Before choosing a workflow system, a consultant may want to perform a workflow analysis.
Workflow describes the steps in a process. In most cases, the term is used to describe a working model. For example, a manager at an insurance company hoping to improve efficiency might look at workflow, which includes the departments a claim passes through, the speed at which a claim passes, and the fluidity of communication between various departments. . When a manager practices workflow implementation, she is introducing a new procedure into the daily operations of an organization. The best tips for workflow implementation often include a plan or template that addresses the above shortcomings, the inclusion of new technology, and employee training.
To be sure that a new workflow is worth implementing, a manager must first be aware of how a previous system failed. In most cases, workflow is not effective when it creates waste and increases costs. Lost time between stages of a process, unclear communication between departments, and conflicting data sets can all be symptoms of a flawed workflow model. These issues slow down production, result in underutilized labor, and technology that is not optimally utilized.
A manager practicing workflow implementation should list existing problems and locate where those problems occur in the system. In some cases, creating new protocols can reduce the number of errors and occurrences of inaccurate information. Process efficiency can often improve with the introduction of new technology.
A good tip for managers dealing with complex processes is to create software that enables automated workflow. This workflow implementation method requires a manager to create a process model that he or she can insert into a computer program. Most software allows users to access template documents and customize interfaces to meet the needs of an organization. Automated workflow is especially useful in contexts where documents go through similar stages day after day, allowing for an orderly and efficient workflow.
With the implementation of workflow comes the need to train employees. Many managers find that most workers accept new workflow models if they are made to understand how a new model can be more efficient than an old process. Some workers may resist at first, although basic leadership and business motivation techniques can often be effective in helping them adopt new practices.
Managers implementing new workflow models should do so slowly, giving employees enough time to learn new technologies. Employee proficiency in the use of new technologies should be assessed prior to full implementation. Similarly, new workflow templates often need to be modified through trial and error. This means that a manager can benefit from testing a process in smaller areas and then gradually scaling the implementation.