Defining processes involved in workflow, investing in document management technology, planning carefully when installing new software, and empowering workers are tips for optimal workflow scheduling. Human culture impacts workflow scheduling.
Smooth workflow scheduling can increase a company’s profitability and result in a more efficient workplace. The first tip for achieving optimal workflow scheduling is to precisely define the processes involved in the workflow. Sometimes these processes are already in operation in the current production scheme. In other cases, a process must be defined first. Defining a process involves dissecting and enumerating every action that is performed by mechanized means and by personnel. Only by understanding the interaction of the actions involved is it possible to obtain improvements in the efficiency of the process.
In the technical meaning of the word, a process is a sequence of chronologically linked tasks collectively performed to add value by processing a resource into an output. This output can be used later in another process, and so on, as each step adds value to the end result. An example of a workflow task might be an employee reviewing a purchase order. A process would consist, for example, of all the tasks involved in purchasing an item. If each process is defined correctly, the entire production interaction using machines and people will reach a higher level of productivity.
To some extent, the best workflow scheduling tips depend on the type of workflow being scheduled. In many cases, an important tip is to invest in document management technology, which can eliminate or reduce the number of times a piece of paper must be handled by staff. At the same time, efficiencies are also gained to avoid time spent searching for misplaced documents. Scanning documentation for entry into a computer does not necessarily increase workflow efficiency, particularly if these electronic processes duplicate the same inefficiencies that have arisen in handling paper copies.
Another tip is to plan carefully when installing a new project management software system. Allow ample training time for employees. Shutting down an entire operation for a week to train staff on a new set of processes might seem extreme. But if it results in employees being properly trained and comfortable with the new workflow scheduling system, it can be a wise investment amortized over time.
A general tip that applies to many elements of business, not just workflow programming, is to invest in a corporate culture that empowers workers to see themselves as essential parts of the workflow process. The importance of communication in workflow scheduling is critical to preventing degradation of a process, as human culture has a tremendous impact on how well workflow scheduling will actually work in the real world. What looks great in an outline can evolve and change in unexpected ways due to the human factor in the workplace.
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