How to optimize your workflow analysis with a smart app 

For functioning workflows, you need a detailed workflow analysis. In this blog post, you’ll learn how to optimize your workflow analysis with a smart app. 

What is a workflow? 

A workflow is a standardized sequence of work steps in a company. Workflow is a fundamental element to achieve defined performance goals and is primarily used to automate business processes. 

For a workflow, the starting point, progress and end point are firmly defined. It is also used to determine who is responsible for which tasks and what handover guidelines look like.  

The most important goals of a functioning workflow are: 

• Avoidance of waiting times 
• Prevention of overload 
• Reduction of costs 
• Optimization of production 
• Increase in productivity
• Time saving 
• Consistent results 
• Improved onboarding of new employees 

The difference between a workflow and a classic business process 

A workflow is closely related to a business process. However, the terms are not entirely synonymous. 

Similar to the workflow, the business process is made up of numerous small work steps. These must take place in order to achieve a defined goal within a company. However, the exact implementation can vary. The sequence of work steps as well as business aspects are defined in a business process. How exactly and by whom these are implemented is not described. 

A workflow provides a much more detailed technical description of the work steps. It specifies when, how and who implements a business process using which tools. It is therefore a precise and detailed work instruction that supports an employee in the implementation or even completely automates it. A workflow has enormous relevance for the concrete coordination of various business processes. 

What is Workflow Management? 

To be able to guarantee functioning workflows, every company needs workflow management. It is about organizing, coordinating, documenting, controlling and optimizing tasks. The goal is to achieve results as effectively as possible. 

The following details are planned and delegated: 

• Business processes 
• Execution of business processes 
• Time allocation and deadlines 
• Responsibilities and substitutions 

With a few simple tricks, you can take your workflow management to the next level: 

1. Document everything: To keep control of all workflows, document them in detail. Of course, you document responsibilities and deadlines. But take it a step further and add information to the tasks such as best practices or useful procedures. A workflow management system can help you with documentation and also makes the info accessible to all team members. 

2. Consider dependencies: Pay attention to the relationships and dependencies that exist between tasks and team members. For example, do certain tasks need to be completed in an exact order? Sometimes some steps can’t be started until others are completed. Sometimes it is also not possible to complete two tasks in parallel. This can have a negative impact on scheduling and resource efficiency. 3. 

3. Regularly review work processes and make adjustments: If the way of working changes in a project (e.g. due to a change in the team or the use of a new tool), the whole workflow may need to be adjusted. It is best to conduct a workflow audit on a regular basis to evaluate if all workflows are in line with the required updates, changes and optimizations. 

4. Go through processes again and again: this is the only way you will get smooth workflows in the end. 

Compared to workflow management, business process management looks at business processes in a broader context. The focus is not only on optimizing business processes, but also on integrating them into the company with its culture and strategic direction as a whole. 

What is done in a workflow analysis? 

Workflow analysis is the breakdown and analysis of workflows and their components. The analysis is done on two levels: The workflow and its effectiveness as a whole is considered, as well as each individual task in the workflow.  

The goal of workflow analysis is to evaluate the individual components of the workflow and look for inefficiencies, redundant tasks, opportunities for improvement as well as automation. By gaining an understanding of how workflows work in practice, processes can be optimized to achieve optimal efficiency as well as productivity in the workplace. 

Only when this understanding has been achieved appropriate steps for operational improvements can be taken. However, it is often the case that companies introduce new automation tools without having conducted a detailed analysis beforehand. In this case, the parties involved neither know what benefits they expect from such automation nor what they actually want to achieve. 

A workflow analysis evaluates the following details: 

• Rules that define your workflows 
• How employees interact with various tools 
• Compliance with processes 
• Time and effort required to complete tasks 
• Incidence of errors, delays, misunderstandings, and obstacles
• Scenarios that are not considered in current workflows 

Each of these is about determining if your workflows are as streamlined, consistent and efficient as possible. 

The 4 steps of a workflow analysis 

1. Identifying the status quo 

In the first step, get an overview of the current workflows. This can be done by collecting documentation on individual work steps and exchanging information with employees. It is of great importance that you base your analysis on actual experiences of team members. Surveys, focus groups, or informal conversations are good ways to gain the information you need. Ideally, you should collect feedback from all employee groups and skill levels, as different people may have different experiences. 

2. Data analysis 

Once you have gathered all the information, you can start analyzing the data. Analyze all metrics that matter to your operations: Processing times, labor hours, personnel costs, personnel expenses, opportunity costs, indirect costs. Most importantly, be able to quantify each of these – both for the workflow as a whole and for the individual tasks it encompasses. 

The goal of analyzing this information is to use quantifiable metrics to identify the exact points in your workflow where problems are occurring and improvements can be implemented. You will be able to identify where strengths, weaknesses, and inefficiencies exist and determine the areas that will provide the greatest benefit through process improvements. 

3. Development of strategies 

The next step is to brainstorm with employees how work could be done better in each step. Develop various concepts that can later be evaluated by management or a committee. 

4. Determination and implementation of the optimal solutions 

Finally, evaluate the proposals from step 3. The solution that meets all success criteria will be implemented in practice. If an optimal solution has not been found at this stage, brainstorming should be resumed.  

To implement the new solution, you should inform all stakeholders of any change and let them know if there will be any downtime or how to deal with elements in a changed workflow. 

What are the benefits of workflow analysis? 

If you regularly analyze and improve your workflows, you will enjoy numerous benefits: 

• Increased productivity 
• Increased efficiency 
• Improved employee satisfaction 
• A high level of visibility, security and accountability 
• Lower labor costs
• Improved regulatory compliance 
• Optimized work environment infrastructure 

Optimized workflows enable your employees to get more, higher quality work done in less time and with fewer resources. 

Workflow analysis with a smart app 

Workflow analysis has a significant impact on business development. Therefore, companies should assign a high importance to workflow analysis accordingly. 

Since an extensive workflow analysis can require quite a lot of time and resources, it makes sense to use a supporting tool. A smart app helps you analyze your workflows. 

Use our no-code platform Open as App to find out where your processes need to be revised and how you can increase efficiency in your company. 

Here’s how it works: 

• Upload an existing Excel file or Google Sheet. 
• Open as App automatically detects the logic of your data and displays all available formulas and charts
• App-Creator creates individual app based on your data 
• Customize and design app according to your own ideas 
• Publish App 

With an app, all the data you need can be made available at the right time and in the right place. For example, you can turn paper or Excel-based processes into dynamic, digital forms and use built-in charts and reports to analyze your workflows. Forms can be automatically routed as part of a workflow and business logic can be created.  

Easily analyze and optimize your workflows this way. Create more capacity for your employees and improve the quality as well as efficiency in your company with smart support. 

And the best part? You don’t need any programming skills to create an app with Open as App.  

Start now and create your first workflow analysis app for free.