Characteristics of a good Workflow Management System

Most of the companies need a Workflow Management System to scale up their efficiency. The most common path is to do a quick search, and then choose a workflow tool with great scores and maybe even opting for the premium package to obtain the very best ROI.

Nevertheless, the majority of Workflow Management Systems have the exact same result on organizations. They bring everything to a dead stop.

Organizations have every right to require that these extremely priced items should fit their business like a glove, but most of them do not deliver like you would expect. They are difficult to use, are bloated with unneeded functions, and do not give any power to any individual outside the ‘control room’.

Whatever the state of your workflow management, using the best WMS tool is critical.

What does a Workflow Management System do? When you remain in the marketplace for a WMS, you are looking for something that:

  • Allows individuals to automate recurring business procedures.
  • Follow-up instantly on uncompleted tasks at the same time.
  • Get a total image of the workflow along with performance metrics.
  • To obtain the true value for cash that a WMS promises, it needs to at least have these 10 necessary features.
  • Don’t settle for something that cannot stay up to date with your sequence of operations and does not provide on productivity.


Create in Business Steps, not Technical Activities
If you ask a process owner to share a workflow, she is most likely to draw a straight line with key steps in the process, each needing input, approval, or denial. If you ask a programmer to make software for this, it will start appearing like the ancestral tree of Oedipus.

An excellent Workflow Management System let’s you believe in simple linear loops and does all the complex stuff in the background.

WYSWYG Form Designer
When you design a kind, you wish to make certain all of your effort settles when someone sees it an immediately understands ways to use it. For that reason, the kind designer is a vitally important piece that must let you see in real time what your kind will certainly look like for your users. Your form designer need to be simple and intuitive and should not require an expert to stroll you through it.

Cloud-Based Technology
To chose a Workflow Management System that is not cloud-based is a step backwards. Users must be able offer approvals and access data and reports from any location at any time. Cloud-based software also prevents you from needing to make big in advance investments in software that has to be continually updated.

KPI-based Reports
When you first automate a workflow, you are becoming part of a testing room. What you believed was running efficiently might be taking a lot longer than you prepared for. You may recognize you need a new step, or discover that you have a lot of steps. A robust KPI-based reporting function in your WMS will let you see and examine where the traffic jams are and where to focus your interest.

SLA Status Indicators
When you begin automating one process, you will likely think about numerous more that can also be automated. When you are looking into 3-10 processes at a look, you would like to know quickly which ones are on track and whiches require attention. The dashboard of your WMS need to use color codes or a similar tool to draw your focus on the most important workflows.

Notifications When and Where you Need Them
People will certainly desert and forget a platform if they are not reminded to come back in. An effective business Workflow Management System will certainly send notices via email or push alerts on your mobile to remind you of upcoming approvals. Users need to also have the ability to personalize the sort of notices they receive.

Parallel Branches
All workflows are sequential, but some are unique. They go to lots of people in parallel to get input or approvals. Take a travel repayment. It normally requires a manager’s approval, but instead of coming up with 7 various workflows for each department, you can develop one workflow that follows a various track depending upon which department the requester picks on the kind. Adding this kind of complexity ought to be easy and should not need a degree in computer science.

Role-Based Access Control
Numerous workflows include sensitive information that is not planned to be shared with everybody in the process. Every Workflow Management System must permit you to tailor what each individual user can see and edit. Making a fast modification to this part of the workflow should not break it or influence historic demands.

Integration with Other Cloud Services
Workflows do not run separately of other business processes. Documents, sales reports, cash-flows, calendars, and contact details are all important elements that must be consisted of as a part of the workflow itself. While many Workflow Management Systems will enable you to upload documents, the very best ones will integrate flawlessly with services like Google Calendar, Zendesk, Quickbooks, SAP, and SalesForce.

Pay as you go
Why should you be expected to invest a huge amount of capital into a software that may trigger you more problem than it deserves? What if you only want to automate one process between a couple of individuals? Do you still need to invest a great deal of cash? The very best Workflow Management Systems operate on a monthly pay-as-you-go model where the fees are all inclusive of running costs, and you only pay for the number of users accessing the system.

Post a comment