Are your workflow procedures undocumented? If so, it is highly advisable to formalise them. Establishing documented workflows can yield significant and ongoing benefits for your organisation while requiring minimal effort to implement.
What is a workflow system?
We have previously discussed the significance of workflow systems, and we continue to emphasise this topic due to its critical importance for your firm’s growth.
In essence, a workflow system is a documented procedure that guides you and your employees in executing various tasks within the firm. This encompasses everything from collecting, shipping, and receiving tax information with international accountants to sending thank-you letters to clients.
These systems can be recorded manually, created using word processing software, or facilitated through specialised programs that allow employees to access them with just a few clicks.
A key principle for an effective workflow is ensuring that even a new hire can easily understand and follow the documented procedures necessary to accomplish their tasks.
The benefits of workflow systems
You don’t have to micromanage
When your workflow is thoroughly documented, it ensures that employees have a clear understanding of their responsibilities and expectations. This allows you to focus on the strategic growth of your firm rather than being inundated with daily operational tasks. Furthermore, this structured approach may afford you the opportunity for occasional personal time away from the business.
It frees up everyone’s time
Implementing efficient workflows not only alleviates the managerial burden but also accelerates overall employee productivity. With predefined processes in place, employees no longer need to seek constant feedback on task completion and can readily gauge their progress on assigned projects. Consequently, this fosters an environment where everyone within the firm has more time to focus on client engagement, value-added services, and enhancing public relations through initiatives such as charity work.
You can set alerts
This principle aligns harmoniously with the preceding two points. Workflow management software can be configured to notify employees if there is a delay in processing a specific file. Consequently, this ensures that managers are spared from micromanagement duties while simultaneously guaranteeing that no file remains overlooked.
Encourages adherence to laws, regulations, and in-house rules
Implementing a structured workflow system significantly reduces the potential for improvisation or deviation from established protocols. Certain advanced workflow management software can be configured to ensure that files do not advance through the process unless they adhere to predetermined regulations. This effectively mitigates compliance concerns.
Increases efficiency
By collaboratively developing and optimising workflows, you will efficiently identify redundancies and pinpoint areas where processes are hindered. This approach will enable you to devise effective solutions—whether that involves increasing manpower, hiring specialised staff, or investing in modern software.
Furthermore, this collaboration allows for strategic allocation of personnel within the workflow timeline, ensuring individuals are positioned for maximum productivity. It also provides an opportunity to recognize employees who may require additional training or those who might be better suited for different roles.
Provide Clients with Real-Time Updates
When a client inquires about the status of their file, you can effortlessly offer precise and immediate information. By promptly consulting your team or reaching out directly, you ensure clients receive an accurate update on their file’s progress.
Increases employee happiness
In addition to having clear expectations, employees now possess a more effective means of requesting enhancements. Rather than struggling to justify the need for additional resources or software, they can directly reference the workflow and demonstrate where bottlenecks occur. This allows them to support their requests with statistical evidence when communicating with management.
Conversely, this system alleviates employee concerns about potentially misallocating funds or improperly contacting clients, ensuring that actions taken are well-founded and within company protocols.
Bonus benefits
As previously discussed, these workflows can be broadly applied to any routine activity within your firm. For instance, they could establish protocols for purchasing new computers or furniture.
An additional advantage of implementing workflows is their positive impact on clients. They demonstrate professionalism and control. In a client meeting, a workflow effectively serves as an agenda.
Presenting an agenda during a client meeting provides tangible evidence that you have meticulously planned the session. It reassures the client that you are dedicated to making the most efficient use of time and delivering personalised attention tailored specifically for them.
Furthermore, structured agendas lend formality and significance to all aspects of the meeting, including soliciting feedback through satisfaction surveys or requesting client referrals.
It is important to document every process within your firm continually refining your workflows for optimum efficiency and effectiveness. Embrace these practices and reap their benefits consistently.
