How Workflow Management System Positively Impacts Your Business?

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By: Sagar Sharma

How Workflow Management System Positively Impacts Your Business?

An enterprise has numerous processes and operations ongoing in its organization for the smooth functioning of the business. The organization needs to keep a check on the different processes and activities. The different departments within the organization should have good communication and coordination of the work for enhanced productivity and efficiency.

Different software and programs help the organization to define a workflow for managing the different processes and operations within the organization.

What is Workflow Management? What Are The Types Of Workflow?

Workflow management helps in the identification, organization, and coordination of a defined set of tasks involved in different processes or operations. It allows for automating, optimizing, and improving the tasks by dividing them into smaller steps for ease of execution and tracking.

This workflow management system allows for increasing the output, eliminating repetitive work, and reducing errors. It involves combining inputs from systems, machines, and people to eliminate the bottlenecks and smoothen the workflow.

There are two different categories of workflows involved:

Sequential workflows

This workflow is sequential and is dependent on the completion of the previous step. The initiation of any step requires the completion of the previous one and the endpoint of the previous step is the starting point for the next step. The sequential workflow uses conditional logic for performing the tasks.

Parallel workflow

This workflow is used when multiple tasks take place concurrently or simultaneously. If two different operations are independent of each other they will continue to proceed separately.

Importance of Workflow Management System For Businesses

Many tasks involved in the different operations in the company include repetitive tasks. Implementing the workflow management system helps in automating the process where the repetitive task is handled effectively.

Implementing the workflow management system is important for the following reasons:

  • It increases productivity, employee compliance, customer satisfaction, and reduction in tiresome tasks.
  • Standardizing the flow of work ensures timely completion of the defined tasks.
  • Increased efficiency across the different workflows by removing the bottlenecks and improving productivity and output.
  • Streamlining the collaboration and communication with the different teams involved in the organization leads to improved working conditions.
  • Builds alignment by sending automated updates, emails, and important timeline notifications.
  • Provides the audit trail and metrics that can help in the measurement of performance and insights for future improvement.

If you are looking for more reasons to ensure your decision for considering the right workflow management system is not wrong, visit Why Should You Consider Implementing Workflow Management Systems for Your Business? and get rid of all your confusion.

9 Best Features of Workflow Management System

The software has some features that make it best for performing its said task. There are certain features that the organization should look out for while selecting the workflow management system for improving their productivity. These top features essential in the workflow management system include:

1. Code-free intuitive workflow designer

The different types of processes are involved in the different types of workflow. The important key steps involved in any process require the input, and decision at a certain stage for its approval or denial. This workflow plan can be a simple chart that includes the lines and decision boxes.

The programmer while designing the software can incorporate a complex structure that appears like a dense family tree. The system designer of the workflow management system should use simple linear loops by keeping all complex stuff in the background.

2. Integration with numerous applications

There are various applications used within the organization for its proper functioning. The workflow management system should be able to integrate with all the other essential applications that are necessary for handling the details like documents, cash flows, calendars, contact details, sales reports, etc.

The selected workflow management system should be able to integrate with these systems with ease.

3. Cloud-based technology

There are different facilities available for the workflow management system. These provide the on-premise and cloud-based technology for data storage. The selection of this feature depends on the organization’s decision regarding who they want to be the in-charge of the updates and maintenance of the system.

It also depends on the privacy of data and compliance. The organization needs to decide if they want to build a partnership with the vendor or make a one-time purchase of the system.

4. KPI-based reports

The different workflow tools help in generating different types of reports. For an improved and high level of productivity, it is essential for having solid reporting features.

Making use of a robust KPI-based reporting function will help in generating the reports, based on the analysis. This considers the various bottlenecks involved in the process and also gives details about the areas that need special attention.

5. SLA status indicator

The best workflow management system is the one that acts as a one-stop system for all the core processes involved in the organization. For an organization having more processes involved that are running at a time, viewing all these processes at a time on the dashboard will help in staying updated with all the processes.

SLA indicators help in identifying and defining the task that is of importance and the one that can hold. The dashboard can give the details of the various processes based on color-coding to understand the work status.

6. Task notification

The workflow management system should be able to provide notification for the different processes ongoing at a time. It should be able to indicate which process needs attention at which point in time. Certain processes continue from start to end while some processes need intervention in between.

The system should be able to give the notification to remind the team of their upcoming approvals to avoid delays and timely completion.

7. Parallel handling of the tasks

Most of the processes within the organization are sequential thus the workflows for these processes are sequential. Certain processes are unique and thus have a unique workflow and these require a separate track for handling these processes.

The selection of a workflow management system should be able to handle this type of complexity with ease. It should allow handling the sequential as well as the branched form of workflows efficiently.

8. Role-based access control

The workflow contains critical and sensitive information and the system should have a feature that will provide customized access to the different individuals based on their role and position in the organization. This will make sure that only the person with authority will be handling and accessing the crucial data.

9. Transparent pricing

The cost of the workflow management system should be within the budget of the organization and should have the provision of making the monthly pay-as-you-go terms.

Workflow Management System Benefits

There are several benefits gained by the organization from implementing the workflow management system for streamlining the process and enhancing productivity. These benefits include:

Reduced errors

By implementing the workflow management system, the incorporation of errors is reduced. It also helps in the early detection of error and its correction thus leading to no loss due to this error.

Workflow automation allows the system to pinpoint and find the exact location of the error. This allows incomplete elimination of the error and thus prevents repetition of the error.

Improved connectivity

The workflow management system allows connecting the software, people, and the work culture. It allows for improving communication leading to enhanced productivity. Improved workflow can lead to reduced error thus building a stronger connection between the software and the people.

Increased connectivity

The workflow system is automated and thus helps in saving a lot of human time. It also allows sending email updates and the information for the multiple tools. The workflow management system allows easy tracking of the progress and keeps the different teams in a loop for updates.

The workflow management allows keeping track of all the details so if any of the step data is missing, one can trace back to the previous step to access the data.

Eliminate redundant manual tasks

Most of the processes include certain steps that are repeated. Employing humans to do this repetitive task can lead to a loss of expertise as well as money. Implementing workflow management allows automation and frees employees from doing repetitive tasks.

The employees can use their expertise and help in other important tasks or when human intervention or attention is necessary. The system can be configured and set the trigger steps or can delegate the tasks automatically.

Ease of juggling multiple tasks

The organization includes various processes and operations going on simultaneously. These tasks relate to each other or are completely disconnected, like internal surveys, marketing requests, inventory control, etc.

The system organizes different processes in one system instead of several project boards, chats, or emails. The user-friendly dashboard allows for easy switching between the different processes or tasks without delays or confusion.

Increased trust, control, and transparency

The implementation of the workflow management system allows for properly defining the duties of each job profile and crystal clear goal definition. The employees are informed about their role and managers are aware of their delegating ownership over the defined tasks. All the tasks are controlled and openly managed.

The managers can provide secured access to the different employees based on their position to protect sensitive data. This helps in maintaining transparency along with maintaining trust and controlling the data security.

Improved work culture

Implementing the workflow management system helps the different teams to keep their work trackable and organized. The different teams have improved collaboration and their tasks are goal-driven.

This helps in improving the performance and with time gets engraved into the company’s work culture. It leads to streamlined and structured processes that help the organization to move faster towards its goal.

Don’t miss to visit How an Open Source Workflow Management System (WfMS) Beneficial For Businesses? to get exposure to all the exclusive benefits offered by a workflow management system.

Things To Consider Before Choosing The Right Workflow Management System?

The workflow management system is a flexible platform that can be easily handled by the different teams within the organization.

There are different features available in the management system and based on them the organization can make some important considerations while selecting the right solution for workflow management. These considerations include:


There are different operations involved in the organization and some of the tasks in the operations are repetitive steps. These repetitive tasks can be eliminated by implementing the automated process for performing these tasks.

This leads to saving human efforts and can be utilized for tasks that need human expertise. Organizations can consider selecting the management platform that allows for the automation of tasks.

Avoid monolithic & legacy solutions

The use of legacy solutions fails in providing flexible functionality or affordable pricing for the updated workflow management system. Implementing the modular and flexible system will be easy to handle and suits the organization based on their requirements.

Integrating existing tools without alteration

The organization has to implement the use of several applications and systems for efficient functioning. Implementation of an additional workflow management system should not affect the other already existing applications. The workflow management application should be able to easily integrate with the existing applications.

Enable secured collaborations

The workflow involves the employees, systems, vendors, customers, and other partners as well. The organization should select the workflow management solution that allows in facilitating the different portals for giving controlled access to the different stakeholders without affecting the safety and security.

Handy dashboards and easy reporting

The management system should provide an intuitive dashboard that allows customization for getting a clear view of overall work progress. The software should have good reporting capabilities as they enable measuring the historical trends.

Improvement and iterations

Organizations can select the metrics that are essential for their important processes. Using the productivity metrics allows for accessing the methodologies and helps the organization in working smartly.

Bottom Line

Implementing the workflow management system has become a need in this competitive world as the workflow management tool makes the different processes within the organization faster and easier to handle.

It allows the organization proper time management thus saving time, money, efforts, and resources which can be utilized for some other important work.

The workflow management system has various features that provide numerous benefits to the organization that help them to prevent chaos and allow in streamlining their efforts for enhanced performance and business development.

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