The reason why companies seek out workflow management systems is to scale up the business productivity. Most companies spend a lot on infrastructure, and they aim at reducing costs as much as possible. For most, it means going online and choosing an affordable system with flashy features.
While cost never translates to the effectiveness of management systems; the features and functions determine their ability to meet organizational goals. The wrong software can bring business to a standstill which makes it essential to choose the right one.
Here is a list of 5 essential features that a good workflow system should include.
- Customizable to Suit Your Business
Firstly, every company needs to understand how a system they introduce will work. Creating a graphical model gives a pictorial representation of the process. Every company operates differently and therefore, would need a system that can customize their specific operations.
Team members can better understand their specific roles when performing tasks with a graphical representation. The graphical modeling is essential in that it depicts an activity and outlines the steps involved for it to culminate in achieving a particular goal. A workflow management software should have an intuitive graphical modeling system.
- Control Access
Management systems foster transparency because staff members can all access the shared information. However, there is always the necessity to limit access based on roles and responsibilities. Staff members only require access to the tasks and information that directly needs their input.
Therefore, one of the other crucial features a workflow management system should have is access control. The ability to define responsibilities and limit access also helps to safeguard data integrity. However, the software should also support reassignment of roles as needed.
Every business goes through changes on a frequent basis. For instance, some companies create new functions based on need or render some positions redundant. The same applies to business processes, and a good workflow system should give room to implement these changes.
The primary role of workflow systems is to guide and define processes. However, the system should not put constraints on business operations. It also means the flexibility of integrating new systems that solve loopholes or procedures that the workflow software does not cover.
- Pre-set Options
There are specific details that will always go on forms filled out by staff. A management system that enables a business to create forms with pre-filled information saves time. It also helps to avoid making errors and focussing on inputting other essential details.
The feature also helps with populating multiple forms and cuts down on duplication requirements. Staff members appreciate such a function, and in turn, it positively affects productivity.
- Track Status and Results
The whole purpose of using a workflow management system is to track the progress of tasks and their results. Therefore, it is crucial to look for software with automatic alert systems. Through emails, everyone involved in performing a specific activities will know what input is required from them with ease.
The workflow management system allows businesses to keep track of processes also enhances efficiency and productivity.