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Workflow Automation Implementation

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Guide to Implement Workflow Automation 

Implementing an effective workflow automation solution is a substantial investment that should not be overlooked. A “one size fits all” solution will not provide the technology’s promise of efficiency, improved communication and high ROI. The implementation process requires a detailed, strategic approach that involves planning, testing, validating and adjusting. It’s a four-steps iterative PDCA (Plan, Do, Act & Check) process that demands your entire team’s involvement. Once correctly implemented, workflow automation will pave the way for your business to thrive. This White paper takes an in-depth look at the “Plan” step.

Assign a Budget, Aim for a Target

Budget problems are never shortcoming in any project, and implementing a workflow automation solution is not an exception. Assigning the right budget, and leaving a little extra for any risks down the road is the corner stone of effective planning. By temporarily reallocating resources, you will reap great benefits such as high payoffs, improved productivity and lower operational costs - once the implementation completed and the automation tool running smoothly.

The next step for a successful implementation is identifying the tasks and processes that are the most in need for an automated process.

This goes hand in hand with understanding the functionalities of the workflow automation tool to make the best use of it. Therefore, an audit of current business processes should be conducted to determine where to begin making your business operate smarter and faster.

Again, case studies might bring some good insight, but a tailor-made solution is the only way to go. This is due to the fact that every organization has its own needs and bottlenecks to overcome.

Set a Detailed Roadmap

Exactly the same way one plans his travels, it’s important to study your road, stops, and milestones ahead of time. The same roadmap concept applies to workload automation implementation. In fact, building a clear and comprehensive roadmap of the teams, process problems and efficiency bottlenecks to be addressed is key to a successful implementation.

Start Small & Look for scalability

For any new technological tool implementation, it’s a good rule to start small especially if the solution is easily scalable and can be reconfigured for any evolving requirements you may have in the future.

With such an important investment, it’s only logical to have great expectations. But results usually need some time to take shape and blossom. A sustainable way to approach implementation is to start small, setting specific, relevant and incremental milestones that are measurable and achievable.

Workflow automation implementation is a marathon, not a sprint, where slow and steady wins against quick yet loose. The time and commitment of both human and financial resources will be worth the benefits around the corner.

Tip: Begin by identifying small specific processes, or even parts of processes, that need improvement the most. What will result in the biggest ROI for the least amount of work? The answer is your first process to start automating.

Involve Your Entire Team

One of the major hurdles organizations face when attempting to implement workflow automation comes from its own stuff. The reasons vary from psychological need to resist change, to looking at the heartless software as a jeopardy to human jobs, all the way to simply not being computer savvy enough to give the software a chance.

While it’s true that some tasks and roles will evolve and inevitably change, your staff may need to greatly understand the benefits before taking part of the specifications making before buying-in the tool. It’s all about an open communication, rational criticism, and a mindset that embraces growth.

Provide Appropriate Training

Most workload automation tools are ergonomic and designed with the user experience in mind, but that doesn’t mean there won’t be a slow start and a learning curve.

It’s no wonder there are usually three layers of training provided by system integrators: the  technical training (for the “IT guys”), the admin training (for the project team that is mandated with identifying the right specs) and the end-user training (for everyone using the tool in their day-to-day business).

With the right training, your employees will be able to establish a solid foundation upon which additional automated processes can then be built.

 

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