Businesses everywhere are looking for ways to improve efficiency and save money. One way to do this is by implementing digital workflows into your business processes. Automating these processes can save you time and money while also improving the overall quality of your operations. But with the multitude of workflows examples available, which ones should you implement in your business and which ones should you disregard?
This article will look at seven common business workflows and discuss how automating each one can help your business run more smoothly.
What is a Workflow?
A workflow is a series of repeatable tasks necessary to complete a specific process. To streamline these processes, businesses everywhere are turning to workflow automation. Workflow automation uses technology to automate repeatable tasks in a workflow. This can be done through the use of software, applications, or even robotic process automation (RPA).
Why are Workflows Important?
Workflows are important because they help to improve efficiency and quality in businesses. By automating these processes, businesses can save time and money while also ensuring that tasks are completed correctly the first time around. In addition, automating workflows can help to improve communication and collaboration among employees.
7 Essential Workflow Examples for Business Processes
For a business to function properly, several essential workflows must be implemented. These workflows help to ensure that tasks and business operations are completed efficiently and effectively. The following are seven essential workflow examples for business processes:
Efficient order processing is crucial to the overall profitability of any business. That’s why a proper sales order workflow is essential. A sales order workflow helps to ensure that orders are processed quickly and accurately. This, in turn, leads to happy customers and repeat business. However, even in digitized sales orders, physical signatures are usually required.
While each workflow is unique for various organizations, every sales order process has the following procedures:
- The salesperson creates the order
- The manager approves the order
- If the discount is more than 15%, the Vice President must approve it.
- The client signs it.
- The billing system invoices the client.
- The client pays the invoice
- Fulfillment delivers the product.
- Documents are filed away for recordkeeping purposes.
New Employee Onboarding
This workflow is essential for ensuring that new employees are properly onboarded and integrated into the company culture. A well-run onboarding process can help to improve employee retention and satisfaction. In addition, a good onboarding workflow can help to speed up the learning process for new employees.
A typical onboarding process should look like this:
- Prepare materials
- The employee fills out and completes relevant forms.
- Company representatives discuss roles, responsibilities, and projects.
- Creation of work-related accounts.
- Assign training materials and equipment.
- Prepare a benefits package.
- Assign the first project
- Plan further orientation with check-in meetings
- Discuss immediate and long-term goals and expectations.
Purchase Orders (PO)
Every business relies on purchase orders to manage and control spending. A purchase order workflow helps to ensure that all purchase orders are accurate and approved before any goods or services are received. This, in turn, helps to prevent overspending and ensures that all purchases are properly accounted for.
A typical purchase order process looks like this:
- Supplier sends a quotation
- Employee raises a purchase order request
- The manager approves the request
- The employee sends the PO to the supplier
- The supplier ships the goods or services
- The employee receives the goods or services
- Employee verifies the quality of the goods or services
- Billing system invoices the supplier
- The accounts payable department pays the supplier
- Documents are filed for recordkeeping.
Also called a paid time-off workflow, A vacation request usually requires approval from a manager. An electronic vacation request automatically route’s the employee’s request to the right supervisor for approval. This helps to ensure that vacation requests are processed quickly and efficiently.
A typical vacation request process looks like this:
- Employee submits a vacation request
- The supervisor approves the request
- If the supervisor is unavailable, the request is routed to another manager for approval.
- Once approved, the employee will then list tasks that need completion before leaving.
- An employee hands over tasks (complete or incomplete) if necessary.
- Employee plans to transition back into the office.
- The employee takes their vacation.
Travel Request Authorization
This workflow is used to request and book travel for employees. A travel request authorization workflow helps ensure that all travel is properly authorized and booked according to the company’s travel policy. Using this workflow will prevent unauthorized and/or excessive spending on travel.
A typical travel request authorization process looks like this:
- Employee submits a travel request
- The manager or Department Head approves the request
- The employee travels to the conference or assembly and records their expenditure.
- Employee reconciles actual expenses with approved expenses
- If actual expenses are higher, the manager will need to approve again.
- The company’s Finance Department reimburses the employee.
In most companies, employees are reimbursed for business-related expenses. An expense claim workflow helps to ensure that all expense claims are properly authorized and approved before any reimbursement is made. Following this workflow will help prevent unauthorized and/or excessive spending on business expenses.
A typical expense claim process looks like this:
- Employee submits an expense report.
- Manager views and approves the report.
- The Finance Department reimburses the employee.
- The Finance Department also enters data into the accounting system.
- Expense report documents are filed away for recording and future applications.
Every company needs to have a recruitment workflow to smoothly and efficiently acquire new employees. A recruitment workflow helps ensure that all new hires are properly screened and approved before they are hired. In turn, the recruitment workflow helps to ensure that all new hires undergo proper orientation and are familiar with the job before they start work. At the same time, it also helps prevent unauthorized and/or excessive spending on recruitment.
A typical recruitment process looks like this:
- A job opening is drafted and posted internally and/or externally.
- The listing is placed in circulation
- HR receives applications
- The applicant tracking system identifies the best and most qualified candidates.
- HR will review and evaluate resumes and CVs.
- HR will schedule an interview with each candidate.
- HR conducts interviews with each candidate.
- Decide on who to choose and send a job offer to the chosen applicant(s).
- Contract negotiation.
- Start the onboarding process.
Create Workflows Effortlessly With DataMyte Digital Clipboard
Now that you know which workflows your business needs to incorporate, you can start creating them using the DataMyte Digital Clipboard. With an array of tools and features, our workflow automation software will help you create great workflows to help your business function efficiently.
The DataMyte Digital Clipboard workflow builder offers tools that help you create, collect, analyze and report on data. You can also use our software to automate tasks and processes. With the DataMyte Digital Clipboard, you can easily create workflows for any business function. Visit our official website to learn more about how our workflow automation software can help your business!
There are tons of workflows that every business needs to function properly. While each workflow is important, some are more critical than others. So make sure you choose one that your business needs the most and create it using the DataMyte Digital Clipboard. You can easily create workflows for any business function with our workflow automation software! So what are you waiting for? Get started today!