What is Workflow Management System

workflow management

Thanks to the technological advancements, the way organizations handle and carry out their activities has changed dramatically in recent times. There are possibly endless software technologies as well as applications that large and small companies alike, can use to manage their business workflow. Even though the general assumption is that embracing new technologies will always help propel us ahead, there are quite a significant number of individuals and institutions who are still in the dark regarding all the potential benefits of workflow management system or software. In fact, according to a particular study conducted by a particular company, only sixty-five percent of field service firms currently use the latest software tools to manage their workflow. If you didn’t know, the prospect of embracing the use of workflow management systems can be extremely beneficial and may allow any individual out there to have a competitive edge in the business world.

What is workflow management system?

For you to understand this term better, let us explain it using the most straightforward tone and scenario. Let us assume a particular business has a plan to hire new employees. In the traditional setup, this recruitment procedure or simply workflow will need human involvement at every single stage. What’s more, there will be lots of paperwork, and this will be accompanied with relatively long waiting time for all the process to come to completion. This is where the workflow management system comes in. With a software management system, a time-intensive process like the one explained above can be exclusively automated, a phenomenon that may potentially help save on costs, time among other factors.

Typically, task management software is a system specially designed to pull almost every component of a business workflow into a more simpler and straightforward and automated process to enhance efficiency. An excellent workflow management system will allow you to define and regulate all the activities in your business seamlessly. In its broadest sense, workflow management can include all the processes as well as the equipment used in the optimization and streamlining all the operations within a particular company. However, the term is usually used to refer to specific software systems that can be used by companies to boost productivity. Such systems may include, document management systems, business process management tools and perhaps content management systems. It is critical to note that most workflow management systems are usually costly but come with lots of associated benefits.

Workflow management can refer to the tasks or objectives that describe the type of work done by a particular company. By workflow, we simply refer to a series of functions that make up the broader targets. The primary objective of a workflow is to accomplish some results whereas the purpose of workflow management is to achieve even much better results according to some set goals. Workflow management system is typically software that supports the management of a particular company by automating the components of management coordination. For instance, in our case of hiring new members, a workflow management system would manage the ideal information regarding the hiring process, examine essential documents such as the CVs of the various applicants, oversee all the tasks assigned to interviewers, recruiters as well as other functions according to the company’s predefined workflow.

What are potential benefits of workflow management software?

There are a lot of benefits associated with workflow management systems that most businesses find worth the investment, including

  • Shortened project timelines: Workflow management systems are known to speed up the average time between the commencement and the approval period of a project. The software is usually very versatile, and the management can as well set it to alert the management team when the set deadline is near. What’s more, the software makes it possible for the top management team to notify every employee about the guideline updates, new projects or even changes in scheduling.
  • It enhances communication within a given company: Simply put, an automated system will play a role in the elimination of manual communication involving paper chasing, a phenomenon that not only enhances the faster exchange of information but equally makes any office greener as well.
  • It reduces the need to include manual labor: An automated software provides employees with a fantastic opportunity to concentrate on non-repetitive tasks. This not only enables them to expand their skills, but equally offers them a chance to channel their energy in the more demanding aspects of the production sector. Arguably most important, automated workflow performs the same job reasonably faster and without incidences of human error. It is imperative to note that automation software can be used to reduce the overall workload of a company and this may help make the employees more productive since they’ll always be happy.