The purpose of implementing any workflow automation software is to increase compliance for end users. In most businesses, these end-users are either consumers or employees. It is wise to seek professional IT expertise and consultation from a reputed software company to implement the optimum workflow automation for your enterprise. When it comes to selecting the right workflow automation software, you have to evaluate on the basis of these 7 parameters.
1. User Friendliness
It is critical that the implement solution be as user-friendly as possible. The best way to realize this goal is to involve the end users in customizing the solution prior to implementation of the solution.
To involve your consumers, you may simply ask them to fill up a form with the relevant information which will help the contracted software company to customize the solution. You may simply ask and allow the designated software company to interact with your staff in order to understand their level of understanding and requirement. Remember that neither your consumers nor your employees would like to undergo lengthy training to comprehend the operation process of an implemented solution.
2. Integration with Other Tools
The implemented solution must be integrable with the existing software tools in your organization. It should seamlessly integrate with other applications and software that will need to either give or receive information from the workflow automation software. This includes, but is not limited to, applications such as the CRM system, document management system, ERP system, emails, etc.
3. Cloud Based Technology
Does the workflow automation system give you the flexibility to work on the go? Cloud based technology can help enable workflow automation even for remote users and even when they use their own devices. In many cases, the cloud may also be more cost effective. Talk to your workflow automation vendor about the cloud.
4. KPI Based Reports
The reports generated by the workflow automation system should measure the key performance indicators (or KPIs) that are relevant for your business. For example, “what is the average time taken to close a ticket per department?” or “how many safety violations were identified in the last month?” The management should understand the drawbacks and limitations of the software in terms of what reports it cannot provide.
5. Duration for Implementation
It is imperative that you discuss and set up agreeable timelines with the software company (vendor) prior to the start of the project. It is wise to set up penalties, in case they miss the deadlines. Sometimes the vendors will take up more jobs than their bandwidth allows them to, thus causing a delay in implementation. The clause of penalties would protect your business from such messy situations. In most of the cases, the workflow is affected during the implementation so it must be your prerogative to try to minimize the duration without losing out on essentials.
6. Product Support
You must rationally consider the fact that dealing with the vendor implementing the automation technology is not for a single time. You have to deal with the same vendor for the entire lifetime of the implemented solution. You must thoroughly check the vendor’s support credentials.
Finally, you are bound to consider the price of the proposed solution and the implementation cost. Calculate the total cost of ownership of the product over a period of two to five years, including infrastructure and manpower costs. You most probably have to get the budget cleared from the finance department, senior management and finally the board itself.
If implemented correctly, workflow automation technology can upgrade the entire work environment and ease the completion of multiple jobs. Key benefits include:
Automation of reporting – Automation of many responses ensures that the recipients don’t have to wait for reports. This improves transparency. Moreover, it enables all involved parties to focus on quality and production improvement.
Improvement in accountability – The improvement in transparency means that people have to be more accountable for their tasks. There is no way to hide the errors.
Reduction in errors – Automation nearly nullifies human errors by mostly reducing relevant manual activities. It considerably improves analysis and reporting.
Increases efficiency – As accountability increases, the employees focus more on quality and productivity. The efficiency of the entire unit increases due to the implementation of the automated workflow technology.
Do you require a professional opinion to automate your workflow system? Get in touch to schedule an appointment with our IT experts in Edmonton.