Use these 4 steps to create the optimal workflow

To complete a process, achieve a goal or achieve results, it is natural that a set of consecutive tasks must be performed. This is also called a workflow. Whether the result of such a workflow is achieved efficiently and quickly depends on how you organise the workflow. As an organisation, you are in control of how set goals should or can be achieved. We explain how to set up your optimal workflow in 4 steps.

1. Work out business processes

Understanding and structuring work within the organisation is the foundation of successful workflow management. The following components should be determined for each process:

• What activities need to be done?
• Who should carry out which activity?
• What are the quality requirements of each activity?
• What tools are needed to complete the process?
• What is the timeline of the project?

Actually, it is good for almost all workflows and business processes to answer the above questions. From induction of a new employee to payment of an invoice; if you answer the above questions in advance, building the workflow will be smoother and the final efficiency will be higher. Keep dependencies in mind.

When designing business processes, it is crucial to take into account dependencies that might occur. Dependencies include, for example, what happens if a responsible employee is on holiday or if a quotation is not ready on time?

Just about every organisation runs into certain business processes that turn out to be a lot more complex than actually thought. An optimal workflow creates a grip on the complexity of business processes. When these dependencies are clearly identified in advance, the organisation will be able to take them into account in its workflow.

2. Automate if you can

Setting up workflows within business software makes it possible to automate tasks. Automating relatively simple and repetitive tasks can be of great benefit because it allows employees to focus on tasks that are qualitatively more challenging.

3. Link alerts to workflows

Setting alerts when a task within a workflow is completed or due for completion ensures that employees are kept informed of progress and that the right people are applied at the right time. For example, these alerts can be reminders to create a task or indicate an approaching deadline.

4. Evaluate and optimise

Workflows are never completely fixed. This is because there are almost always unexpected changes within an organisation. Such as an adjustment in working methods or changes in policy. This may require (minor) changes to a workflow. It is therefore wise to go through and review the workflows with the team every quarter, for instance. They can then be optimised based on the review.