What Is Workflow Management? 5 Tips for a Better Workflow System

什么是工作流管理制度?改进工作流系统的5个技巧

2021-11-18 06:00 project manager

本文共2031个字,阅读需21分钟

阅读模式 切换至中文

Planning a project, setting up a schedule and assembling a skilled team only sets the stage for productive work. To make sure everyone works at capacity and keeps things moving forward, you need to implement workflow management. If you want to manage work effectively and efficiently, you need to understand workflow tools, such as workflow management software, and set up a workflow system that lets you continue improving the workflow process. What Is Workflow Management? Workflow management is when managers identify, organize and coordinate tasks that lead to a specific deliverable to optimize and automate processes. Doing this increases outputs, gets rid of redundancies and reduces errors. Tasks, people, systems and machines can all be included in a workflow. The coordination of these elements is crucial to prevent bottlenecks. A bottleneck stops or slows down production and backs up everything preceding it. In general, a workflow can be broken down into three main components: There are predefined steps or tasks, which explain what happens each step of the way until the end. These steps can be either linear, branched or a blend of both. In the context of a workflow process, stakeholders are those on the team who are responsible for executing the tasks. They can be assigned to one task or the entire workflow. Finally, there are conditions, which are the rules for the workflow. They define when one task is done and another can begin. Workflow Management vs Project Management Workflow management is part of project management, but they’re not interchangeable terms. Project management is done over a specific duration of time that ends with a deliverable, either a product or service. Workflow management, on the other hand, is optimizing a sequence of tasks or processes necessary to complete a task. That doesn’t mean that the two are completely different—in fact, the two are complementary to one another. Both serve to deliver a specific outcome. Workflow is part of any project, and without workflow management to keep that process running smoothly, projects will fall behind schedule and costs will balloon. While there are similarities between workflow management and project management, there are also differences. Projects end, but workflow repeat, as it’s a function within an organization. It can even be a standalone process, such as creating documentation or scheduling appointments. Projects are about plans, overseeing processes and teams and managing tasks, while workflows are focused at the task level, connecting tasks to optimize the process and deliver greater efficiency. But both can be served with project management software. ProjectManager is cloud-based work management software that helps manage workflow. Our task list shows your team what they need to complete, the status of their work and lets them make comments to foster collaboration. Try ProjectManager free today! Workflow Management vs. Business Process Management (BPM) Though workflow management and business process management (BPM) are similar, there are differences in the type of process management. A workflow management system is a tool that helps you set up and monitor the execution of your tasks. It’s usually formatted like a flowchart. It’s often not detailed, but clear enough for teams to follow. Think of workflow management as a less involved form of BPM. Workflow management captures the workflow process, and some tools will even let you automate basic workflows. You can use this for a variety of workflows, such as onboarding a team or document management. Workflow management tools are people-focused rather than process-focused. BPM tools are more process-oriented. BPM is about capturing and improving business processes. It’s used to improve the efficiency of an organization. First, you need to identify the current state of the business processes and document these actions. Once the company’s full processes are mapped out, you can analyze the BPM. This should expose bottlenecks in your process and help you reduce cost and improve processes by making insightful changes. The difference between workflow management and BPM is that the former is more geared towards organizing people and documents, following the right steps at the right time. The latter is about business processes and how to improve them. Workflow management coordinates people and software systems, while BPM coordinates how resources in an organization interact. BPM systems are more complex and involved in continuous improvement, while workflow management tools just automate steps in a process. What Is a Workflow Management System (WMS)? A work management system is how a workflow is set up and monitored in a project or organization. A WMS is made up of procedures and tools that are used by an organization to identify, run and improve workflow. It will involve some manner of workflow software, but can be more than just using a tool. Therefore, WMS organizes company policy, procedures and software tools to better manage the workflow process of the organization or project. It includes everything from form modeling, role-based accessibility, reporting, notification, cloud-based storage and more. What Does a Workflow Management System Do? A workflow management system gives people the opportunity to define the different workflows in their project or organization as it applies to tasks or processes. A WMS also allows repetitive tasks to be automated for greater efficiency. Some can also make sure that an uncompleted task in the process is not forgotten. It does this with notifications that keeps your team in the loop. Using a workflow management system is a good way to have one source of truth. Rather than having teams communicate with one another on Slack or email, they can respond at the task level and keep the communications inside the app. It also lets businesses move away from static spreadsheets. When too many Excel spreadsheets are shared, it can be difficult to know which one has the most current data. What Is Workflow Software? Workflow software is part of a workflow management system. It’s a tool that shows tasks you need to complete, tasks that are being executed and their status. It also shows steps that you have completed. A WMS lets you give assignments to team members that have detailed descriptions of the work. It provides transparency into the workflow process, which lets managers catch issues before they become problems. They can then reallocate resources to the project and make sure that they resolve the potential bottleneck before it slows the team down. There are also reporting features that collect data and calculate that information to show project metrics, whether in reporting tools or dashboards. All these features are designed to improve productivity and efficiency by streamlining processes, reducing paperwork and identifying bottlenecks. Benefits and Features of Workflow Management Software The benefits of using workflow management software should be obvious. The better your workflow, the better your project or organization. One of the ways WMS does this is by reducing the number of errors. Even if a few get by, which always happens, the software can tell you and you can set up procedures to make sure it doesn’t happen again. Workflow management is also like connective tissue keeping people, software and work culture productive. Teams can communicate with one another, which facilitates collaboration. It also integrates different software systems to help them work better together, too. There are so many pros to using workflow management software it’s hard to stop listing them. From helping you work on multiple tasks at the same time to increased control and transparency, workflow management systems also improve the work culture in an organization. Disorganization erodes morale. WMS generally have features that show task status, reporting tools and email notifications to keep everyone on the same page. Some will also have resource management tools to reallocate resources and keep teams working at capacity without over-allocating their workload. Choosing a Workflow Management System Convinced that a workflow management system will help you run a more efficient project or organization? First, ask yourself this question – “how do I know which is the right workflow management system for me?” Well, there are always going to be constraints beyond the tool itself, such as price, and what your organization is willing to invest to install new software. Outside of those things, you should look for software that has the following features. Cloud-based software to get real-time data and make more insightful decisions Notifications to keep you updated on changes to your workflow Multiple project views, such as Gantt, kanban, task lists, etc., to allow everyone to work how they want Monitoring and reporting tools to analyze workflow data and make better decisions on improvements User-friendly interface and quick onboarding Integrates with other apps that you use Collaborative communications to keep teams connected Workflow Management Best Practices Finally, once you’ve selected the workflow management software that fits your project or organization’s needs, here are five tips to get the most out of your workflow. First, have a workflow plan. But more than that, have one that is written out or, better yet, visual. It’s better to prepare ahead and having a visual representation of that plan makes it easier to share and grasp. It’s also a good idea to think about things that could go wrong in your workflow system and how you’ll respond to them. Risk mitigation is always good practice because it’s inevitable that something will go wrong. Try to figure out where there might be delays or bottlenecks that will slow down production and how to resolve them quickly if they should appear. If you’re using workflow for a project, it can be helpful to apply the same workflow management to the whole organization. There can be issues in your project that are outside of your purview and part of a poorly thought-out workflow in the organization of your company. Make sure you’re using workflow management software and that it has tools that fit with your project or organizational structure. Also, don’t rest on the workflow once you have one set up and running, even if all is going well. Also, take time to do an audit, review the process and come back with ways to improve it. Workflow is not a once-and-done process but an ongoing and constantly evolving system. Why ProjectManager is the Best Workflow Management System ProjectManager is a cloud-based workflow management software that organizes workflow, connects teams and lets you build efficiencies and boost productivity. Teams can collaborate wherever they are in real time and stay updated with workflow automation tools, such as email notifications and in-app alerts. Work in Multiple Project Views Having multiple project views means that teams can work how they want, whether they’re remote or in different departments. Experts and newbies alike can visualize the workflow on ProjectManager’s kanban board view. Teams can take control of their backlog and manage those tasks. Then they can work together and plan sprints, while managers can transparency into the workflow and can reallocate resources to clear bottlenecks before they slow down work. Track Issues on Dashboards Keeping an eye on the workflow is how you can catch issues and resolve them before they become problems. Using ProjectManager’s live dashboard is like having an instant status report. It captures project data in real time and then automatically calculates information in easy-to-read graphs and charts showing workload, tasks and more. Unlike other software that requires a lengthy setup, ProjectManager’s dashboard is ready when you are. Improve Processes Through Reporting To find ways to improve your workflow, use ProjectManager’s one-click reporting tools. They generate detailed data on time, cost and more. You can filter each report to let you focus on only the information you want to analyze. You can also share reports to keep your stakeholders updated. ProjectManager is the best workflow software with resource management tools to adjust workflows fast and easily. Our tool integrates with most apps and can help enterprise workflow management with portfolio management features. Get organized and try ProjectManager today for free! Project Scheduling Tips 6 Tips for Better Schedule Management Multi-Project Management: 5 Essential Tips Best Construction Project Management Software of 2020
计划一个项目,制定一个时间表,组建一个熟练的团队,只会为生产性工作奠定基础。为了确保每个人都能胜任工作,并使事情不断向前发展,您需要实施工作流管理。 如果要高效地管理工作,需要了解工作流工具(如工作流管理软件),并建立一个工作流系统,使您能够继续改进工作流流程。 什么是工作流管理? 工作流管理是指管理者识别、组织和协调导致特定可交付成果的任务,以优化和自动化流程。这样做可以增加输出、消除冗余并减少错误。 任务、人员、系统和机器都可以包含在工作流中。这些要素的协调对于防止瓶颈至关重要。瓶颈会停止或减慢生产,并备份之前的所有内容。 通常,工作流可分为三个主要部分: 有预定义的步骤或任务,它们解释了直到结束的每一步都会发生什么。这些步骤可以是线性、分支或两者的混合。 在工作流过程的上下文中,涉众是团队中负责执行任务的人。它们可以分配给一个任务或整个工作流。 最后,还有一些条件,它们是工作流的规则。它们定义了一项任务何时完成,另一项任务何时开始。 工作流管理与项目管理 工作流管理是项目管理的一部分,但它们不能互换。项目管理是在一段特定的时间内完成的,以可交付的产品或服务结束。另一方面,工作流管理是优化完成任务所需的一系列任务或过程。 这并不意味着两者完全不同——事实上,两者是互补的。两者都能带来特定的结果。工作流是任何项目的一部分,没有工作流管理来保持流程平稳运行,项目就会落后于进度,成本就会激增。 工作流管理和项目管理有相似之处,也有不同之处。项目会结束,但工作流会重复,因为它是组织中的一个功能。它甚至可以是一个独立的过程,比如创建文档或安排约会。 项目是关于计划、监督流程和团队以及管理任务,而工作流则集中在任务级别,连接任务以优化流程并提供更高的效率。但两者都可以通过项目管理软件提供服务。 ProjectManager是一个基于云的工作管理软件,可以帮助管理工作流。我们的任务列表显示您的团队需要完成什么,他们的工作状态,并让他们做出评论,以促进合作。尝试ProjectManager免费今天! 工作流管理与业务流程管理(BPM) 虽然工作流管理和业务流程管理(BPM)是相似的,但在流程管理的类型上存在差异。工作流管理系统是帮助您设置和监视任务执行的工具。它的格式通常像流程图。它通常不太详细,但足够清晰,团队可以遵循。 可以将工作流管理看作是BPM的一种较少涉及的形式。工作流管理捕获工作流过程,一些工具甚至可以让您自动化基本工作流。您可以将其用于各种工作流,例如加入团队或文档管理。工作流管理工具以人为中心,而不是以过程为中心。BPM工具更加面向流程。 BPM是关于捕获和改进业务流程的。它被用来提高一个组织的效率。首先,您需要识别业务流程的当前状态并记录这些操作。一旦规划出公司的全部流程,就可以分析BPM。这将暴露您的流程中的瓶颈,并通过进行有见地的更改来帮助您降低成本和改进流程。 分区管理和摩根大酒店的不同之处在于前者更多地配合组织和文件,采取了适时的行动。最后一个主题是日程安排和改进同时各组织之间在资源的相互作用方面相互补充,同时进行清算管理协调和软件系统系统。综管系统比较复杂,需要不断改进,而综管系统只能实现整个过程的自动化。 什么是工作流管理系统(WMS)? 工作管理系统是如何在项目或组织中设置和监视工作流的。WMS由组织用来识别、运行和改进工作流的过程和工具组成。它将涉及一些工作流软件的方式,但可以不仅仅是使用一个工具。 因此,WMS组织公司政策、程序和软件工具,以更好地管理组织或项目的工作流过程。它包括表单建模、基于角色的可访问性、报告、通知、基于云的存储等等。 工作流管理系统是做什么的? 工作流管理系统使人们有机会在项目或组织中定义应用于任务或过程的不同工作流。 WMS还允许将重复的任务自动化以提高效率。有些人还可以确保在这个过程中未完成的任务不会被遗忘。它通过通知实现这一点,让你的团队保持在循环中。 使用单词水管理是了解真相的好方法不同于透过Slack或一封电子邮件来通讯的团队,你可以按待办级别回答并将传习保存在一个应用程序中。您也能从静电统计上解放公司。如果将太多卓越的电脑表单分成多个,那么如何识别最完整的资料是很困难的。 什么是工作流软件? 工作流软件是工作流管理系统的一部分。它是一个显示你需要完成的任务,正在执行的任务及其状态的工具。它还显示了您已经完成的步骤。WMS允许您向拥有工作详细描述的团队成员分配任务。 它为工作流过程提供了透明度,使管理人员能够在问题变成问题之前发现问题。然后,他们可以将资源重新分配给项目,并确保在潜在瓶颈拖慢团队之前解决它。 还有收集数据并计算信息以显示项目度量的报告特性,无论是在报告工具还是仪表板中。所有这些功能都旨在通过简化流程、减少文书工作和识别瓶颈来提高生产率和效率。 工作流管理软件的优点和特点 使用工作流管理软件的好处是显而易见的。你的工作流程越好,你的项目或组织就会越好。WMS做到这一点的一种方法是减少错误的数量。即使有几次侥幸脱险,这总是会发生的,软件也会告诉你,你可以对它进行编程,以确保它不会再发生。 工作流管理也像结缔组织,保持人、软件和工作文化的生产力。团队之间可以相互沟通,这有助于协作。它还集成了不同的软件系统,以帮助它们更好地一起工作。 使用工作流管理软件有如此多的优点,很难停止列出它们。从帮助您同时处理多个任务到增加控制和透明度,工作流管理系统还可以改善组织中的工作文化。瓦解侵蚀的士气。 WMS通常具有显示任务状态、报告工具和电子邮件通知的功能,以保持每个人都在同一页面上。有些还会有资源管理工具来重新分配资源,并在不过度分配工作负荷的情况下保持团队的工作能力。 工作流管理系统的选择 相信工作流管理系统将帮助你运行一个更有效的项目或组织?首先,问自己这个问题——“我如何知道哪种工作流管理系统适合我?” 当然,除了工具本身,也存在一些因素,比如价格和收入,这些因素是你的组织愿意投资于新软件的安装的。然后寻找具备下列特性的软件 基于云的软件可以获取实时数据并做出更有洞察力的决定 使您随时了解工作流更改的通知 多个项目视图,例如甘特视图、看板视图、任务列表视图等,以允许每个人按照他们想要的方式工作 监控和报告工具来分析工作流数据并做出更好的改进决策 用户友好的界面和快速登入 与您使用的其他应用程序集成 协作沟通以保持团队之间的联系 工作流管理最佳实践 最后,一旦您选择了适合您的项目或组织的需要的工作流管理软件,这里有五个技巧,以获得最大的工作流。 首先,制定一个工作流程计划。但更重要的是,要有一个书面的,或者更好的,可视化的。最好提前做好准备,并且有一个可视化的计划展示,这样更容易分享和掌握。 考虑工作流系统中可能出错的地方以及如何应对它们也是一个好主意。降低风险总是一种好的做法,因为出错是不可避免的。试着弄清楚哪些地方可能存在延误或瓶颈会减慢生产速度,如果它们出现,如何迅速解决它们。 如果您正在为一个项目使用工作流,那么将相同的工作流管理应用于整个组织将会很有帮助。在您的项目中可能会出现超出您权限范围的问题,并且是公司组织中考虑不周的工作流的一部分。 确保你正在使用工作流管理软件,并且它有适合你的项目或组织结构的工具。 同样,一旦你建立并运行了一个工作流,即使一切都很顺利,也不要停留在工作流上。同时,花点时间做一个审核,回顾这个过程,然后找到改进的方法。工作流不是一个一次性完成的过程,而是一个正在进行和不断发展的系统。 为什么ProjectManager是最好的工作流管理系统 作为投影仪的是一个在云层上建立的投影仪经理。它塑造了岗位流和团队联系并提高效率和生产率。当然,各小组可以在任何地方进行实时工作,并与自动劳工流动(如电子邮件和应用中的提醒)保持最新的工作。 在多个项目视图中工作 拥有多个项目视图意味着无论团队身处远程还是不同的部门,都能按照自己的意愿完成工作。无论是专业人士还是初学者,都可以通过项目经理的看板将工作流程可视化。团队可以控制backlog,管理任务。然后他们一起工作,计划冲刺,经理透明地进入工作流程,重新分配资源,在他们放慢工作速度之前消除瓶颈。 跟踪仪表板上的问题 关注在问题成为问题之前,如何抓住问题、解决问题的过程。ProjectManager的live dashboard就像拥有实时状态报告一样。实时采集项目数据,在显示工作量、任务以及更多内容的易读图表中自动计算信息。与其他需要冗长设置的软件不同,ProjectManager的仪表板在你准备好了的时候就已经准备好了。 通过报告改进流程 想要找到改善工作流程的方法,请使用ProjectManager的一键报告工具。时间、成本和更详细的数据。你可以对每一份报告进行筛选,只关注需要分析的信息。您还可以分享报告,保持风险承担者的最新情况。 ProjectManager是最好的工作流软件,具有资源管理工具,可以快速、轻松地调整工作流。我们的工具集成在大多数应用程序中,可以帮助管理业务工作流与投资组合管理功能。组织起来,今天就免费试用ProjectManager吧! 项目计划提示 6个更好的日程管理技巧 多项目管理:5个基本技巧 2020年度最佳建设项目管理软件

以上中文文本为机器翻译,存在不同程度偏差和错误,请理解并参考英文原文阅读。

阅读原文