1. Half Implementation

Most implementations start with too much excitement around the new tool that people may marvel at how easy and user-friendly it is while gaining new possibilities. You have launched the product and everyone is very impressed. The company may even bring in an expert to help set up some of the initial forms and workflows. But that’s where it ends as no one enforces the use of the enterprise workflow system. People are free to use it whenever they want but are not trained properly nor are they encouraged or rewarded to do it.

You may have your IT director feeling satisfied by being the one to bring in the software and buying the licenses, yet the workflow system starts decaying down to its digital half-life after it goes live.

Ways to avoid this failure:

•   Provide a comprehensive training beyond a demo to users who are responsible for creating workflows.

•   Integrate your workflow tool with your other core apps for easy sharing.

2. Double Work

Another failure for an enterprise workflow software is only managing the flow and not the work. For instance, a contract approval where your workflow system might track the sequence of sign-offs needed, yet the contract still needs to be printed off and signed at each step. This leads to a file named something like FinalFinalContract4-JimVersion2.docx.pdf. Workflow management tools can’t be just a parallel system that tracks approvals while the real work is done outside the system.

Ways to avoid this failure:

•   You have to make sure that when the final step is completed, the work is actually done.

•   Integrate your workflow tool with your other core apps for easy sharing.

3. Workaround

If you’re trying to implement a new enterprise workflow tool, many of the people’s initial response is to find a way around it. Whether asking for an exception, completely ignoring protocol, or even shadow IT, employees can be pretty creative in finding ways around using a newly established workflow tool. While the same employees can gain a lot of benefits from a fully automated system, it seems easier for them to do it the way it’s always been done, like it seems easier to keep using your balding car tires rather than getting new ones.

Ways to avoid this failure:

•   You have to make sure that when the final step is completed, the work is actually done.

•   Integrate your workflow tool with your other core apps for easy sharing.

4. Automating a Bad Process

Another obvious failure is when you automate a flawed system. Forcing a workflow management tool onto a poorly run process means delivering poor results faster than ever. A workflow automation tool can never correct an inefficient process. In most cases, enterprises may digitize and automate processes that were always a source of confusion and chaos without going through the important work of making sure the process is ready for it. According to Bill Gates, “…automation applied to an efficient operation will magnify the efficiency…automation applied to an inefficient operation will magnify the inefficiency.”

Ways to avoid this failure:

•   Analyze & Improve your process before automating it.

•   Interview people involved in the process and ask them how it can be improved.

5. The Stale Process

So you did a great job launching your workflow system, you trained your key leaders on how to make their own workflows and they came up with well-integrated forms and workflows. You even made everyone adopt to the new system and stomped out common workarounds. Can this go on perfectly forever? Workflows are organic - they’re always changing and adapting. The creation of a new department, a new job, or new software may make certain approvals become irrelevant over time or it could be someone who only wants to receive a notification rather than being a potential logjam. Allowing your workflows to stay unedited for too long may quickly become irrelevant that workarounds begin leading towards total abandonment.

Ways to avoid this failure:

•   Convince process owners to do quarterly reviews of their workflows and identify areas for improvement.

•   Don’t Fall Into the Traps

Through appointment reminders, your business will be able to save a lot of time and money. So, use these tips for efficient appointment management via SMS. Don't forget to leave your comments below or connect with us at Streamline to learn more interesting things for the success of your business.