Is Implementing Workflow Management Software Difficult?

Businesses of all shapes and sizes are adopting workflow management software at a rapid pace, helping to streamline processes, eliminate information silos, and increase efficiency. According to McKinsey research, up to 30% of typical work tasks could be automated by 2030. This trend can help organizations increase data accuracy by 88%, reduce time spent on routine tasks by 77%, and accelerate approval processes by 34%.

Despite these proven benefits, some businesses are intimidated by the prospect of automating workflows. So, how difficult is it to implement workflow management software? 

This article outlines factors influencing workflow management implementation, including workflow complexity, the number of platforms involved, and the time spent mapping out processes.

Complexity of Workflows

When businesses begin using workflow management software, it’s important to keep processes as simple as possible. Overly complex workflows can create confusion and errors, while straightforward workflows will be easier to maintain and manage. 

Workflows with numerous sub-processes and details within each task may be interpreted as employees micromanaging. Staff members may also have difficulty using the platform when processes are complex. Instead of creating barriers, organizations should prioritize easy-to-use platforms and simple workflows that grant employees independence. 

Number of Platforms Involved

The more platforms involved in workflow management, the more difficult it is to track and manage. Likewise, integrating with legacy systems can create complex, time-consuming challenges that make it difficult to migrate data.

For this reason, it’s best to use a single platform that seamlessly connects to all processes. This speeds up implementation and makes employees more likely to have a positive experience as they adapt to the new processes.

Level of Process Mapping

Organizations new to workflow management software should take plenty of time to map out processes in advance. Though this takes some time upfront, planning can save staff members more effort later on. Visualizing each step in the workflow helps everyone better understand the logic and sequence of events, making it easier to create a seamless workflow within the platform.

Workflow process mapping can be done using a basic flowchart, diagram, or activity process map. During this stage, management should determine who owns and executes each step, then add inputs, outputs, subprocesses, and alternative approaches.

The Bottom Line

Workflow automation software can seem overwhelming to implement, but it doesn’t have to be. Organizations can set themselves up for success by choosing simple workflows, reducing the number of platforms involved, and taking the time to map out processes in advance. When these practices are paired with the right software, organizations can enjoy a seamless implementation and start reaping the benefits of workflow automation benefits right away.

If your business needs help with workflow automation and digital transformation, Vasion can help. Schedule a live demo to see how easy it can be to implement workflow automation software and connect your entire organization.