Automating processes and standardizing them is something that is important for every business. Workflows allows your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app.
Workflows have four core qualities that provide tremendous value for your business:
- Workflows automate and simplify the information gathering from your team: Whether it's a weekly checklist, an incident report or a confirmation of a recent policy release, workflows are always available for your team and are easy to fill with just a few clicks.
- Workflows instantly digitize your business: by default, every workflow entry is filed, providing you with access to all historical information in a searchable and organized manner, so you can later search, export or generate relevant reports from the information gathered.
- Workflows automate information flow and improve response time: workflows don't just gather the information, they auto-forward it to the relevant stakeholders so they can take action. Reducing response and communication overhead, making your business more efficient and more productive.
- Workflows support follow up actions: as a manager, workflows provide you with the ability to track statuses, confirm entries with signature and more so you can track the follow up action triggered by your team members.
Let's look at some examples
To bring this all down to earth, let's look at some examples of workflows. Workflows can be broadly segmented to a few key categories:
1. Operational Checklists -
Workflow examples: 'Site opening checklist', 'Pre drive checklist', 'Monthly safety checklist'.
Advantages: Operational checklists by default dictate standardization across your organization as all team members adhere to the same reporting format. They drive operational efficiency, improve the service level and help you flag out exceptions that may require further attention.
As a way of example, Bob the store manger can see from his mobile at any given time today's opening checklist and to take action on any potential exceptions, even if he's no in the store.
Workflow examples: 'Incident report', 'Safety hazard report', 'Accident report'
Advantages: Reporting workflows allow quick detailed reporting at any time from anywhere and empower a quick response.
As a way of example, when Jessie reports on an incident that took place, her manager is automatically notified in real time and gets a pdf copy of the incident details, images and locations from the field.
3. Inspection / Audit reports -
Workflow examples: 'Site Audit', 'Health and Safety Inspection', 'Team performance audit'
Advantages: Audit reports make it easy for the auditor to document findings, standardize the inspection process and also to track results overtime and across the organization by digitizing all audits from all across the organization, making them accessible and comparable.
As a way of example, when Rob conducts a Health and Safety audit in a restaurant site, he first looks at the audit from last year to evaluate the previous results, and than can include in his report if there's a trend of improvement or further action is required to raise the team's standards.
Workflow examples: 'Employee book acknowledgment, 'Daily COVID19 Health declaration', 'Uniform policy acceptance'.
Advantages: Read & Sign workflows are very efficient in getting quick and documented response from your team, to ensure you meet compliance standards and that your team is up to date with your internal protocols and guidelines. Read & Sign workflows provides you with full visibility to who completed the form, and makes it easy to follow up with push notifications just with the team members that didn't so you can reach 100% compliance from your team.
As a way of example, Elise from HR wishes to make sure all her team is up-to-date with the recent updates of the company's Employee Handbook. So she issues a read & sign workflows detailing the relevant information, and is able to gather acknowledgment from all her team in under 24 hours. She also downloads a PDF copy of every form filled to ensure documentation for compliance purposes.
5. Ticketing with workflows -
Workflow examples: 'Opening a maintenance ticket', 'Reimbursement form', 'Stock order', 'Reporting a speed ticket'.
Advantages: With ticketing workflows, every team member can fill in and document all the relevant information with ease including uploading of supportive images and any other required information. All tickets are automatically documented, filed and organized so the team can later respond and act on them as needed.
As a way of example, James is a controller that is responsible for reimbursing team members on approved expanses. When it's time to do payroll, he just looks at his reimbursement workflow table, and see all the entries from the last month, he can then marks all expanses that were paid and even ask for clarifications from relevant team members if needed. He downloads all invoices for record keeping and moves on to his next task.
The power of workflows
Workflows are a great tool for every team, providing tremendous value in terms of time saving, standardization, information flow, compliance, and more. They are easy to setup, and are highly adopted by team members as they make things easier for everyone. To learn more about how to set workflows at Connecteam, we invite you to explore this article - 'Your Guide To Workflows'.