage workflow can optimize your organization's operations for peak performance.

 

Definition

Workflow management software is used to define, automate, and improve an organization's business processes to improve efficiency, reduce errors, and increase productivity.


What is Workflow Management?

Every company uses a wide variety of different workflows to make sure tasks are completed and business goals are reached. In many cases, these workflows and processes require a great deal of human intervention to keep the flow moving forward. This could mean emails, pop-ins, meetings, calls, Slack messages, etc. Managing this kind of manual workflow leads to mistakes, long turnaround times, non-compliance, and host of other issues.

Truly managing your organization's workflow means documenting, automating, and improving the way work gets done. Let's get started with a few examples.

Examples

Every organization and every department has its own use cases for workflow management. For instance, Finance might need to automate expense requests while HR might need to automate employee onboarding workflow. Meanwhile, IT might need a system to handle cybersecurity incident management. Each of these workflows is different, with different forms, routing, logic, etc. Here are some examples of departmental workflow management use cases.

IT/IS

IT Service Requests

Security Access Requests

New Account Setup

Change Requests

New Project Requests

Project Management

Security Incidents

Finance

CapEx/AFE Requests

Expense Approvals

Salary/Wage Changes

AP Automation

Grant Management

Marketing

Campaign Approvals

Collateral Approvals

Brand Management

HR

Benefits Changes

Timesheets

New Hire Management

Employee Onboarding

Employee Offboarding

Vacation Requests

Purchasing

Procurement Process

Capital Approvals

Vendor Management

Invoice Approvals

Product Pricing

 

 

Facilities

Office Relocations

Office Automation

Resource Scheduling

Facility Access

Move Requests

Sales

Quote Approvals

Pricing Discounts

Proposal Approvals

Product Discounts

Legal

Legal Holds

Contract Reviews

Client Intake


For a list of detailed examples of where and how workflow management can be used, visit our Workflow Examples page.


While there are point solutions that attempt to handle distinct departmental workflow needs, some organizations find that implementing a workflow platform that is departmentally-agnostic and flexible while remaining easy enough for business users to manage is a better way to go.

Video: So how does workflow software work?

Benefits of Managed Workflow

At the end of the day, why do companies invest in workflow software to replace manual processes?

  • Streamline and speed up internal processes by reducing manual entry and request handling.

  • Reduce errors and re-work.

  • Reduce the risk of improperly-approved requests, contracts, hires, etc.

  • Improve compliance with audit trails.

  • Increase output and increase productivity (this goes for people handling requests as well as requestors).

  • A unified, personalized request experience for employees.

For the complete list, visit our workflow management benefits page.

How is Workflow Management Software Typically Implemented?

Workflow management software can be deployed however you need it. For instance, we offer cloud-based SaaS, private cloud, or on-premise versions of Integrify so you can meet any organizational or regulatory standards as needed. We'll help you get up and running no matter what version you choose and all versions have the same features and tools.

A typical deployment includes a best practice project management framework with our service teams which you can read more about here. Our service and implementation team are experienced and focused on getting you up and running quickly. We also provide ongoing coaching and training as needed.

The process for rolling out an automated workflow to a department or organization typically looks like this:

  1. Gather information about the workflows to be managed and automated.
  2. Document the details of the workflow including forms, hand-offs, routing, etc.
  3. Illustrate the process using a flowchart or workflow design tool.
  4. Gain consensus on the workflow from all stakeholders.
  5. Build the workflow and forms within a workflow management software tool.
  6. Perform user acceptance testing with a pilot group of users to ensure accuracy.
  7. Train end-users on how to use the new system.
  8. Launch the new system.

For more on implementing a new workflow, check out our blog.

workflow management software example
Workflow Management begins with drag and drop process building.

 

Blog Post: Five Questions to Ask a Workflow Management Vendor

For tips on buying your own workflow system, consult our blog post. We'll provide details on these quests for potential vendors.

  • What are the integration options?
  • How long will it take to implement?
  • How Easy the System to Use?
  • What Platforms Do You Support?
  • How Flexible Is It?

Read More


Additional Workflow Management Resources


Interested in Automating Your Workflow?

We have a variety of resources to help you on your journey to an automated workflow. 

Automate Any Business Process

To see how quickly you can begin automating your business processes, request a demonstration or trial of Integrify.


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