1. Identify
Challenges.
It
starts with identifying your greatest challenges … both from a management and
operational perspectives. If you aren’t aware of the challenges, it’s difficult
to optimize workflow and derive relevant value from the process.
The
challenges your organization faces in terms of workflow will depend on the industry
you’re in and your current strengths and weaknesses. But here are some of the
common workflow problems that have been identified by IDC research:
- Incompatible
systems. Did
you know that 80 percent of business leaders have systems in place that
don’t communicate with other internal systems and applications (let alone
those of outside partners)? This is most problematic in the case of
document tracking. Companies that addressed a “document disconnect” issue
have enjoyed revenue increases of 36 percent and cost reductions of 30
percent.
- Long
invoicing processes. If
you’re a small startup, you might find it an easy process right now, but
invoicing can grow into a time-consuming, resource-intensive activity as
your company expands. The billing process involves rounds of approval,
consumes lots of paper, and may entail a considerable amount of effort to
track down late payments. By ironing out the wrinkles in this area, you
can keep everything moving.
- Poor
collaboration. Nothing
is more vital to an organization than communication. Unfortunately, it can
be astonishingly poor in some firms. Remote work has exacerbated the
issue. If you don’t have solid communications systems in place, you’ll
have real struggles as your workforce grows.
Every
company faces unique challenges. If the three items above don’t apply to your
operation, look for the ones that do. Until you take the trouble to dissect
your organization honestly, you won’t be able to optimize to any substantial
degree.
2. Set Goals.
Once
you’ve identified the challenges, shift your attention to overcoming them and
optimizing workflow. This starts with setting tangible objectives.
Your
goals should be SMART ones. In other words, they need to be Specific,
Measurable, Attainable, Realistic and Timely. Don’t expect the process to
happen overnight. It can take days or weeks to come up with SMART goals that
will impel your startup forward.
3. Try Workflow Software.
You
can take plenty of practical steps to optimize the workflow at your startup,
but there’s also likely to be opportunities to streamline various processes with
the help of software programs. Specifically, you may want to implement workflow
software.
“Digital
workflow software provides organizations with strategic technology capable of
creating and executing cross-enterprise business processes,” PNMsoft explains. “Workflows can be deployed,
monitored and continuously optimize cross-enterprise functionality within a
mixed environment of people, content and systems.”
Businesses
love workflow software because of its cost-effective advantages. Not only can
it address glaring issues, but it may enhance productivity, increase
visibility, improve accountability, and empower your company to react more
swiftly to change.
4. Use Automated Solutions.
In
addition to workflow-specific software, you should think about automated
solutions to help you overcome workflow challenges you identified. You probably
won’t be surprised to learn there’s a solution for almost all of them.
Take
invoicing. AP
automation software --
for example, Avidxchange -- can help you automate and streamline workflows to
ensure ubiquitous access to necessary data without wasting time.
Perhaps
your biggest challenge will involve collaboration. Project management software, can help you organize files
and facilitate seamless communication from team to team without delays.
The
point is that there’s an automated solution for almost every issue. Whatever
challenge you’re looking at, there’s a tool that can help you overcome it. If
you identify challenges and set measurable goals, choosing the correct
automated solution becomes fairly straightforward.
5. Standardize Processes.
At
the heart of workflow optimization is process standardization. The less room
you leave for interpretation or variance, the easier it becomes to maintain
control and manage your resources.
The
key is to standardize without weighing down your organization with unnecessary
bureaucracy. Too much standardization -- especially early on -- can stifle
creativity and prevent your company from evolving where it needs to go.
To
a degree, processes like invoicing, accounting, employee scheduling, and
supply-chain logistics can be standardized, but take care not to impose too
much standardization on creative pursuits like marketing and product
development.
6. Document Everything.
One
of the biggest issues for startups is that turnover can be high over the first
few years. Unless you want to spend all your time bringing new hires up to
speed, you would be wise to invest in good documentation.
“Document
your procedures so your new employees can get up to speed and hit the ground
running on their first days,” entrepreneur Brian Casel suggests. “Well-documented procedures for
all of those repetitive tasks in your business will make it 100 times easier
for new employees to begin their jobs.”
