When it comes to running a successful business, one concept that is as old and crucial as time itself, is organization. Organization or the lack of it, can make or break a business. Henry Ford for example, was a great innovator of organization with his assembly line concept of manufacturing. Organization heavily depends on every person or department performing a specified role. In order for this to happen, there needs to be organization in the division of labor and that’s where a well-executed workflow comes into play.
What Is An Automated Workflow & What Are The Benefits?
A workflow is a series of steps performed in a specific sequential order, executed one after the other with proper oversight at each step from inception to conclusion. Workflow is not a new concept—it has been a noted concept for hundreds of years, the automation of a workflow system is something relatively new though.
With the dawn of the computer era, businesses slowly began to take advantage of the technology that they would soon come to be entirely dependent on. Automated workflow is a technology based solution that automates the workflow process using computers to eliminate most human intervention needs. The result is a more efficient and smooth workflow system that has many benefits some of the most notable being:
Lean Production & Better Time Management
The main benefit of an automated workflow system is the amount of wasted time that is recovered. Due to the implementation of computerization of most tasks there is an increase in the speed and accuracy in which they are done. When time is saved, it directly affects employees who now have more time to be productive in areas where human intervention is needed.
When employees are freed up to take on more tasks that are the most productive in terms of revenue, it leads to greater productivity. As any business owner knows, increased productivity means a lower cost of operations and more profit.
Less Human Error
Since automated workflow eliminates manual data entry, data errors are nearly non-existent making a more efficient process. Since the next task in the order is automated and set to specific guidelines then there is no possibility of administrative errors on the part of your automated workflow software and the process runs as designed.
One of the major benefits of an automated workflow system are graphical data reports that can help identify trouble in the process. The ability to take proper action in a timely manner when a performance issue arises is crucial to the success of any system.
Efficient task management
An automated workflow improves task management and, due to the nature of automation—better communication between departments as well. Most automated workflow solutions have dashboard interfaces with reminders and to-do lists visible to involved employees. This connected form of communication and task management is crucial to task completion.
How Do I Implement An Automated Workflow System?
The way your organization manages and analyzes its information is the difference maker between failure and success in the ever competitive global marketplace. Your success is dependent on your commitment to optimization and improvement of your workflows to drive up growth and productivity.
However, you must also keep in mind that these improvements will be more than just growth and productivity; it is about constantly adapting to advanced technology for automated workflow systems.
With the rapid growth of mobile device capabilities and the swift shift to wireless computing and cloud computing, staying up to date with the latest security for example, will protect your company and clients valuable asset of data.
Before you just dive in and dismantle your current workflow, stop. Take a breather and follow some crucial pre-planning steps in order to assess what needs to be done and how. You’ll want to maximize the ROI on your workflow system by making a thoroughly informed set of changes and technology investments, not just a haphazard one for the sake of change.
1. Assess Your Current System
This is the most important step as it gives you a starting point to analyze what areas you need improvement in and which ones you are doing right. This will assist you in choosing the right technology solution that can transform your current workflow into one that exceeds goals and eliminates waste.
Eliminating paper-processes and digitizing documents is a key tenet of a successful workflow system and modern multifunction printers are a viable solution for this task. Newer models have become cloud-connected, possess smart technology, and can digitize documents into editable forms and more. MFP’s are truly changing the way workflow systems are implemented and Marimon has a plethora of them to choose from.
2. Analyze The Data
Once you have completed a thorough assessment of your current workflow system, you can dig deep into the results to find out what is causing bottlenecks, inefficiency and redundancy. It will also give you the data you need to see how to improve these shortcomings as well.
When you collaborate with a technology partner such as Marimon, your system can achieve performance benchmarks and efficiency levels that will be felt in your profit margins. Every organization has certain key business objectives they want to accomplish and your workflow solution should have a path to those objectives.
3. Plan Execution And Implementation
Once you have assessed and analyzed the data, it is time for the stage that people find both frustrating and liberating at the same time. It can be frustrating dealing with process changes and implementation of new systems but the results it delivers is very liberating— mainly in regards to time. Now your company will be able to hit objectives previously thought unreachable and can begin to see the domino effect it has throughout all departments.
Ready To Give Your Workflow An Overhaul?
Automated workflow solutions from Marimon can have a major impact on your success. The easy way to begin the execution and keep expanding that success is with one of our Managed Print Services contract. This helps you address organizational weak points such as productivity, portability, and data security.
Overall our Managed Print Services can help your company not only handle workflow solutions but also eliminating the cost of added IT staff time to manage your printers.
So the real question is, what is keeping you from saving your company potentially thousands of dollars per year or more with an automated workflow system?
Call Marimon today to speak with one of our consultants who will be glad to schedule an assessment with you!