Basic Concepts: Workflow Management System

When it comes to managing a business in 2015, the most challenging aspects tend to typically be putting everything in its place and actually being able to keep people on track, motivated, and ready to succeed. Naturally, a big chunk of your time can be wasted just trying to experiment on ways to organize internal processes and projects, and it can end up causing more problems than it solves if you aren’t sure what kind of plan you need to halt your problem.

To make sure this does not need to become a common and obvious problem for your business, you should look for workflow management solutions out there that can help you prepare and manage your business in the right light moving forward from here.

What is a workflow management system?

According to this definition from the University of Albany, workflow management systems allow organisations to define and control the various activities associated with a business process/workflow(as we pointed out on this previous post on workflow management). Many of those management systems will also offer the opportunity to measure and analyse the execution of the processes so continuous improvements can be made.

A workflow management system is typically a software that offers you the opportunity to manage, along with your team, your everyday processes (tasks and activities) and projects, to fill in the workflow planning for the day/week/month.

With the help of one of these systems, you’ll also have the opportunity to define and execute experiments in order to test the execution of the tasks within your workflow, analysing the overall results. Using a workflow management system you can start to monitor and improve the way you and your staff work and the way everyone’s efforts can come together in the long-term for success.

How does a workflow management system work?

To make sure the best of the organising and monitoring functions, you can use the enactment function within the workflow management system. It’s one of the most important features provided, and it allows for specific parts of the process to be managed, organised and composed in the right way so that everything comes together properly. Otherwise known as the orchestration of a business, this is a huge benefit to many.

With the right help of this management process, though, many businesses can benefit from the workflow management system being put in place as it helps treat three of the biggest problems in the modern businesses;

  • Lack of clarity – Lack of definition about what the tasks are and what is to be done;
  • Continuity – The before and after steps of any part of the process;
  • Lack of information – People don’t have all the knowledge about what has to be carried out.

By removing these three process’ “diseases”, you can make it much easier for people to change and improve themselves and their tasks in no time.

Research shows that, when adopted and managed properly, a workflow management system can be the most important part of any business’ planning and preparation over a long period of time thanks to the way it prevents staff from not taking adequate responsibility over their own jobs.

If you now have a task to do and something to do after you finish that task, it becomes a lot easier for people to stay committed throughout the day unless they want to let the work build up and hold others back.

With the help of software like this, things can be improved and changed regularly to ensure that you business as a whole will come together an function as a well oiled machine. As people get settled with the software being used, it will constantly improve itself and the way it manages your tasks.

How can I choose a workflow management system?

That is, of course, a very good question, one that can be answered in many ways – but I’ll choose to be partial and tell you why you should go with Pipefy amongst all the alternatives available in the market.

At first sight, Pipefy may look like a simple task management app, due to its user friendly interface and ease of use. What we offer you, though, is a powerful worflow engine that can be used to automate many of your tasks (Pipefy integrates with over 270 apps via Zapier), all that while taking your team members by the hand, guiding them through each step of the tasks’ execution.

Pipefy offers you a wide range of free templates, built for startups and developed based on the market’s best practices. It’s already used by over eight thousand managers in more than 60 countries, all you have to do is choose the template that best suits your needs and start using in minutes. Just give it a try, you won’t regret it:

Download a free Template

Depending on the workflow management system you’re using, it can become to become even more useful as you add in many tools (as Pipefy’s more than 270 integrations) to make sure that your planning and management can work smoothly..

Many staff members are normally more than willing to be challenged and to be asked to improve; they just don’t know what kind of tasks they need to undertake. With no definition in a business, people will struggle to develop themselves properly and to become the best people that they possibly can.

However, with a workflow management system being used, it becomes much easier for a business to start changing and even transforming itself. While making it much easier for you to start monitoring, analysing and altering the way things are done within your business, you ensure you’ll always have direction for planning on a more regular basis.

By using these workflow management system plans, though, you make it ten times easier for every member of your staff to start showing some initiative and making positive, effective change as time goes on. It can take a lot of work and a lot of patience to get everything done from scratch and to make it all work out as you intend it to, but it can be one of the best decisions you’ll ever make!

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Written by Isabelle Salemme, Product content manager at Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being responsible for all product-related content, she's an avid reader, a coffee lover and a professional photographer.