How Does A Digital Workflow Help And How To Switch To One

October 19, 2022
Alok Suman
Workflow Automation

Despite significant technological advancements that have made our lives as consumers easier, our daily experiences at work have been more complex to manage with new applications and automated services.

Time spent on routine duties and procedures is one cost associated with that. Consider the onboarding checklist for new workers.

To begin with, recruits must select benefit plans, acquire computers and other equipment, and obtain security credentials.

Although some of those stages have been made simpler by development tools, the workflows that link those components together still tend to slow things down. A typical employee can spend up to 60% of their time on routine chores.

At the same time, the widespread use of mobile and digital technology is moving us forward by enabling the digitization of workflows. Think about how much simpler it is now to schedule a meeting with a few finger taps than a decade ago.

What is a Digital Workflow?

A workflow is the division and completion of tasks in a corporate structure from beginning to end, whether or not they are automated.

It is used to depict a project's or service's progression from beginning to end in a style that is simple to follow and comprehend.

Teams can enforce criteria, standardize phases, and digitize processes using a digital workflow. It is typically part of a cloud-based system.

Real-time information is shown, group members and departments may communicate easily, data is stored for reports and audits in the future, and repetitive operations can be automated.

The approach for any company's digital transformation is the implementation of digital workflows.

Digital workflows can include numerous individuals, teams, and tasks, just like a traditional process. They can be basic or sophisticated. However, they must be routine, repeatable operations.

For instance, consider the stages of a non-digital staff onboarding process to show how digital workflows may automate any business process. If you still need a digital workflow, you'll undertake many manual operations when using online files and emails.

A few routine chores comprise responding to questions from new hires and members of other teams, creating and sending messages, receiving documents, and archiving and sharing data.

Digital workflows allow for the tracking of processes by all stakeholders and aid in the centralization of communication and data. Even so, managers can increase their efficiency by automating tasks and notifications.

Businesses lose an average of 19 working days per employee annually due to repetitive operations that may be automated, such as data input, processing, analysis, and merging data from different sources.

It's a significant amount of time that professionals could invest in worthwhile pursuits that would pay off more.

Using triggers to start tasks, automated notifications, alerts for past due dates, approval flows, and other things are all part of automating a workflow.

This helps eliminate manual inputs, save time, and reduce human errors. It also entails connecting workflow management systems with tools and establishing a flow of information between them.

That sounds wonderful. But how can a company automate procedures without taxing its IT department?

The solution is no-code systems that let non-programmers build automated digital workflows. Everyone can automate operations without creating a single line of code using drag-and-drop functionality and graphically adding or arranging components.

Automation is the way to go to maximize the benefits of digital transformation and the tools that allow us to operate more intelligently.

Emails and spreadsheets won't suffice. You'll need more sophisticated and complicated tools to modernize and automate processes.

Top 8 Digital Workflow Priorities for 2022 - Telic Digital


Steps to Switch to a Digital Workflow

Here are some steps you must follow to switch to a digital workflow:

1. Make a Workflow Audit of the Current Structures

Your company should analyze the manual methods it presently uses and consider them to improve them as the first step in any digital transformation.

You probably will need more personnel or resources to implement a company-wide shift to digital operations. Additionally, garnering support from top management will be simpler after you've demonstrated its efficacy once.

You'll find it much simpler to introduce digital workflows across departments and groups once your leadership suite understands their potential.

The first stage in digital transformation is thus a workflow audit, enabling you to assess which of your workflows are the most wasteful.

2. Just One Digital Workflow at First

Limit yourself to the workflow that could most benefit from a digital improvement once you've determined which ones are a necessity.

It would be rational to meet with the people involved with each task to learn how your team completes its work if you have yet to work directly within this structure.

The finest workflows to pick initially are typically those that aren't technically challenging because they might call for extra outside resources like software development.

Finally, before digitizing, gather information on the time and resources needed to complete the task, or output, to determine how the workflow affects labor productivity.

Numerous digital processes include analytics tools built in that you may use to compare how much more effective this specific task is.

3. Add Communication Tools 

If other divisions of your firm are not tech-friendly, the digitalization process may be complicated by a lack of coordination.

Of course, you need a tool to do this to start using a digital process. Workflow software frequently has a wide range of features and advantages to make it easier for you to select a solution that works for your business and industry.

A digital tool suite can speed up procedures by integrating your workflow management system with a cloud-based unified communications solution.

Unified communications, which do away with the need for different channels, assist in coordinating team communication, while digital workflows increase team connectedness and foster a shared vision for goals.

4. Digital Workflows Should Be Improved, Automated, and Expanded

Making your digitized workflow run better than it is now will be the exciting part to come next.

As you learn how to use automation technology to its fullest potential in this last phase, you'll be able to streamline some of the processes in your workflow or completely remove others as they will initially require less technical expertise.

It is recommended to start automating the workflow processes that are the most frequent and replicable.

After digitizing, you should assess how specific obligations have changed or evolved and establish new standards that better fit your new digital system.

Even after your digital workflow has been launched, keep track of it to report on its progress to your leadership team and to identify new opportunities to enhance the procedure.

It will be much simpler for you to continue integrating this technology into other divisions and parts of your company after you have a solid understanding of the workflow digitization process.

How Can Software Help with Digital Workflow Automation?

Automating processes and workflows is particularly successful in increasing output and overall effectiveness. The process will be handled quickly and consistently by your automation solution.

The architecture of any process or workflow automation is designed to mirror your demands, making it relatively simple to change the process when chances for improvement are found.

Automation can be integrated with other technologies like artificial intelligence (AI) and machine learning (ML). You can create automation software solutions using AI and machine learning that are quick to respond, flexible, and improve over time.

Significant losses in terms of productivity and finances can be attributed to human error. The extent of losses caused by human mistakes is frequently only completely understood once a process automation technology is put into place.

Many individuals only realize how much human error contributed to numerous defects, oversights, and accidents after the fact.

The most calculative and predictable tasks are most suited for workflow and process automation. These jobs can also be the most difficult for people, as repetition and monotony can increase the likelihood of human error and even result in burnout.

A company's workforce can be selectively released to concentrate on more difficult, higher-level tasks that cannot be automated using process and workflow technology solutions.

As was already noted, more formulaic and even blatantly repetitious jobs are best suited for process and workflow automation.

Manually carrying out these processes and workflows can tax employees, lowering morale, increasing the likelihood of human mistakes, and reducing productivity. 

However, if you can automate these operations, personnel will have more time to work on more interesting, exciting, and intellectually stimulating jobs. Duties that are more crucial to an organization's growth.

Wrapping Up

The mere fact that a task is completed on a computer does not imply that the process is effective. Digital workflows should prioritize eliminating the need for human involvement at every stage and maximizing efficiency.

Even though email exchange is typically more efficient than paper contact, it can still take employees a lot of time. Using software solutions to automate some communications, data entry, and approval requests can be quite time-efficient.

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