10 Key Features Of A Workflow Management System

Are you tired of expensive operations, protracted processing costs, dissatisfied staff members, and frequent mistakes? Well, ineffective workflows are the root cause of all of these problems. An organised and precise workflow gives your company’s operations greater structure and form. It not only produces consistent results but also streamlines repetitive tasks.

Conversely, once implemented, poorly designed workflows have a negative impact. Employees waste time trying to figure things out when they don’t know where things stand. Consequently, this impedes expansion and impacts output. Thus, how to manage workflow and employ tools that meet your needs and increase the efficiency of your business operations? While we walk you through, have a look.

What Is A Workflow Management System?

As a manager, you first need to know what is a workflow software. To define, a workflow management system is a software tool designed to help you streamline routine business processes for optimal efficiency. It involves creating a form to automate a sequential path of tasks and hold data for the data to flow until everything is fully processed.

It allows you to automate and define tasks associated with a process. A good workflow management system must include an intuitive interface that allows you to visualize each step of the custom workflow.

Top 10 Features To Look For In A Workflow Management System

Tasks in a workflow can either be done by a system or manually. However, with so many options out there, it is hard to know what to expect. Therefore, you need to be aware of the features that you should look for in a workflow management system. Here are ten ideal workforce management system examples of features you should look out for:

1. A Code-Free and Intuitive Designer

When you ask a process owner to create a workflow, she is most likely to draw a straight line outlining the key steps in the process, each of which requires input, approval or denial. Now, if you ask a programmer to make software for workflow approval, they will start looking for the whole history and family tree.

Thus, a great workflow management system allows you to think in simple linear loops and does all the complex work in the background so that you don’t have to hire different personnel for different work.

2. Drag And Drop Form Design

Forms are essential for every workflow as they are the interface through which people interact with you. In today’s world, there is no excuse for making anything less than fantastic-looking forms. For this reason, drag-and-drop functionality is a must.

This allows you to customise and create dynamic forms easily and offers sophisticated layouts for you to choose from. Moreover, remember that business forms are complex and long in the real world, and you will need checkboxes, text fields and dropdown lists along with sections, attachments, tables and repeating items.

3. Other Cloud Apps Integration

Integration is a great feature for your workflow management. Since workflows don’t operate independently from other processes, all your sales, documents, cash-flows, reports, contact details and calendars should all flow smoothly from your workflow tool.

If you have a workflow tool that is not super easy to set up, try to integrate it with other tools out there that are already outdated.

4. Cloud-Based Technology

Cloud-based software has always been debatable, especially with on-premise software. However, if you choose an on-premise option, you will likely gamble with your processes. Additionally, it is not just about accessing your data from any location but also about who is in charge of maintenance and updates.

It is also about privacy and compliance with your data, along with building a partnership with the vendors rather than just making a one-time purchase.

5. KPI-Based Reports

There are lots of workflow tools out there that will allow you to create a simple workflow. However, if you’re serious about achieving a new level of productivity, you will need some solid reporting features. When you automate your workflow for the first time, you are entering the testing ground.

What you thought was probably running smoothly might take much longer than anticipated. You might realise that you need a new step in the process or reduce one step out of the many. Having a robust KPI-based reporting system will allow you to analyze and see the obstacles and show you exactly where you need to focus your attention.

6. Built-In Mobility

Every software in today’s world supports the mobile version, and your workflow management system is no exception. Ideally, an automated workflow system should work on tablets, desktops and smartphones without special effort.

Since mobility is one of the biggest challenges today, it is one of the most obvious must-haves. Even though the requirements are soaring, costs are too high, and it is tricky to find skilled developers, you must ensure that your workflow management tool supports the mobile version.

7. Notifications, Anytime, Anywhere

The biggest perks of an automated workflow are that you will never have to push them. As soon as you start a new process, it keeps on its own without anyone to follow up. The key factor to this kind of flow is notifications.

An effective business workflow management system will notify users via push notifications or email. You can also customise the kind of notifications you want to receive.

8. Role-Based Access Control

Safety and security are some of the most important factors to consider when opting for a workflow management system. Since business processes contain a lot of sensitive information like expense reports, purchase orders, leave requests etc, you need to trust a vendor that will rightfully care about your data.

The system you choose should allow you to customise what you can see and edit. Also, doing these changes should not affect your historical requests or break your workflow.

9. Transparent Pricing

The best workflow management systems operate on a monthly pay-as-you-go model so that you don’t have to invest a heft capital into software. The fees of such applications are all inclusive of running costs, and you are only required to pay for the number of individuals using it.

If a workflow tool doesn’t display the accurate cost right on the website, it probably means they have hidden charges, and you should stay away from it. Select a tool that won’t give you a shock when the first invoice comes through.

10. Audit Trail

The unfortunate reality of doing business is auditing. A good workflow management system is meant to take care of your details. It should maintain a record of all activities, you should be able to search, go back to the previous screen and print a document at any time.

With an application doing all this, it can make your life so much easier. Additionally, you should also be able to see where the workflow is at a given point in time so that there is no need to call or email to get the required updates.

Bottom Line

In today’s fast-paced world, workflow management is crucial to staying organised, improving productivity, and staying on top of your business game. Therefore, it is essential to select the right software and stay hassle-free. Consider the 10 features mentioned above while you investigate your options so that you don’t settle for anything less than world-class. With Prohance you can address all your workflow management issues with the snap of your fingers. Not only does it automate all tasks, but also allows you to customise your requirements to maintain seamless business processes. With its competitive pricing options, you will never fall short of perfection with this application.