Article

What does a poor workflow management system look like?

If you're making any of these workflow mistakes, it's time to change the way you work. Update your WMS to experience new levels of efficiency & productivity.

June 18, 2019

We live in the age of the machine. Automation is streamlining the way we live and do business at every turn; we’re hurtling towards that futuristic way of life where technology seamlessly controls the world around us, customizing our life experiences and making things that little bit richer. (That’s if you don’t believe that our robot overlords will take over, of course.) What’s clear is that automation isn’t going anywhere, and the ways it’s shaping the business world are many and varied.

Automation has given rise to the workflow management systems that keep the business world running smoothly. Our business workflows are at the core of the way global commerce works. Offices around the world are running efficiently and productivity is up thanks to technology and the software systems that optimize our business workflows.

But not everyone is getting it right - it’s important to take a look at the mistakes of other organizations when you’re implementing a killer workflow management system.

 

So just what does an inefficient workflow management system look like?

Workflow management systems that don’t take advantage of the benefits of automation, machine learning and artificial intelligence are bound to be slow and full of errors. Placing tasks into the hands of humans that can be taken on by automated systems is poor business sense. Human error can be very dangerous for any business, especially when it comes to data management and the protection of customer information.

 

Slow processes can be made more efficient by automatic transcription

 

Let’s look at data protection as an example. Your cash-flow workflow process, for example, needs an automated system to store and encrypt the sensitive data of your clients and customers. Without this, you risk breaking data protection laws. If your cash-flow workflow process is handled by a human member of your team, you run the risk of compromising customer credit card details, home addresses and a lot more. What does that mean for your business? It starts with big fines and ends with huge damages in customer trust - that costs a lot more than fines.

 

Put cloud technology to work

The key to a strong workflow management system is ensuring it’s accessible to all. Technology has liberated the workforce today: your team could be working with colleagues across the world or with colleagues sitting right next to them. If your workflow system isn’t cloud-based it’s of no use to your global team - a workflow management system that not everyone can use? That’s a poor workflow management system for sure.

Workflow management systems allow your team to collaborate from top to bottom. Senior management can review, edit and collaborate with the creative team; marketing can submit invoices to finance for approval and payment; interns can access previous work of their creative peers; and all of these actions can happen in one place.

 

Cloud tech for businesses helps teams to work together

 

This system shouldn’t be open and accessible to all - it requires strict access controls that keep these processes separate. While collaboration and access are key to progress, you need to be able to restrict what some teams have access to. If the system is a free-for-all, your company’s sensitive information is out there for everyone to see, which is dangerous for your IP protection.

 

Automatic transcription in your workflow

While a poor workflow management system will slow down your processes and can even put your business’ reputation at risk, a strong workflow management system is great for business. Your team is free to collaborate without wasting time or resources, and management can oversee and review projects with ease.

Trint is a key element to any business workflow since it lets your team collaborate on transcription projects, powered by automation and AI. Manual transcription can be removed from any creative workflow and replaced by automation, and access controls allow sensitive information to be kept within the key teams.

Next up: read our top 5 tips for creating a super-efficient workflow management system