Workflow Automation

Because workflow automation used to be reserved primarily for big budget Fortune 500 companies, many small to medium sized businesses still carry the mentality that, for whatever reason, it’s just not for them. They may think they can’t afford business process management. It’s a common misperception. Even if they know they can afford it, they may struggle to understand how to implement it and how it could improve daily operations in their business.

We’ve long said that business process management is for every business. To prove it, we’ve developed a one-size-fits-all list of 3 processes that virtually every company could be managing more efficiently with workflow automation.

1. Online Information Requests – Making a general assumption, almost all businesses interested in or curious about workflow automation already have a website. And, chances are, that website provides a way for potential and current customers to contact your company- probably some sort of contact us page, with email addresses and a contact form.

Under your current system, an email can probably be directed from that page specifically to a particular department in your company, where one person has been designated as the point man for these incoming emails. The problem with this system is that there is no means for monitoring accountability, request status or tracking. The only one who knows about the email is the receiver, who also has the sole responsibility to decide when, if and how to respond. And what happens if that person is on vacation, or just fails to check their email for whatever reason?

Workflow automation instills those missing principles into the online information request process. When a request is made, the party responsible for responding is notified of the task and the due date. At any given time the system can be checked for overdue responses, keeping everyone on track and moving forward.

2. Simple To-Do List Assignment – Under your current system, how are tasks typically assigned to employees? Face to face? By email? Over the phone? While each of these has its advantages over the next, they all share one common disadvantage compared to doing it with a workflow automation system- a lack of accountability. Details get forgotten, ignored or misunderstood when a task is assigned in person or by a phone page. Email may allow you to assign tasks with details and due dates, but there’s no way to monitor or enforce them.

Workflow automation allows you to assign a task and monitor it throughout the process to completion. You can set due dates and priorities, keeping things flowing smoothly. The employee gets regular task reminders and updates, and you get the piece of mind knowing every detail is accounted for and the assignment is moving forward.

3. Sales Inquiry Follow Up – It’s not overly difficult to lose track of a potential sales contact. When the business is firing on all cylinders and leads are coming in like nobody’s business, it’s downright easy to do. Unfortunately, no matter how busy you are, the sale you miss today could be the one that makes or breaks you. You can’t afford to let relationships with potential customers disintegrate. It’s just not good business.

Workflow automation helps you monitor and track incoming sales requests. Whether phone, web or walk-in inquiries, you can easily establish a timeline at the onset of every business relationship. This timeline will keep you aware of new sales requests, required follow ups, prospect statuses and all of the information you need to successfully create and maintain successful sales relationships with your potential customers.

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This really is just the tip of the iceberg when it comes to defining all of the ways your business can benefit from workflow automation. But even if they’re the only three you use, you will notice immeasurable results by implementing them into your daily operations.