Workflow Management Software

Workflow management software positively impacts work efficiency, productivity, accuracy, and customer experience.

 

workflow management software illustration showing interconnectedness

Definition

Workflow management software is used to define, automate, and improve an organization's business processes to improve efficiency, reduce errors, and increase productivity. For more on workflow management systems, visit this article on Wikipedia.


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 a 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 solutions. 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

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?

Workflow Management Benefits

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

Here are a few workflow management benefits you can count on:

How Are Systems 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.

 

Workflow Management FAQs

Are there integration options?

Vendors have different approaches to integration. Here are a few that you're likely to run across:

  • The solution will integrate exclusively with enterprise applications like Microsoft SharePoint or specific HRIS systems, which is good if you plan on sticking with those systems.
  • The solution will integrate with a handful of enterprise applications based on limited partner relationships with those vendors.
  • The solution will provide an open system with standalone Web services that allow process integration with almost any system. Some custom work may be required.
  • The solution will offer a broad variety of integrations through middleware, where the solution

How long does it take to implement?

Vendors that offer professional services should be able to provide a good estimate of when the solution will be rolled out publicly (or at least to a pilot group) because, while every situation is unique, established vendors have seen pretty much everything and will have a frame of reference from which to draw. They may also have a variety of prototypes or proof of concept options that can be leveraged prior to signing a contract. These will give you both an idea of the vendor's capabilities and the likely timeline for rollout.

How easy are these systems to use?

You can get a sense of how easy a system is to use from watching a live or recorded demonstration but a better approach is to request a trial account with a pre-built process you can reference. This will give you a chance to share the actual working environment with anyone who may be using it. Put yourself in the mindset that you have already purchased the system and you need to get things done in it. How hard is it to use? How does the interface make you feel, considering you and others may spend a lot of time in it? Check out the Help site as well. Vendors who value user experience will leave you feeling secure and confident.

What platforms are supported?

Cloud-based software has distinct advantages over premise-based software but it's not always A) your call and B) allowed by your industry. Some industries require software solutions to be completely under their control and within their firewalls (think financial, government, legal). In addition, some organizations need to integrate with on-premise systems (for instance Active Directory) that will only connect to other premise-based systems. These situations dictate a premise-based solution.


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. 

Workflow Management Resources

We have a variety of resources to help you on your journey to a managed 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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