What is a Workflow?

Let's start at the beginning, what is a workflow? Each recurring task, done in a sequence of steps, can be seen as a workflow. Think of sending invoices, logging information or preparing a report. Having a good workflow is essential for streamlined and error-free work, in other words, working in a good “flow”. Everyone works with Workflows, even if you don't even know it. At companies that have been around for a while, the general procedures have been tightened and are actually no longer looked back, often under the guise of “This is the way we always do it”. This can cause problems, companies grow and change, but the Workflows generally remain the same.

Workflow optimization is the way to take a look at these procedures and take a critical look at how they work. Are they still up to date, how could it be better or could it be done faster? It starts with analyzing the workflow from start to finish, sifting through each step and seeing where profits can be made. Where is the most time wasted? Which steps are most prone to errors? Are there steps you can automate? Is there room for improvement? By asking and tackling these questions, you can ensure that your workflow takes less time, quality is improved and fewer errors are made.

There are various ways you can approach this. Let's say you have an Excel file for cataloging customer data. There is a very good chance that it is quite old and has become increasingly unclear over the years. Copying and pasting information from this document often takes a lot of time and sometimes something goes wrong. By making smart use of Macros (Small pieces of software in Excel), for example, you can fully automate the preparation of invoices and the storage and retrieval of information.

Another example, do you always spend a lot of time looking for the right documents? Then good data management can save a lot of time by storing everything neatly in well-organized databases. The information is then stored, per customer, project, per year. What works best for your specific workflow and situation. These databases can often be linked digitally to your current applications. So no need for expensive software packages that are difficult to work with.

Optimization can go even further. Often, programs are not designed for your specific way of working. Tailoring applications to meet exactly the work you need to do can save a lot of time in the long run. It can fully automate routine work and show exactly the overviews that benefit you.

There are still many ways to optimize your workflow, which often requires a specialized approach. We at Flawless Workflow would love to help you figure out how we can best optimize your workflow! Are you interested, please send us a message and take advantage of a free consultation!