Want an easier way to manage your workflow? – P1

This week we will be discussing how to manage your workflow in a far easier way. This will make it easier for your organization is able to achieve its various projects, the workflow aiding this. In this first part we will provide firsthand examples of how business can be affected when not having a well managed workflow. Though we are sure many of you know firsthand what that feels like. . .

So, what do we mean by ‘manage your workflow’ more easily?

Firstly, what do we mean when we say manage your workflow? What we mean is having a step by step plan in place to ensure your business follows the right criteria for getting work complete on a day to day basis.  By having a consistent workflow in place, you can be sure that your projects are being completed, and as a well renowned list making application tool Trello might say, ensure you are getting your productivity in order.

“Do I need a workflow in places for my business?”

To determine whether your business needs a consistent workflow in place, you need to take a step back and ask yourself a few questions:

Are tasks and projects being completed on time?

The phrase ‘time is of the essence’ gets passed around a lot of business on a day to day basis, but the truth of the matter is that time is of the essence and each time your organization loses too much time on projects, a cost impact is felt, regardless of if it’s other businesses, the taxpayer or the generosity of donors that funds that cost.

Do you know where colleagues/ users are at during a task?

Communication is key, and the opportunities we each have to communicate effectively in today’s digital era is growing. Software developers for example, can now do this in dozens of ways. So why should you have to chase after people to see where they are at with a project when you could simply be logging in and viewing it as part of a well-structured workflow?

Do certain projects need to be done in a certain way?

Like baking a cake you can’t skip ingredients/ steps. Otherwise you can expect it to turn out the same as some disasters on the Great British Bake Off. This applies when certain project needs to be approached in an alternative way. Do you agree?

These are just a few questions that may leave your wondering if your business needs a consistent workflow…

How to Identify a problem in your workflow?

• Firstly, note down your current workflow. By doing this you will be able to see what your current processes looks like when you take a step back, you may already be able to identify new things you may not have thought about improving.

• Secondly, start moving and applying new sections. By pinpointing the gaps in your workflow, you will be able to amend stages to your workflow to get the best out of your business productivity.

• Next, implement your newly amended plan on to a software solution. By doing this you and your organization will have a much clearer view of what is needed to be done and stay on track during the project.

For example, one successful business that has implemented a digital workflow is the tech firm Intel. They claim that ‘operational efficiency is their key to profitability’. The company in 2018 spent over $13 bn on its R & D, a large proportion of this spend focused on workflow, to deliver the company’s products to market. A key focus was on automation and intelligence. This  year end that yielded $29.4 bn cash from Ops. $16.3bn of which was then given to shareholders.

These questions are a bit simple to ask but it is amazing how many professionals we speak to lose sight of the fundamentals. It occurs when facing significant stakeholder pressure and work requirements.  Simple self-review exercises and time away from delivery will gain you perspective. In this way you will define how your current workflow can be improved.

Of course, the improvements you make can be furthered by technology.  In this case through advanced workflow technology.  This features in some Digital Asset Management solutions. You can read more about such systems, and workflow mechanisms such as ‘version control’ on our dam-solutions blog page.