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Workflow Analysis: 4 Steps to Improve Old Processes

Workflow Analysis: 4 Steps to Improve Old Processes

Workflow analysis helps organizations improve the efficiency of their operations. More and more companies have been using it for identifying redundant processes, tasks, and areas where they need improvement. It helps organizations use their resources efficiently, particularly for tasks where teams have to assign a task for another team.


Workflow analysis helps organizations improve the efficiency of their operations. More and more companies have been using it for identifying redundant processes, tasks, and areas where they need improvement. It helps organizations use their resources efficiently, particularly for tasks where teams have to assign a task for another team.

If you have been a higher up in any organization, you will know that any situation where a team is waiting to get work from another one leads to a bottleneck. Luckily, companies can get reduce these issues by taking advantage of workflow analysis. This process can also help you find out unnecessary tasks, making sure you can address them and improve your workflow. 

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What are the Benefits of a Workflow Analysis

Employees tend to spend a major part of their workweek doing tasks that are essential to your company’s workflow. Workflow analysis could scale your organization’s workflow, helping you determine bottlenecks in a timely manner, with excellent precision. Here are a couple of reasons that highlight why utilizing workflow analysis would be in your company’s best interest:


Competitive Edge

As mentioned earlier, unnecessary tasks can slow your organization down in more ways than one. You’d be surprised to learn that employees spend hours upon hours in simple tasks like transferring data or completing paperwork. 

In most cases, they do this because someone in their company set things up that way and never bothered changing it later on. Eliminating redundant processes like this and replacing them with modern alternatives could improve productivity and morale by tenfold. 

This will also give your organization a competitive edge, making sure your projects complete and there is enough time to pursue other critical tasks. 


Improved Productivity

Taking advantage of the hard data from your workflow software could help you find the problems in your company’s operations. It could be something as simple as a lengthy expense claims process or a file transfer. A well-made workflow automation software can help you end these issues in a quick and efficient manner, improving your employee’s productivity. 

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How Do You Evaluate Workflows?

Using workflow management software is one of the best ways to test your organization’s outdated procedures. It will help you create a visual representation, which you can optimize once you determine where you need to make changes. You can also take the good old pen and paper approach and jot down the various processes in your company. 

Once you identify the tasks , consider writing them down in chronological order. This will help you make adjustments according to the task’s importance. Remember, evaluating workflows takes time and attention to detail. So, make sure you leave no stone unturned and list everything that needs improvement. 

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Follow These Tried and Tested Steps to Improve Old Processes

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Step 1: Workflow Evaluation

Evaluating your company’s workflow is the first step to make the right changes. This step will need you to ask some difficult questions like:

  • Why does your company use this workflow to begin with?
  • How often do your employees perform the current workflow?
  • Does the workflow involve many handles? If yes, determine the quantity
  • How many people outside your company are part of your workflow?
  • What are the company’s standards and does the workflow implement them?


Step 2: Data Analysis

One of the best things about workflow management software and apps is that they generate data digitally. So, you can utilize it to develop charts for your company’s workflow analysis. Furthermore, you can analyze this workflow data to pinpoint the areas that need optimization. 

Here is a list of metrics you can obtain from this data:

  • The amount of workflows initiated in a particular time period
  • How many of these workflows were useful and completed successfully
  • The average minimum and maximum time to complete various tasks
  • Processes that ended with operational errors
  • How bottlenecks are affecting your organization?
  • Who takes the most time completing tasks?
  • Who takes the least time completing tasks?
  • How often do processes get rejected?


Utilizing workflow analysis software will help you find information like this without much hassle, allowing you to address bottlenecks and pain points before things get worse. 

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Step 3: Getting Feedback from Users

If you want to discover your workflow’s various issues, consider getting feedback from real users. This will especially help you during the initial stages of incorporating workflow automation. Getting people to do new things can by difficult, particularly when it requires them to change their current behavior. 

That said, a high-profile user experience developed to accommodate the preferences and needs of the individuals who use the tool makes it easier to encourage them to change their old ways. But, you cannot create an outstanding UX without getting regular feedback from the people who use it on a daily basis. 

At the end of the day, workflow analysis comes down to user feedback, along with an honest and detailed evaluation. With the right tools and software, managing workflow analysis is a straightforward procedure. 

After getting detailed insight about your business’ workflows, consider action on the information as soon as possible. Pay close attention to detail when making tweaks and adjustments, as the last thing anyone wants is an incomplete solution that eventually becomes nothing more than shelf ware.

Communicating with your employees can take you a long way. It will help you gauge where your company is lacking and how you could implement changes. It would also help if you trained employees about the changes in the new workflow tools or processes to give them a brief idea of what they can expect. 

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Step 4: Creating a Customized Workflow 

Every business operates differently and has different workflows. While using a traditional workflow could be useful for some companies, having a customized workflow, tailor made for your organization would be a better idea. If you are looking for a reliable service to create custom workflows for your company, get in touch with Ahoy Team. 

What’s more, Ahoy Team will even set these custom made workflows for you, making sure you can integrate them with renowned third party apps like Jira, Asana or Airtable.

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