4 Key Tips for Workflow Coordination

Managing workflow can be difficult. Sometimes workflow coordination comes down to emails, notes pinned to a bulletin board, or the unreliability of memory. Some methods that small and midsize business owners and big company department heads use impede workflow efficiency, which has a negative impact on productivity. Teams can become confused and hesitate rather than charging ahead.

Problems in Operational Workflow

Some of the common workflow issues that businesses of all sizes face have to do with setting specific rules for a task, following through with the steps, communication, and having a visual representation of operational workflow. Looking at each of these issues, it is evident why they exist:

1. First, setting specific rules means setting out the steps. They must be followed so a task can be seen through to its conclusion in the right way. Without specific rules, a company is moving ahead blindly or there is no specific procedure for the completion of a task. This results in the confusion that reduces productivity. Having rules means teaching all employees the same methods.
2. Second, it is imperative to follow established steps. Skipping a specific step interrupts workflow efficiency and negatively affects the outcome. Making sure every step of the process is completed and accounted for can benefit workflow a great deal.
3. Third, communication is everything. Where communication fails, employees have difficulty being as productive and effective as they can be. If one employee deals with a customer and tells him or her something specific, it is important that the next employee the customer talks to knows the situation. Without that knowledge, steps could be repeated unnecessarily, which frustrates customers. Frustration can also result from repeating the specifics of the problem to another employee, who then gives a completely different answer. This affects the trust the customer has in the company.
4. Fourth, not having a visual representation of workflow means a person has to go through the process practically blind. Trying to navigate the steps of a task with sticky notes or memory can be detrimental to the task.

Benefits of Successful Workflow Coordination

By solving the above issues, you can enhance workflow efficiency for increasing productivity. When you can coordinate workflow properly, you can set the rules and place them in a universal location that employees can access and follow. Successful coordination also means improved communication. With improved coordination and the ability to see the progress of a task in real-time, there is less time spent trying to figure out status. Instead, the team is always knowledgeable of what is happening and knows where to start. With all of this present in a platform that authorized employees can access, the platform itself is the visual representation of what is happening.

Below is an example of a workflow for pretty generic task completion – publication of a new page on a website. It is obvious that manual coordination of this workflow might be a nightmare. However, workflow automation can make dramatic difference, ensure that people are focused on their duties and communication in a context of work is straightforward, and improve workflow team productivity.

The right workflow management software keeps everyone in the loop and makes coordinating complex workflows much easier.

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How CMW Tracker Improves Workflow Efficiency

All of the aforementioned workflow solutions can be implemented through CMW Tracker with minimal IT involvement, which, in itself, can eliminate a significant number of steps when establishing a sound operational workflow. Nontechnical users can design their workflow rules and modify workflow through a drag-and-drop interface.

• You can design your own workflows through the intuitive Outlook-style interface.
• You can use the drag-and-drop workflow editor to set up business rules and business forms.
• Web forms allow for the capture and management of operational and business data.
• Data and documents are unified. Tasks can be assigned.
• Mobile platforms are supported so you can execute and manage workflows from anywhere.
• You get real-time control and full visibility through Workflow Engine and the easy-to-use workflow automation tools. Information is captured all along the way.
• You have full analytics through dashboards that can be configured to notify and report the way you need them to.
• Searchable group discussions allow you to find information quickly.
• You can share documents so that knowledge can be available to all involved employees.
• Platform easily integrates with SharePoint, Outlook, and Active Directory.

CMW Lab also updates its workflow software in a timely manner so that users have the latest version to help them with their workflow coordination. This program improves how you manage your business and its individual tasks. This increases efficiency, which makes small and medium businesses and the business managers of larger corporations more successful.

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Key Trends in Workflow Management and Coordination

Now that you know how the CMW Tracker can boost workflow efficiency in your organization, let’s explore the current trends in workflow management and coordination that you shouldn’t miss out on!

Next-gen technologies integration

In the era of digital transformation (DX), the integration of the latest technologies for workflow management and process optimization is crucial. One such revolutionary technology is artificial intelligence (AI) with one of its subsets—machine learning (ML). AI/ML algorithms and models can analyze terabytes of big data and learn to identify even unrecognizable patterns on it, extracting actionable insights and guiding data-driven decision-making. The integration of this next-gen advancement into business operations results in the automation of tedious and routine tasks, prevents performance bottlenecks, and enhances customer service, accounting operations, talent sourcing, and other significant activities. 

Enhanced cybersecurity

Given the sophistication and intricacy of cyberthreats are progressing at lightning speed, companies are massively beginning to fortify their digital defenses. To safeguard confidential data and foster digital accountability across the organization, employing a great number of cybersecurity techniques has become a significant trend among businesses. Some popular cybersecurity trends include endpoint protection for remote employees’ devices, implementing application security measures during web, mobile, cloud, and desktop development, and conducting cyber hygiene awareness training. Other essential security measures encompass multi-factor authentication, incorporating SIEM tools, data encryption, and more. By implementing all these cybersecurity measures, businesses ensure team coordination in timely detecting potential risks and swiftly mitigating them.

Hybrid and remote work tools implementation 

Considering the widespread adoption of the hybrid and remote work model, companies integrate into their IT infrastructure modern coordination tools, such as Microsoft Teams, Zoom, and Slack. These tools ensure workflow integration, streamline communication between cross-functional departments, and increase operational efficiency and productivity. Additionally, to effectively manage distributed teams, business leaders tailor and integrate relevant strategies, such as detailed information sharing, arranging one-to-one meetings, and fostering a corporate culture of trust and collaboration.

Data analytics and business intelligence (BI)

Data analytics and BI are another notable trend in workflow management and coordination. By using ML algorithms and historical data, predictive workflow analytics enables businesses to forecast future trends, patterns, and fluctuations and facilitates the real-time monitoring of current workflows and processes. It also fuels the process of BI, supporting the creation of narrative dashboards, workflow visualization, and visibility, powering business-driven decision-making. This leads to reaching effective decisions, capable of optimizing processes and enhancing existing workflows.

Change management

As technology steadily moves forward and market demands constantly evolve, it is essential for businesses to promote flexibility and adaptability to change at all company levels. To enable employees to deal with evolving processes and innovative systems and adapt to new working rules, organizations tap into employee training and comprehensive support. By paying close attention to change management and providing relevant training, company leaders ensure efficient process mapping and continuous improvement organization-wide, regardless of market fluctuations and changing business requirements.

Third-party integrations

Another relevant trend in the area of workflow management and coordination is integrating business process management (BPM) software or workflow automation software with third-party systems, APIs, and web services. Modern workflow management platforms integrate with ERP and CRM software to create a centralized system of company processes, facilitating visibility and traceability into business operations. The use of APIs and various web services ensures seamless integration between various business applications, facilitating data exchange, task delegation, and workflow standardization.

Sustainability, environmental responsibility, and process automation 

Sustainability, environmental responsibility, and process automation have become critical aspects of modern business and project management. By implementing sustainable or green technologies and using energy-efficient solutions, businesses not only enhance their existing workflows but also greatly reduce their carbon footprints. At the same time, process automation contributes to optimizing resource allocation and minimizing e-waste, helping achieve the ultimate goals of corporate social responsibility (CSR).

Maria Komarova is a Product Marketing Analyst at CMW Lab – a global software company delivering innovative Business Operations Management solutions enabling performance and efficiency optimization.