Workflow Optimization: Digitize Workflows
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Workflow Optimization: Digitize Workflows

When it comes to digitalization, decision-makers in companies think primarily of the automation of production processes. Which software system coordinates the machine processes and how can they become even more flexible through sensor-supported data? These are the questions that are often asked. What all too often takes a back seat is the optimization of Workflows for the employees. Communication without media discontinuity and the integration of conversations or processes on one platform offer considerable potential. Read here how you can release productivity by optimizing Workflows .

Leveraging the often forgotten potential of digitization

Employees often perceive the existing work methods and tools as inefficient. This results from the distribution of Workflows across different systems. At the same time, there is a lack of interfaces. It is not uncommon for data to have to be entered or changed manually several times.

What's the biggest barrier to your productivity? This question was posed by the IT service provider ADP to more than 10,000 European employees as part of the study The Workforce View in Europe 2019. In the survey, 18 percent of respondents cited inefficient systems and processes. Only poor management received more mentions. Slow and inadequate technology came in fourth place.

Let's think of a process for approving a quotation in sales: The employee creates the draft quotation, but is not allowed to send it until it has been checked by the sales manager. The sales manager comments or makes additions. After the revision and another approval loop, the offer is sent.

In an optimally designed workflow, these steps run on a centrally stored digital document. At the same time, the workflow platform offers the possibility to exchange topic-related voice messages or files. This reduces the internal processing time, prevents errors and the customer is happy about a quick feedback.

These are the steps to more process efficiency

The release of a quotation is a simple example. But especially frequently executed processes benefit from optimized Workflows. For example, a digitized delivery note can be the starting point for several Workflows in different systems: In the warehouse, the goods receipt posting takes place, while inspection processes are triggered at the same time via the platform.

These steps include the introduction of a workflow system for the optimization of processes:

  1. Analyze processes and requirements
  2. Model processes
  3. Launch new Workflows
  4. Monitor results

Three central requirements for the workflow platform

Platforms for fully digital Workflows can make daily work easier for employees in all areas. Three factors determine how quickly and sustainably the system boosts productivity:

  1. Interfaces : They connect the platform to the existing system landscape. Above all, CRM systems, the central ERP and IoT applications can be integrated into Workflows in this way. On the one hand, they provide information for the process and, on the other hand, carry out transactions from the workflow.
  2. User interface: Private messengers and social media apps shape user expectations. They expect the same standard from a system for the industry. This applies to the technical possibilities as well as the intuitive operation.
  3. Flexible hosting: When it comes to data security, costs and scalability, companies want to stay true to their line. Some prefer hosting in the provider's Cloud (Saas), others give preference to installation on the company's own servers.

Fast and secure implementation: This is also a quality of powerful software solutions. This allows you to focus your energy on the internal change process for the conversion of Workflows . See for yourself how low the barriers are with MEXS. This is ensured by the predefined Workflows and the Connector Library. Click here to register for the 30-day trial version of MEXS.

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