All organizations are constantly involved in workflows. Quite simply, they are sets of consecutive or simultaneous, individual or collaborative, linear or conditioned steps and tasks. Answering customer inquiries, producing a quotation, requesting time off, reconciling an invoice and a payment, requesting a purchase or a supply… are all workflows. And more generally, let’s assume that everything in business is a process!
Moreover, this word is fairly generic, and other similar words are often used: process, procedures, operating modes, workflows, workflows, task checklists, etc.
In this article, after presenting you with some theory, we’ll show you a simple method for managing your workflow.
What is a workflow?
Definition of a workflow
A work process is simply a list of tasks leading to the completion of a business activity. These steps may be sequential or parallel, single-actor or collective, linear or comprising conditioned branches.
Each process step also includes :
- Different tools used to make it,
- Measuring elements such as throughput times, stock levels and quality,
- Rules and standards to comply with
- A start and end state for the product or service
Visual representation of workflows
Workflows are often represented using visual diagrams, logigrams or maps. There aren’t necessarily any rules to be respected in modeling. What’s important is that the diagram should be understandable to everyone in your company, to facilitate communication and the management of potential changes.
Nevertheless, there are many different types of representation (simple flowchart, SIPOC, BPMN, VSM…). It’s up to you to choose the one best suited to your company’s needs and context. In addition, there are many tools available for drawing these models: from a simple sheet of paper to Power Point and dedicated software.
Example of a map produced with Lapala.io software:
What types of work processes are there?
Business or operational process
This type of work process characterizes all workflows that have a direct impact on the customer, and therefore added value for the customer. For example: sales process, production workflow, invoicing, claims management…
Business business
These are all activities which do not add value for the customer, but which are necessary for the smooth running of the company. Purchasing, human resources management, IT support, accounting…
Management processes
These are all the processes needed to plan, organize, coordinate, control and evaluate a company’s activities, such as finance, strategic planning, internal communication, internal control and performance management.
What are the operational forms of a workflow?
Although work processes are initially tools for understanding and optimizing a company’s activities, their ultimate purpose is to serve as tools for operational staff. Their aim is to improve performance, efficiency and quality. Different formats are used in companies:
Document” or “Paper” process
This is the most common form of procedure in companies, but not the most popular with teams. Written procedures in paper, pdf and excel format are often invasive and impractical to use. They regularly end up at the bottom of drawers or in storage spaces. They are also difficult to maintain and update. Different versions can drag on and disorganize work.
Digital workflow
To address the problems of “document workflows”, software has been developed to create guided experiences for employees. No more non-usage or multiple versions: with workflow software, you get the right tasks to the right people at the right time, without unnecessary clicks. In fact, workflow software reduces data entry thanks to its functionalities: information is entered just once, and can then be reused automatically throughout the rest of the process. It also reduces risk.
Partly automated workflow
Beyond creating a guided path for employees, automating task distribution and data entry. Some workflow management software enables you to connect and integrate your existing enterprise software and optimize team performance. Gone are the days of manual data entry, complex information searches and data entry errors. Thanks to API connectors, it’s possible to display data from various software packages such as ERP, CRM and HRIS directly in the guided experience, and update it automatically and effortlessly. This frees your teams from tedious, non-value-added tasks.
What are the advantages?
Optimizing activities
The workflow management methodsimply identifies sources of sub-optimization or inefficiency. And to produce a roadmap of improvements based on their return on investment.
Automations
Process management software frees employees from non-value-added tasks. No more multiple entries of the same information in different software packages, no more non-value-added tasks. No more data entry errors.
Find out more in our article on process automation
Clarify operation
Work processes help to formalize the way the company operates and the tasks performed by its employees. This provides transparency and enhances the value of work. In addition, measuring devices capture data to facilitate decision-making.
Customer satisfaction
All these procedures, digitizations, automations and improvements help to reduce lead times, cut response times and improve quality.
Your company’s image will be enhanced, enabling you to continue your development.
Data quality and compliance
Workflow management software makes it easier to monitor compliance and reduce errors. Measuring devices enable you to monitor performance and quality levels. Traceability enables you to make informed decisions.
Examples of workflow ?
Time tracking
Time tracking still poses many operational challenges. Between handwritten notes from team leaders and double data entry into different systems, the process remains a source of errors and inefficiencies. These malfunctions are rooted in a number of causes.
Find out more about solutions to time recording problems in the workplace.
End-to-end automated quoting and invoicing
Specifications reflect the company’s technical and commercial expertise. Their preparation requires a global understanding of customer needs, offers, available resources and sales cycles. The complexity of this process often translates into the fragmented use of different tools, from spreadsheets to business software, and multiple data entries.
Find out more about solutions to the problem of generating quotations and invoices for businesses.
Procurement management
Managing inventory levels of raw materials, semi-finished products and finished goods is a key issue for any company. Under-stocking runs the risk of stock or activity shortages. On the other hand, over-stocking has negative operational and financial impacts for the organization. Implementing an adapted and automated supply management workflow therefore improves efficiency and customer satisfaction.
Find out more about solutions to time recording problems in the workplace.
Responding to customer requests
How can you manage a workflow in less than 30 minutes with the Lapala solution?
Discovery in 1 minute
Now you know all about workflows. Now it’s your turn!
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