The Ultimate Guide To Workflow Management Systems

It can be challenging for project managers to arrange, assign, track, and control all the tasks for the many different projects they handle. Without a proper workflow management system, this can give way to confusion, waste, undue risk, and ultimately compromised project integrity. Efficient workflow management is essential, in that it facilitates a process for accomplishing and tracking tasks in a wider project. 

Often, mishandled workflows cause discord and mistrust among team members who may already be overburdened with work. The lack of an efficient and streamlined system can stress out processes across the workplace, causing bottlenecks and holdups, disrupting the entire flow of work.

Not only this, but mismanaged workflows also force staff to perform too many tasks at once, causing a drastic effect on employee productivity. In fact, research shows that trying to multi-task leads to 40% of productivity loss because switching between tasks can complicate their jobs for employees.

To best organize your company’s tasks, you need to employ an automated workflow management system that manages the flow of assignments efficiently. Learn more about workflow management tools and why Wrike is the workflow management system of choice for companies all over the world. 

What is a workflow management system?

A workflow management system is a digital tool that arranges tasks and offers comprehensive insights into the progress of each task. 

It provides an infrastructure to help you map out your tasks and create a sequential plan to accomplish them and track their progress. You can count on it to help you assess the performance metrics of each process so that you can deploy the necessary strategies in time.

Moreover, by offering a centralized platform for team communication and collaboration, it ensures enhanced productivity which leaves a positive impact on company culture.

So it’s no wonder why businesses from all over the world are integrating workflow management tools to facilitate their day-to-day tasks. But what exactly do you gain by using this system? Let’s find out.

What are the benefits of workflow management software?

Once you invest in a workflow management system, there’s no going back. It is the perfect formula for keeping your employees happy while ensuring all the processes are completed with the utmost efficiency and in due time. 

These practical workflow management tools have proven to be beneficial for organizations that offer knowledge-based professional services to their clients (read more in our professional services guide). 

Following are some of the benefits of deploying it in the workplace:

1. Facilitate collaboration with clients

Working with a global clientele involves dealing with differences in opinion, lack of transparency, catering to varying requirements, and serving them despite communication roadblocks.

This is where workforce management can help you. It is a comprehensive system that allows you to give clients exclusive access to specific parts of a project so that they can view the project status, grant approvals, and monitor progress.

That way, you can save plenty of your time that would otherwise have been spent on collecting information on the project’s progress.

2. Make the most of your billable hours

Your aim should be to maximize utilization rates as well as your team’s billable hours.

Using a workflow management system can take essential tasks, like managing resources and standardizing work processes, off your hands to increase your billable hours

Similarly, keeping track of time and money can become time-consuming admin work that only increases as a business becomes more successful. Workflow automation software takes care of all these tasks so that you can direct your precious time and energy towards essential processes.

Workflow management vs. project management

Although workflow and project management possess similar features, they still differ by a significant margin. Project management is a temporary process, but workflow management is a repetitive strategy that an organization frequently employs to ensure business process improvement.

Also, project management includes planning, overseeing tasks, and looking at the bigger picture. On the other hand, workflow management sequentially interlinks the tasks and helps each process to run smoothly. 

How to use a workflow management system for better productivity

Workflow management tools enhance your team’s productivity by offering seamless communication and streamlining processes. When appropriately deployed, workflow management can pay off for the long term. Here’s how a workplace management system contributes to your employees’ productivity:

  • No more status update meetings
    A workflow management system saves your employees from needing to track down emails and discussion threads to assess the project’s progress. With complete transparency in each stage of the process, your teams can remain updated on each project’s progress — saving time and effort.
  • Timely reports 
    Integrating workflow management software helps your employees as they are no longer required to input data in spreadsheets to generate reports. The workflow tool can generate updated reports with the help of recent data, freeing up your employees’ time to do something productive.
  • Increased visibility in processes
    Streamlined processes are the most critical aspect of a smooth project execution plan. Workflow management tools offer real-time visibility into any bottlenecks or breaks in work processes.

    This way, you can immediately tend to any new or old developments that threaten project progress, ensuring that business goes on as usual.
  • Built-in notifications
    Workflow tools usually include built-in notifications to alert you and your employees on any overdue task or process that requires your attention. It gives you the ability to customize your notification alerts so that you don’t get distracted.
  • Third-party integrations
    Businesses that often deploy software and tools to facilitate their processes need a workflow management tool that offers third-party integrations. 

    These tools offer additional features that you can use without having to switch back and forth between multiple apps. 

Tips for better workflow management with Wrike

To help you make your project plan as seamless as possible with minimal errors, we advise you to keep the following tips in mind:

  • Don’t collect important tasks and documents in your email. With Wrike’s workflow management system, you can CC Wrike on your emails to gather them within the platform for easy access.
  • Ensure the proper organization of all your essential data, tasks, and files in one place to increase your productivity.

How to use Wrike to manage your workflows

Wrike allows you to automate your workflow through several features that contribute to an increase in your employees’ performance as well as productivity. With Wrike’s workflow management system, you can customize your workspace according to your brand’s assets and prioritize your tasks. 

You can easily visualize your tasks by using Kanban boards, Gantt charts, and a range of other tools. Save your employees from unnecessary meetings by offering them complete transparency at each stage of the workflow through automatically generated reports containing updated data.

With Wrike, you can schedule projects, assign tasks, manage a client’s requests, and make critical decisions in real-time. 

You can also choose the type of workflow you want to work with, such as the Agile or Waterfall project management format. This way, you can cater to all your clients’ needs in no time.

If you're reluctant about integrating workflow management software in your everyday tasks, we can help you understand and experience it in real-life settings. Get in touch with us for a free two-week trial.

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