An effective workflow system can improve efficiency and quality and assist in identifying redundant work processes. The resulting lift in productivity will help boost your business growth and profits. Here are five key tips for mapping out your workflow for maximum results.
1. Get started by examining your current system
Create a list of all the steps from commencement to completion that you currently have in place. This should include the staff responsible for each step, and the resulting documents produced for each phase. Consult with staff about what works for them and what doesn’t. These measures provide you with a starting point from which to evaluate the system.
2. Identify unnecessary or time-inefficient tasks
Take a hard, practical view of each step in the process. Striving for simplicity is usually the best approach, as opposed to complex methods that strain your resources. If a task or process does not offer any benefit to your business, by cutting out that task you are eliminating waste and streamlining your costs. For example, if an employee is recording daily sales data which is then being transferred by another employee into a spreadsheet, consider if that data can be input directly to the spreadsheet. This way your business is bypassing the inefficiency of an initial, separate document being created. Double ups of this kind have often evolved over time and are overlooked when systems are being updated.
3. Seek out and eliminate duplicate processes
Focus on the communication between departments and the tasks they carry out. If two or more departments are reviewing the same documents, for instance, or contacting the same sales leads, is this intended quality control, or is it simply a waste of your resources? An analysis of your workflow practices, and ultimately the results they achieve, will enable you to remove those that are being duplicated unnecessarily.
4. Construct your workflow so that it eliminates risks
Think of your workflow as a pathway to a higher level. A step by step accounting of each phase will not only identify redundant tasks and double-ups, but it will also help you determine any missing elements that would be useful. Introducing a crucial task that erases that risk is a vital component to your workflow. It can save money and instil confidence in clients, investors, and other stakeholders.
5. Automating for the most efficient and profitable workflow
With a streamlined digital system in place, the workflow can easily be viewed, analysed daily, and consulted for reports on performance and outcomes. It offers clear guidelines to employees, enabling them to better perform tasks. And where possible, the use of electronic documentation will limit the use of paper and the need for physical storage space.
The functions, needs, and objectives of all companies will differ, and the scope of a workflow system will depend on the size and complexity of your business. Following the pathway outlined above, and evaluating each step by these five key points, will produce a workflow that lifts your business growth and profits.
At vLinkD, we provide a range of solutions for data analysis, workflow implementation, and business software and efficiency. For an obligation-free consultation on how you can maximise your workflow for business growth, contact us today at vLinkD, and speak to one of our tech experts.