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Written by Noor Ul Huda » Updated on: February 13th, 2025
Automating workflow management, not just at the enterprise level, is rapidly becoming the norm for businesses worldwide. After observing their rivals increase operational productivity, companies of all sizes implement workflow automation. The primary business considerations for workflow management software are lower costs and higher productivity. Nonetheless, teams, users, and business analysts at all organizational levels can benefit from various advantages.
It would be helpful to highlight the essential features to look for in workflow management software if you are considering it as a solution.
This article lists the top 20 features to look for in workflow management software.
Workflow Management Software helps improve business processes and helps your company run smoothly by creating clear and transparent work processes. It also enables you to optimize and finish existing business processes faster. A workflow management system has the following advantages:
A workflow management system creates a clean working environment for all employees by clearly defining the steps to be taken in a series of organized steps and customizing job assignments based on the role job app data and other factors.
Managers can monitor the status of assignees, the steps involved, and the progress of tasks with the help of workflow management software, facilitating managers' acquisition of more precise insights.
With the workflow system's top-level view of every task completed, managers can quickly identify gaps and double-check unnecessary operations. This helps them cut out unnecessary steps and concentrate on crucial ones.
A workflow management system outlines job roles and business activities, creating precise and easy-to-follow activity points that establish accountability and responsibility. Employees become more accountable because they know their responsibilities and the deadlines involved.
Ineffective working, poor work quality, and missed opportunities are all more likely when there is inadequate communication.
A workflow tool, which is also simple to remember and work on, allows employee communication within the ongoing process.
Workflow management tools are primarily designed to make your life easier. This implies that creating and modifying a workflow must be highly straightforward. No intricate flow charts, BPMN graphical models, IT implementation assistance, etc., are required. An engineering or business degree is optional to solve the problem. Choose a workflow management interface that is simple to use and has drag-and-drop capabilities instead. Modifying your processes should take a few clicks; no additional coding will be needed to build them. A good rule of thumb is to create a process in your software if you can picture it. If not, it is just one more inconvenience.
Every organization is unique, and this also applies to how it operates. Therefore, using your workflow management software, you must be free to alter your workflows to suit your particular and changing business requirements. The platform must offer complete flexibility to schedule the delivery of notification escalations and reports in the formats you specify, customize them to your specific needs, integrate them with other workflows, and create the live reports and dashboards you require. Once published, the workflow owners can readily modify and redeploy as needed.
When things dont go as planned or as intended, the features of workflow automation software can assist you. For this reason, you require an agile workflow solution that lets you manage unforeseen circumstances and make adjustments while on the go, for example. Tasks can be changed on the go, reopened, reassigned, or even deleted. On the shift on the fly, your choices are from accepted to denied or vice versa. Features of workflow management software help to modify process data while on the go by editing form fields and correcting errors in data entry. You should give your employees as much freedom as possible because you can't expect them to be flawless. Eliminating the need to redo work with the features of workflow automation software will save you time and annoyance.
You may search, print, or document at any time with an efficient workflow management system that records every action, including who did what, when, and when they did it. This makes it much simpler to uphold accountability and support any audit requirements. Users can also see where the workflow is at any stage of the process. To learn the status of the workflow, they dont need to get in touch with their managers or anybody else.
Give each task a reasonable set of milestones and deadlines. This aids in monitoring development and sustaining momentum. The team remains focused, and monitoring is easier when the workflow is divided into manageable portions—the five steps to getting things done strongly emphasize establishing precise due dates to maintain focus.
Task distribution tracking and completion within a team are made easier by the task management function in workflow management software. Users can utilize templates for repetitive tasks or create them from scratch to ensure consistency and save time. A thorough description of each task that includes the requirements, goals, and any resources needed can be included. Using workflow automation, managers can also assign tasks based on predetermined criteria like employee skills availability and workload. They can also assign priority levels (e. g. A. to assist team members in concentrating on the most critical tasks (high, medium, low).
Since no business depends solely on one piece of software or application, using a solution that provides easy integrations with other platforms and applications is essential. A workflow can only occur with the involvement of different business processes. Integration with other applications is, therefore, a must-have feature. As an example. Sending recorded data to any third-party application. Utilizing data in forms after extracting it from any third-party app., letting any third-party application start processes in your system, etc. A good workflow management platform supports one or more methods for integrating workflows with other applications.
Help Zapier.
Describe the API.
Have support for well-known apps built in.
Nowadays, more than half of your work is done while on the go, so you need to be able to check things off your list and monitor workflows and processes from your tablet or smartphone. A good workflow program should work with mobile browsers or have a native iOS and Android app that allows you to alter the appearance and feel to fit your brand's standards.
Not all information related to the specified process or workflow is meant to be shared. Only authorized users, according to their role, can access the information they require with the help of the granular controls offered by an intelligent workflow management tool. Additionally, the location where your workflow software is hosted needs to be secure and certified to meet the highest security standards, such as ISO 27001 and SoC 2 Type 2.
The new normal is cloud. It comes down to who is responsible for updating and maintaining the system. It is about more than having access to your information from anywhere. Compliance and data privacy are key considerations. It is about building a relationship with a vendor rather than making a one-time purchase. Your workflow management software must be in the cloud if you want your team to use it effectively.
Another crucial feature is the ability to keep an eye on the entire workflow process from a distance. Since you will inevitably find many flaws in a process, automating it is only the first step. Such realizations can only be obtained through thorough business activity monitoring and analytical reports, and they should be addressed as soon as possible. After a workflow is established, there are numerous stages regardless of whether a process has a few steps with a higher risk of errors or is being looped without cause. An organization may have a dozen or more workflows, and a thorough KPI report will help determine how long each one takes and how to automate and optimize it while still providing the technical support that staff members require.
The time spent on various tasks is automatically tracked by the workflow management software, enabling the creation of reports and their submission for payroll.
It is human nature to forget things occasionally. To ensure the workflow is carried out smoothly and effectively, your workflow system tool should notify and remind the stakeholders. In contrast, the progress of the work is communicated to all parties involved. With a feature-rich workflow, you can:
Permit you to send notifications regularly at predetermined intervals.
Make your notifications to be sent to,
Either the initiator, the initiator manager, or a particular user.
Assigned task.
App data from the user.
Until the task is finished, escalations will be sent out at a predetermined interval.
Workflow management software may allow for the tracking of meaningful conversations and information. Thus, teams can work together more effectively and prevent misunderstandings or miscommunications that could impact due dates or even task completion.
The features of the workflow system perfectly match the needs of your company's operations. A common misconception among business executives is that their operational procedures are special, necessitating specially designed software. But things have changed in reality. Think about how well a system will work with the tools used by each team when selecting one, and keep an eye out for easily customizable alerts that work well with your primary IT infrastructure.
Analyzing how you might explain your usual workflows in a conversation helps assess a possible system. Should you find it challenging to describe them, the system you select needs to be able to manage these intricacies efficiently.
Nowadays, the majority of industries use field operations. Companies use mobile applications to help field workers transition from manual, paper-based tasks. The majority of these apps, however, disregard the unpredictable nature of field workers' jobs. Hospital construction sites, underground parking garages, mines, offshore oil rigs, and even skyscraper-enclosed urban areas have limited or no network connectivity. When field teams lose connectivity and cannot use mobile tools, they lose money and productivity. You should use the apps offline, save data as a draft, and access it whenever you need to with your workflow management system. After all, no outside factor should be able to impede your work!
Nowadays, more than half of your work is done while on the go, so you need to be able to check things off your list and monitor workflows and processes from your tablet or smartphone. A good workflow program should work with mobile browsers or have a native iOS and Android app that allows you to alter the appearance and feel to fit your brand's standards.
The not-so-secret goal of a workflow automation software is to make employees' lives easier. What good would a workflow solution be if the person needing it had to rely on the IT department's assistance to create or modify it? Coding is minimally required for contemporary process and workflow management software. Workflows can be managed quickly and easily by business owners themselves without entirely depending on the central IT team with the help of essential features like dashboards, report designers' visual workflow, and simple drag-and-drop form builders.
GDPR is a comprehensive EU regulation that requires all organizations that gather or handle the data of EU residents—not just citizens—to comply by May 25, 2018. No code workflow software is a perfect way to bake in compliance, extend organizational visibility and procedures beyond the organizational boundary, and create and manage compliance in highly regulated industries.
Because workflow applications are designed to manage repetitive tasks, setting due dates for tasks within them is not practical. The deadlines for every process activity will change when you begin a new one, like submitting a leave request. This is addressed by workflow platforms that enable relative and dynamic due date configuration. The deadline for a task could be two days after a previous task is finished or four days after a request is filed. Because of this, a good workflow management solution should enable you to set up rules for the due dates of each task in the workflow and then dynamically determine these due dates for each task as the workflow steps are carried out when a new process is started.
Furthermore, an additional SLA monitoring feature allows you to monitor process performance and pinpoint bottlenecks, enabling you to make necessary adjustments to increase process efficiency.
What if your team grows tenfold in a few months, or you want to expand the tool to other departments? A cost-effective tool will allow you to add more employees, contractors, temporary workers, and possibly even clients without worrying too much about the extra expense.
To ensure that the workflow software you choose will meet your business needs, consider the following factors: Workflow software should be easy to use, highly configurable, and able to integrate with other tools your company uses. While choosing the best workflow software, keep the following features in mind.
Regardless of technical proficiency, all team members should be able to utilize the software efficiently with its user-friendly interface. This is essential for rapid adoption and effective use.
Seek software that provides a wide range of personalization choices. This allows you to customize workflows to fit your unique business procedures, guaranteeing that the software works to meet your needs rather than the other way around.
Establishing smooth workflows requires the ability to integrate with other tools and platforms. For example, integrating with platforms such as Zapier can improve automation and connectivity across a range of applications.
The workflow software you use should be able to grow with your business. Ensure the program can manage more users and intricate workflows without experiencing performance issues.
Timely customer service is essential. Select a supplier that provides all-inclusive support services such as ongoing help troubleshooting and training.
OPS Check is frequently cited as one of the best workflow software choices because of its robust automation features and ease of use. Many businesses choose it because of its strong reporting features, guest access, and dynamic due dates. By utilizing OPS Check, you can ensure that your processes are effective and flexible enough to accommodate your company's changing requirements.
Choosing the right workflow software is essential to improving operational efficiency and business process optimization. Knowing the functions of workflow software, recognizing the essential elements of a workflow, and choosing the best workflow software will significantly increase your company's productivity.
Consider implementing a workflow solution such as OPS Check, which provides strong automation features and easily interfaces with Zapier and other tools. Because it guarantees simple implementation and user-friendliness, this combination is favored by management and IT directors alike.
By using these tools and techniques, your company can save time, minimize errors, and run more smoothly. Visit OPS Check to learn how our workflow management software can revolutionize your business processes!
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