Workflow is a familiar term for organizations and businesses. However, not everyone really understands what workflow is . In the article below, 1C Vietnam will share details about the concept, benefits and steps to build an effective workflow in businesses. Let's find out below.

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1. What is the concept of workflow?

What is Workflow? Workflow is simply understood as a repetitive process, representing tasks that need to be performed in a certain order. To better understand what workflow means, we can separate this concept into two words “work” and “flow”. In which, “work” is work, “flow” is flow. Work when combined with flow can be defined as work flow, work process or work flow.

Workflow helps work to be processed automatically according to a certain process. From there, work is completed quickly and accurately, increasing productivity and working efficiency. At the same time, the workflow also minimizes errors and bottlenecks in work.

2. Benefits of workflow in businesses

So, we have just learned what workflow is. So what benefits can workflow bring to businesses? Here are 5 main benefits that businesses can receive when using workflow:

2.1 Improve working process

Workflow helps businesses build a visual working diagram in a clear, logical sequence. This helps tasks to be processed according to a certain process, minimizing errors and avoiding overload. From there, managers and implementers can easily grasp the work, stimulating the brain's memory.

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2.2 Eliminate redundant processes and activities

Depending on the size of the company, processes and activities will vary. Large businesses with many departments and large staff will have a more complex, multi-step process. Therefore, if work is not included in a specific operating model, it can lead to redundancies and waste of resources.

At that time, businesses deploy workflows that allow strict control of each activity from start to finish. At the same time, businesses can easily make changes to optimize workflows, eliminating redundant steps and unnecessary activities.

2.3 Reduce operating costs

Workflow helps model and unify implementation processes for an enterprise's business activities. When work is automated in streams, the business needs fewer resources to perform that work. This both helps reduce costs and increases profits.

2.4 Enhance the sense of responsibility

Businesses that use workflow to work will help employees understand their specific roles and tasks, and set separate KPIs for each individual. This helps improve self-awareness and responsibility, promoting work to be resolved faster.

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2.5 Create order for work

Workflow applications can help businesses clearly understand issues such as how to get started, how to work, what the goals are, what the process is like, and how to limit errors. This allows creating a specific order for work and improving productivity at work.

3. When can businesses apply workflow?

Workflow plays an extremely important role in supporting the creation of a standard working process and increasing work efficiency. So when should businesses use workflow? Reality shows that businesses can build and deploy workflows in the following cases:

• Use workflows in complex, multi-process projects.
• The work requires coordination between many personnel and departments, requiring cooperation and teamwork ability.
• Large enterprises with many departments need close coordination in the process.
• Businesses want to improve work processes to save effort and human resources.

4. 5 theories to help improve effective work processes

To be able to apply workflow effectively, statistics by Joseph M. Juran and W. Edwards Deming have proposed 5 theoretical models to help improve specific workflows as follows:

• Six Sigma: This theory addresses the problem of eliminating maximum confusion and errors in products in final processes. To be able to apply Six Sigma well, human resources must have high analytical skills and good observation ability.
• Lean Systems: This theory, known in English as Lean Systems, refers to a systematic approach to identifying and eliminating redundant and unvalued activities while still maximizing efficiency. capacity. From there, businesses can increase their competitiveness and quickly adapt to market changes.
• Quality management: This theory focuses on encouraging managers and employees to work together to improve production quality, improving even the smallest shortcomings. From there, businesses can increase customer satisfaction and cut costs.
• Business restructuring: Leaders can use this theory to easily analyze diverse levels of business operations.
• Theory of Constraints (OTC): This theory helps businesses recognize weak links to consider removing from the work process.

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5. Steps to build an effective workflow for businesses

Understanding what a workflow is is not enough for businesses to immediately apply it in practice. To be able to build an effective workflow, businesses need to take the following steps:

5.1 Identify input resources

To build an effective workflow, businesses need to identify available resources. Specifically, these resources can be paper forms, electronic forms or email chains to manage workflows.

In addition to forms and procedures, these resources also include participants in the current process. Businesses need to clearly identify which individuals the workflow is carried out by, who the tasks belong to, and who will approve them.

5.2 Statistics of tasks to be done

After completing the search for input resources, businesses need to make a list of tasks that need to be performed in sequential order. If the workflow is highly complex, it needs to be modeled as a graph and parallel chain of links. Objectives and tasks must be clear from the beginning to avoid errors.

5.3 Identify roles and people responsible for each task

After having detailed tasks that need to be performed, the next step is for businesses to divide those tasks to each specific individual. Individuals will be selected to best perform the tasks in the pre-established process. Note that when performing this step, businesses must clearly divide responsibilities and set goals for each person so that personnel can capture information most accurately and quickly.

5.4 Design a workflow diagram

Businesses need to come up with ideas for presenting workflows that best suit the actual working process. Modeling will help implementers visualize more clearly and remember their tasks longer. At the same time, it is also helpful for detailed tracking of actual implementation time, capturing updates from which to make timely adjustments.

Businesses can absolutely use support tools to draw a workflow. Software with useful features can help present any working model idea with just simple mouse operations.

5.5 Test the created workflow

To determine whether the created workflow is truly effective, testing is extremely important. Businesses need the cooperation of members in the created process to run a pilot program, helping to accurately evaluate missing or redundant points to make necessary changes before widespread application.

5.6 Training on new working procedures

It is extremely important that all members understand and understand the process. Therefore, businesses need to have a step to guide and train members so that they can confidently apply workflow effectively at work. Besides, this step also helps share how to set up complete workflows so that implementers can best understand their tasks.

5.7 Implement new workflows

After completing all the steps of construction and testing, the business will proceed to deploy this model in practice. The best way is for businesses to do it first with a small group, make the necessary adjustments to perfect it, and then apply it widely across the entire organization.

Above is useful information to help businesses understand what a workflow is , its benefits and how to build a workflow. In addition, digital tools such as 1C:Document Management software will also help businesses manage, monitor, evaluate and support workflow automation more quickly and accurately. For support and advice on this software, please contact 1C Vietnam immediately.

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