It’s the bane of our modern existence. From legal and finance to administration and HR, every aspect of our workplace involves some sort of form-filling, printing, copying, and scanning. We’ve even invented shredders purely to take care of these piles of paper.
And even as new digital solutions enter the market every day, paper usage in the U.S. is expected to increase through 2023.
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The problem is that while companies can see the benefit of going digital, they’re often faced with the daunting task of making that transition.
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But it doesn’t have to be that way. Converting business processes to automated digital workflows can be a simple step that produces incremental changes rather than an exhaustive effort requiring you to go through bureaucratic hoops and headaches.
A workflow is simply a term that refers to a series of steps you need to perform in order to get something done. Here’s an example:
Not only are these a lot of steps, but each step along the way is a manual process—7 bits of work in total. Each one could be forgotten, overlooked, or done incorrectly.
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Not only has the process been reduced from 7 steps down to 5, but 2 of those tasks are now automated by the workflow itself—leaving just 3 tasks for humans to complete!
When a process is automated, it means there’s no need for a human to perform it. In the above scenario, there are three automated processes:
The benefits are obvious. It saves time, space, hassle, money, and even the environment. But how exactly can you make that happen for your specific needs?
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Not every workflow is a priority for digitization. Depending on your internal processes, some will be more complex to automate. Others may not be so time-consuming that people see the need to switch to digital.
A workflow audit is helpful when you want to do a health checkup on the state of your current processes. It’s also essential if you’re looking for the perfect candidate for digitization.
There may be processes creating bottlenecks that you weren’t even aware of. Or what seems complicated could actually be very simple if performed digitally.
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If you can identify these processes and digitize even one of them to prove its effectiveness, it’ll be easier to get the green light to migrate other workflows.
Gather up a list of workflows that use up unnecessary resources and create delays. These are the best processes to automate as they lead to immediate, noticeable improvements.
Once you have those workflows you want to improve, think about whether it would take up a lot of time and resources to build out a digital solution. If this is your first time migrating to a digital workflow, you’ll want to pick a process that’s simpler to automate.
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Now consider which workflow improvements among the above are your top priority. Which processes would benefit most from digitization? Would digitizing this workflow lead to immediate results? Will it save a great amount of time and money?
Now that you’ve identified a workflow to migrate to the digital space, it’s time to plan how you’re going to make the transition. Without this step, you could miss out on making the experience smooth for everyone involved.
A workflow map, or a flowchart, is simply a visual representation of the specific processes within a single workflow. Taking the time to create this can lead you to spot problem points and make sure everyone is on the same page about the work.
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However, rather than designing a diagram on PowerPoint which you then have to export into a PDF with accompanying instructions for understanding the workflow, you can use smart visual workflow software that gives everyone access to the visual workflow.
It will also help you design a digital workflow that will ease any pain points you identify and clarify the process to automate certain tasks.
At this stage, it’s important to define roles and responsibilities for each step in the workflow. Gather input from everyone on the team to see if there’s something missing or if there’s something that won’t work on the map.
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Being clear about your intentions behind converting the workflow to digital is also a sign of good leadership. Talk to people about why this would be beneficial for them and how you plan to run training sessions to put them at ease rather than put them off by making it sound like “just more work.” You want to get them excited, not intimidated.
Here’s one bit of good news. The process you’re trying to automate has probably already been automated by someone who was going through a similar problem. Learn from their example to see how you can pull off the transition.
For example, are there forms that are so tedious to fill out that they’re never completed properly, or if they are, ridden with errors? Safeway had this exact problem, so they converted to a digital workflow using e-forms only. The result? Millions of dollars saved in development and accurate forms completed on time.
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Or take a look at how Princeton University has set up its knowledge base to help the community use its chosen digital workflow solution.
By now you should have a good idea of what you want the solution to look like and what it needs to do. When choosing or creating a solution, consider the following:
![An Introductory Guide To Digital Workflows In Automation - Digital Art Workflow Automation Directv](https://i2.wp.com/www.processmaker.com/wp-content/uploads/2020/08/processmaker-automated-workflows.png?strip=all)
Your solution should be simple enough to use that there won’t be a steep learning curve when you’re figuring out how to create a workflow. The last thing you want to do is to create more processes to implement a process. The point here is to make things easier for everyone.
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Because this is just the first step to moving your business to a digital workflow, think about how your solution can be used in the future to digitize other processes you’ve identified earlier. Simple workflow software will often cover many areas of an organization––from sales and marketing to HR and finance.
Besides improving processes, what are the specific KPIs you want to track with the new digital workflow? Defining objectives from the get-go will help you measure the right metrics and help you convey them to your team.
For instance, if you’re evaluating a workflow solution based on its ability to save time for your team, then perhaps you’ll look at Joe and Jane’s timesheets each week to see how many hours they’re spending on a particular task. If the work if effective at reducing the time being spent, then you should see an associated reduction in hours clocked.
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Finally, it’s D-Day. Now it’s all about communication and more communication. Run workshops or training sessions to help people ease into the new process.
You’ve rolled out the digital workflow but the work doesn’t end here. If you’re planning to digitize other processes, you’ll want to learn as much as possible from this first experiment. Since you’ve already set your KPIs early on, analyze the results of the transition using the data.
Hopefully, your experiment was a success with measurable cost savings and improved productivity. Now you can repeat this process to build digital workflows for multiple processes and set yourself on a path toward continued growth.
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To learn more about how to convert your business to a digital workflow, download our whitepaper on visual forms and workflow automation.Between 2020 and 2024, organizations will invest $7.8 trillion into digital transformation. Nearly one-third of that total will occur in 2024 alone. Executives commonly report significant benefits from their digital transformation initiatives, such as improved operational efficiency (40%), faster time to market (36%), and the ability to meet customer expectations.
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Despite the massive infusions of capital into digital technologies, many organizations strike out when it comes to achieving scale in transformation. According to Forrester, more than 50% of digital transformation efforts stall out. Another study found that of the $1.3 trillion spent on digital transformation in 2018, some $900 billion was wasted when organizations failed to achieve their goals.
Many organizations fail simply because they try to do too much at once. Successful organizations start small and build off their early success. One way to accomplish this is by replacing inefficient manual workflows with digital workflows.
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A workflow refers to a sequence of tasks that must be performed to achieve a repeatable business objective. A digital workflow involves the automation of workflow tasks. By reducing the number of manual tasks in a workflow, processes are completed quicker, involve less effort, and result in fewer costly errors.
Digital workflows offer countless benefits. While the types of benefits can vary by organization and industry, the following are some general benefits that all organizations can experience through digital workflows.
Automating part or an entire workflow reduces repetitive and unnecessary steps. This improves operational efficiency and reduces costs. A workflow management system makes it easy to identify and eliminate bottlenecks.
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Digital workflow solutions assist management by making it easy to track workflow status. They can see the employee responsible for completing each task and when they will be completed by. Moreover, approval hierarchies are clearly stated.
Digital workflows eliminate the need for employees to manually notify team members or management when tasks are completed. Moreover, it is easy for management