Best Practices for Implementing Workflow Automation Software in Your Organization

As businesses accelerate, many organizations are also aiding operations with the help of workflow automation tool. This type of software helps to eliminate many manual labor tasks, and improve organizational functions, but it’s important to remember that this process involves some best practices to keep in mind to ensure your implementation goes smoothly.

1. Define Clear Objectives

Before you attempt to implement your workflow automation software, it’s worth taking some time to set out your objectives for workflow automation – for example, turning around a certain process in a minimum time, reducing opportunities for errors, improving communications between teams, or enhancing customer satisfaction. Setting out your objectives will help select the right software for your needs, and also help you to figure out whether the implementation has been successful.

2. Involve Stakeholders Early

Buy-in from all stakeholders is essential when implementing workflow automation software – from team members and department heads to IT personnel. Engage with these groups early on in the process, and allowing them to share pain points and what their ideal solution would look like. By making sure each part of the organization is represented, together you can find a solution that works for everyone rather than tailoring a single department to your team’s needs. The more stakeholders you involve, the more ownership they will have over the system, thus making it more likely to be accepted.

3. Choose the Right Software

When you’re selecting automated workflow software, you should aim to look for these things:
Scalability: Can the software grow with your organization?
Integration: Does it seamlessly integrate with existing tools and systems? 
User-Friendliness: Is the software easy to navigate for all users? 
Support and Training: Does the vendor offer adequate support and training resources? 

Do some research, trial a couple of different types of workflow automation tools, and see which is the best fit for your company.  

4. Map Existing Workflows

Before introducing new workflow automation software, document your current workflows. Create a detailed map of existing processes, identifying the steps, stakeholders involved, and bottlenecks. Then see where you can apply automation in that context. Mapping your existing workflows helps for two reasons. First, it highlights the areas that stand to benefit most. Second, it will help ensure that you retain the parts of the workflow you want to retain in your final automation.

5. Start Small

Rather than trying to automate everything at once, start with something small. Identify a discrete workflow or task that is well-understood, where you can show results quickly, and that you’re willing to test the workflow automation tools against. Get feedback from its users, allow some wiggle-room to make some mistakes and learn from those, before scaling up to a more complex set of workflows. Starting small also minimizes the impact on daily operations, making everyone’s lives a little easier.

6. Provide Training and Support

One of the most common reasons for an implementation failing is not spending time on training the people who are expected to use the software. Make sure that you train your people on how to use the new automated workflow software. This training should be customized to the role of the people being trained. What a manager needs to know about how to use the software will be different from what a team member needs to know. Make sure that support is available for dealing with problems and answering questions from the users as they become familiar with the system.

7. Monitor and Evaluate Performance

Once it’s up-and-running, track the workflow automation software’s performance to see if it is meeting the stated outcomes. Set key performance indicators (KPIs) for success and review them at regular intervals – for example, the amount of time saved by performing certain tasks, the reduction in errors, and employees’ satisfaction levels with the software.

8. Gather Feedback

Promote ongoing feedback from users on the workflow automation software to understand their experience. Do users still have to make time-consuming workarounds in certain situations? Are there features that the organization should add to improve the experience for users? Open communication with users facilitates a culture of continuous improvement that ensures the tool adapts to its users. 

9. Stay Flexible and Adaptable

The business world changes and evolves, and so, too, should your workflow automation. Be flexible – as challenges and opportunities arise, find ways to adapt your automated workflows to meet the new demands. Make it part of your organization’s culture to periodically revisit your workflow processes and the workflow automation tools capabilities you leverage. This will keep your organization agile and adaptable to shifts in market conditions.

10. Document Everything

Finally, documentation is essential. Any implementation effort worth its salt will build up an archive of workflows, processes, training materials and user feedback. Rationale and reference, this archive helps current users and, when constructed carefully, is a key onboarding tool for new employees. It can even become a way to ensure continuity and consistency over time. 

Implementing automated workflow software can make a meaningful difference when it comes to organization-wide efficiency and collaboration. Armed with these best practices, you can set your organization up for a successful transition that achieves true automation for your workers and not just ‘fake automation’. Implementation is just the first step – it’s imperative to continually evaluate workflow automation tools impact on your organization, and to make the changes needed to keep it running effectively.