Streamlining Business Processes: Creating a Strong Case for Digital Workflow Implementation

Every organisation seeks to enhance its efficiency and agility, driven by the ever-accelerating pace of digital transformation. One compelling approach to achieve these objectives is streamlining processes and workflows, especially when continuous improvement is adopted as a strategy. 

Streamlining a process involves simplifying it, typically achieved by eliminating complex or unnecessary steps. There are numerous approaches and modern technology platforms that help organisations in thriving through process optimisation. This article delves into streamlining business processes, their benefits, defining processes and workflows, and practical strategies for enhancing efficiency through digital transformation. 

Understanding Processes and Workflows 

Processes and workflows share similarities, yet they possess distinct characteristics. Below are the accurate and definitive explanations for both: 

Process: It represents a collection of repeatable activities essential to achieving a specific goal set by an organisation. These activities are continuous and aimed at accomplishing the defined objective. 

Workflow: Refers to the systematic breakdown and execution of tasks, whether automated or manual, from start to finish. These activities are carried out sequentially to ensure the completion of the task at hand. 

What Is a Digital Workflow?  

A digital workflow comprises a sequence of actions that leverage computers and software to replace manual or paper-based business processes, particularly repetitive ones. Unlike manual workflows, which depend on human involvement at each stage, digital workflows are predominantly automated to save time and enhance efficiency.  

The complexity of a digital workflow can be influenced by various factors, including: 

1. The number of steps involved in the process

2. The involvement of multiple individuals or departments 

3. The extent of automation required 

4. The intricacy of the data being processed 

Furthermore, it is crucial to recognise that the complexity of a digital workflow can significantly impact implementation and maintenance costs. 

What Are the Benefits of Digital Workflows?  

Implementing digital workflows is fundamental to any organisation’s digital transformation strategy. Like traditional workflows, digital workflows involve multiple individuals, teams, and tasks. They can be either simple or intricate, but they must be repeatable processes that occur regularly.  

Visibility and Insight into Your Business Processes  

One major benefit of digital workflows is their enhanced visibility and insight into an organisation’s business processes. By digitising these workflows, organisations comprehensively understand how various tasks and responsibilities are interconnected. This insight allows them to make informed decisions, identify areas for improvement, and optimise their operations for better overall performance. 

Quick Approvals  

Another significant advantage is the expedited approval processes that digital workflows facilitate. By streamlining approvals through digital means, organisations can accelerate their operational pace and ensure timely decision-making. This increases efficiency and enhances responsiveness to rapidly changing market demands and customer needs. 

Efficiency and Scalability  

The implementation of digital workflows also contributes to overall efficiency and scalability. By automating repetitive tasks, organisations can free up human resources and allocate them to more value-added activities. Additionally, as the organisation grows, these digital workflows can seamlessly expand to accommodate the increasing workload and complexities without significant disruptions or resource constraints. 

Power to Audit Processes  

One crucial aspect digital workflows offer is the power to conduct process audits effectively. With digital documentation and real-time data tracking, organisations can easily review and assess the efficiency and compliance of their workflows. This level of transparency helps organisations promptly identify bottlenecks and compliance issues, ensuring that the processes remain in line with regulations and industry standards. 

Eliminated Manual Processes  

Moreover, the adoption of digital workflows leads to the elimination of manual processes. By reducing manual interventions and the associated human errors, organisations can achieve higher accuracy and consistency in their operations. This saves time and minimises the likelihood of costly mistakes that could negatively impact the business. 

How to streamline processes and workflows to improve efficiency 

Automating critical business processes offers businesses the potential to save costs and time while reinforcing process adherence and enhancing overall business efficiency and productivity. Below, you will find definitive steps that guarantee assistance in streamlining work processes and elevating workflow: 

1. Identify and map the processes and workflows  

Create a detailed map of each identified process or workflow to gain a comprehensive understanding of its purpose, function, and the desired outcomes it produces. This mapping exercise should encompass the following elements: 

• Actors: Identify the individuals, systems, or tools involved in completing tasks or facilitating the workflow’s progression. 
• Work: Document the tasks, steps, or activities required to achieve the desired results effectively. 
• Information: Outline the data or documents necessary to keep the workflow fluid and ensure accurate outcomes. 
• Starting Point: Determine the triggers, actions, times, or conditions that initiate the workflow and set it in motion.
• Outcome: Define the expected result or output of each process or workflow. 

2. Assess existing processes and workflows 

As you have defined and mapped the as-is processes, the next crucial step is conducting a thorough business process analysis. The goal is to determine the function and purpose of the to-be processes and technology. During this analysis, consider the following questions about the processes or workflows: 

• Are the processes delivering the desired results effectively? 
• Do the processes introduce any unnecessary risks or complications? 
• Are the most effective technologies being utilised in the processes? 
• Do the processes generate value or create wasteful activities? 
• Are there any unnecessary frictions that slow down the processes?
• Do the processes encounter any data sharing or collaboration hindrances due to silos?
• Can the processes be optimised using existing resources, or would additional tools or systems be required for improvement? 

3. Identify the main areas that can be automated 

Now, let’s move forward and take action on the automation opportunities we identified earlier. Below is a concise overview of the manual tasks that are suitable for automation: 

• Frequent Tasks: These tasks involve handling high volumes of work that must be completed multiple times within short intervals, such as hourly, daily, or weekly. 
• Repetitive Tasks: These tasks consist of the same steps or inputs that are repeated consistently. 
• Simple Tasks: They are straightforward and do not require complex information or problem-solving. 
• Scheduled Tasks: These tasks occur regularly at specific times, either on the same day each week or month.
• Predictable Tasks: They are planned elements of a regular workflow or process.
• Collaborative Tasks: These tasks demand action, input, approval, or visibility from multiple stakeholders.
• Dependent Tasks: They are triggered by specific events or status changes.
• Communication Tasks: Tasks related to handling emails or notifications. 

4. Automate workflow 

To streamline and optimise workflows, the next step is to automate them using work management software. Once we have meticulously captured all the necessary steps in each business process and identified areas for improvement, selecting the right workflow automation software becomes crucial. 

A highly effective workflow automation software empowers you and your team to transform your research and insights into automated workflows that efficiently handle essential business functions. This automation not only saves time but also enhances overall productivity and accuracy. 

5. Test the new workflow 

During this phase, it is essential to make any necessary adjustments to ensure smooth and proper operation. Keep a close eye on how the workflow performs, identify potential issues or areas for improvement, and address them promptly. 

As you evaluate the effectiveness of the automated workflow, consider the following questions: 

• Is Everything Going as Planned? Ensure that the workflow functions as intended and that all aspects have been adequately accounted for during the planning phase.
• Is the Solution Achieving Its Objectives? Assess whether the automated workflow delivers the desired effectiveness and efficiency level envisioned during planning. Identify any discrepancies and explore the reasons behind them.
• Are There Any Problems or Defects? Look for any problems or defects that may have surfaced during the implementation. Address these issues promptly to avoid any adverse impact on the workflow’s performance.
• Long-Term Viability? Consider the long-term sustainability of the automated workflow. Ensure the solution remains robust and scalable as the business grows and evolves. 

Before rolling out the automated workflow organisation-wide, starting with a smaller-scale implementation, such as within a specific site or department, is advisable. This approach lets you closely assess its performance and gather valuable feedback from a limited user group. 

6. Adjust and refine  

As you proceed with the daily activities of your business, it is natural to come across areas in the new automated workflow that may require refinement. It is essential to stay vigilant and proactive in identifying such areas to eliminate inefficiencies. 

Regularly monitor and evaluate the performance of the automated workflow. Seek feedback from team members and stakeholders directly involved in the process. Their insights can be invaluable in pinpointing areas that may need improvement. 

Finworks Workflow Platform for Streamlining Business Processes  

The Finworks Workflow platform uses a low-code workflow architecture and revolutionises organisational collaboration through optimal automated procedures. This allows faster workflow development and business process automation without replacing expensive and time-consuming processes. 

Integrating your existing technology with Finworks Workflow has several advantages: 

• Streamlines and unifies the user experience. 
• Eliminates data silos and communication interruptions. 
• Removes collaboration barriers and reduces manual work inefficiencies. 
• Agile security and accessibility over time 
• Accelerates digital transformation 

Experience the power of automation. Contact us and take the first step towards more productive business processes and workflow.