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Defining processes involved in workflow, investing in document management technology, planning carefully when installing new software, and creating a corporate culture that values workers are all tips for achieving optimal workflow planning and increasing profitability. Communication is also critical to avoiding degradation of a process.
Smooth workflow planning can increase profitability for a business and create a more efficient work environment. The first tip for achieving optimal workflow planning is to precisely define the processes involved in the workflow. Sometimes these processes are already operational in the current production scheme. In other cases, you need to define a process for the first time. Defining a process involves dissecting and enumeration of every action that is performed by mechanized means and by personnel. Only by understanding the interaction of the actions involved can improvements in process efficiency be achieved.
In the technical sense of the word, a process is a sequence of chronologically linked activities undertaken collectively to add value by processing a resource into an output. That output can later be used in another process and so on, as each step adds value to the final result. An example of a workflow activity might be an employee reviewing a purchase order. For example, a process would consist of all the activities involved in purchasing an item. If each process is properly defined, the entire interaction of manufacturing using both machines and people will achieve a higher level of productivity.
To some extent, the best workflow planning tips depend on the type of workflow you plan. In many cases, a top tip is to invest in document management technology, which can eliminate or reduce the number of times a piece of paper has to be handled by staff. At the same time, efficiencies are also gained in avoiding time spent searching for misplaced paperwork. Scanning documentation for input into a computer doesn’t necessarily increase workflow efficiency, particularly if those electronic processes duplicate the same inefficiencies found in handling hard copies.
Another tip is to plan carefully when installing a new project management software system. Allow ample training time for staff. Shutting down an entire operation for a week to train staff on a new set of processes may seem extreme. If they result in properly trained employees who are comfortable with the new workflow scheduling system, however, it could be a wise investment amortized over time.
A general tip that applies to many elements of the business, not just workflow planning, is to invest in a corporate culture that allows workers to see themselves as essential parts of the workflow process. The importance of communication in workflow planning is critical to avoiding degradation of a process, as human culture has a huge impact on how workflow planning will actually work in the real world. What appears optimal in a scheme can evolve and change in unexpected ways, due to the human factor in the workplace.
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