A workflow is a procedure of how one gets his/her work done. It is a system that makes work more effective while having everyone on the same page. Workflow management is entirely about building and tracking these procedures.
Workflow management software enhances a level of workflow structure and converts ideas into products and concepts into procedures. These tools help ensures that the project is delivered correctly and that the quality of the project is preserved. These tools help one schedule tasks, work together with others, manage workloads, make and share documentation, and assess progress. Currently, workflow management software is a must-have for teams to be united, particularly with the rising complexity and fast pace of our multi-tasking, distributed workforce.
Taking advantage of the new competencies provided by automation and the accessibility of useful data for decision-making, one can do much better than a to-do list—one can also back its team with a complete ecosystem of business process management tools (BPM tools) for creating efficient, enhanced workflows.
After identifying the workflow issue that one is trying to solve, had a discussion with key stakeholders along with those who will use the system and decided how the one will be using best workflow management software. As mentioned earlier, workflow management software comes in many different forms. Here is a complete list of features that are usually found in workflow software-
1. Design Elements – Many programs enable one to customize templates and create custom web forms. These features emphasize on how much one can modify the look of the solution:
- WYSIWIG method designer
- Make Dashboards
- Workflow Diagrams – Use this to make diagrams of how workflows through a system. If the user wants to make a workflow diagram to help control needs, a diagram-only online software solution that complies with the industry-standard BPMN 2.0 notation would be suitable. An online app where one can easily download and share the diagram and can attach it to the workflow software solution.
- Drag-and-drop ability to create a workflow diagram/wizard
- Kinds of workflows: standard, mobile, custom, social, HR
2. Procedures – Apart from automating tasks, think about what else one needs to do with the software. Some of the current processes that may need automation:
- Initiate process requests/user requests
- Analytics/Run reports
- Accept project request
- Present projects
- Assign resources
3. Automation – These features stress on making tasks much easier. When assessing these features, determine how much control one wants to have over a process:
- Develop automated workflows
- Business guidelines for accounts payable/receivable – financial recording & tracking
- Workflow routing
- Role-based dashboards/access control
- Representatives predefined and ad-hoc procedures
4. Cloud/Repository – Study what one needs to store online and make it easily accessible to anyone using the system. Some of the cloud-based management features are:
- ECM (Enterprise Content Management)
- Document management
- Digital asset management
- Scalable platform
5. General Software Functions – These are not particularly explicit to workflow management software offerings, but they are still crucial in evaluating these features before deciding:
- Develop apps
- Integrate with APIs, WebHooks, and other cloud services
- Number of users
- Subscription vs. complete purchase
- Support services