Before we dive into debunking the myths about workflows, let's briefly recall what workflows are. One Workflow or workflow is a structured sequence of steps that define how a task or process is performed. It can be a series of activities, validation steps, decisions and collaborations, orchestrated using a BPM software, in order to optimize the efficiency and consistency of operations.
Myth 1: Workflows are rigid and inflexible
The traditional design of rigid workflows has been revolutionized by the advent of modern BPM platforms. Today's workflows incorporate flexibility options that allow businesses to adapt quickly to change. Agile approaches and dynamic process management make it possible to reassign tasks, create alternative paths, and deal with the unexpected without delay or confusion.
For example, an industrial company uses workflows to manage non-conformities in the production process. Instead of following a rigid process for each non-compliance, they have implemented flexible workflows that allow the appropriate steps to be selected based on the severity and nature of the non-compliance. This allows them to deal with quality issues quickly and effectively. Another example, a retail company uses a BPM platform to manage all HR tickets, in order to process an end-to-end process between the employees present in each store and the HR department at the head office level.
Myth #2: Workflows are only for large businesses
The benefits of automated workflows aren't just for big businesses. Modern technology solutions are designed to adapt to the needs of various businesses, regardless of size. Easy-to-use and affordable tools are available to help small businesses automate and optimize their processes, improving operational efficiency.
A small distribution company adopts workflows to manage the validation of supplier invoices. Instead of relying on manual approvals that can cause delays, the company is setting up automated workflows that route invoices to the appropriate officials for approval. This allows for fast and accurate validation, reducing late payments and improving relationships with suppliers, thus demonstrating that workflows are relevant for the validation of supplier invoices.
Myth #3: Automated workflows eliminate humans
Workflow automation does not replace employees, but rather unlocks their potential. By relieving manual and repetitive tasks, employees are free to focus on activities with high added value. This stimulates innovation, creativity, and employee engagement, while promoting more meaningful interactions and informed decision-making.
For example, a financial services company automates the process of processing loan applications using workflows. This allows loan officers to focus on more complex tasks, such as case analysis and customer interactions, showing that workflows unleash human potential.
Misconception No. 4: Workflows are complex to set up
Misconceptions about the complexity of workflows are outdated. Modern workflow design tools offer user-friendly interfaces that allow processes to be modelled and created without requiring advanced coding skills using a low-code approach. In addition, numerous BPM platform offer pre-designed templates to speed up the implementation of workflows, making the process simpler and more accessible.
For example, a growing company adopts a user-friendly workflow management platform to automate internal processes. With pre-designed templates, the team quickly sets up workflows to manage HR, finances, and projects, challenging the idea of complexity.
Myth 5: Workflows are static and do not encourage innovation
Workflows are in fact catalysts for innovation. By providing a clear structure and effective coordination, they encourage collaboration and communication between teams. This synergy between individuals promotes the exchange of ideas and the search for new approaches, thus fueling innovation within the organization.
For example, a customer service company uses dynamic workflows to manage customer queries. Based on the specific needs of each customer, steps and actors are adjusted automatically, showing the flexibility of modern workflows.
Myth 6: Workflows are not suitable for creative industries
Workflows aren't limited to traditional industries. Creative industries can also benefit from the structure and traceability that workflows offer. They facilitate the management of review cycles, the coordination of artistic collaborations and the assurance of transparent project management.
For example, a design agency integrates workflows to manage the creation of concepts for clients. By defining the stages of design, validation, and review, they free up time to explore new ideas, showing that workflows can support creativity.
Misconception No. 7: Workflows are expensive and require significant investments
Workflows are no longer reserved for high budgets. Cloud solutions, subscription offerings, and accessible platforms have made automating processes more affordable. The gains in efficiency, productivity, and innovation they bring often outweigh the investments required.
For example, a nonprofit organization uses online workflow management tools to manage fundraising campaigns. The minimal costs associated with these tools are more than offset by the increased efficiency in collecting and managing donations.
Conclusion
By demystifying these preconceived ideas and by opening new perspectives on workflows, we are uncovering an exceptional opportunity. They are transformed into adaptable, human and innovation-friendly tools, paving the way for reinvented operational efficiency. Don't let these preconceived ideas hold your business back. It's time to rethink your approach and discover how workflows can catalyze business growth.
