As a business, we always want to improve our productivity while at the same time ensure balance between work and personal life. But there are various challenges that can cause both employees and employers frustrated, one of them is actually approval requests and paperwork. Without a proper request management system, things can easily get out of hand due to a single missing paper, request, or misinformation. Thus, it makes the business much less productive as a whole. For this reason, approval workflow software was created to help business overcome thí challenge & even become more productive. And so let see how approval workflow software boosts your business productivity!
1. Save more time & cost with approval workflow software
Although there is indeed a trend of implementing approval workflow software among many organizations, many other still rely on manual process via emails or even printed documents. In fact, employees tend to waste approx 2 hours per day just to do paperwork and other administration tasks (according to The Independent). That is actually a lot of time wasted considering it is roughly 40 hours per month wasted on “pointless tasks.” With these 40 hours, employees should instead spend on many other important tasks, thus boosting the business productivity as a whole.
With approval workflow software however, the entire approval process is streamlined and automated. It provides a better management system as employees can simply send a request and it is automatically delivered to the managers on time. There is no longer need to handle any physical paper or answering every single email manually, effectively cutting down the time needed to send papers. Also approval workflow software often includes quick approval feature, allowing managers to give approval instantly without needing reply or sign document manually. In many fields, this automated approval workflow system can effectively boost business productivity.
For example in manufacturing business, automated approval workflow provides a much more efficient management system. It allows procurement, purchase progress much faster and more accurate. If employees require additional parts or want to complete an order, they can simply send a request and it is automatically delivered to the managers. And with just one-click approval, employees will soon get nofitication and move on to their next tasks.
2. Minimize errors from manual approval process
During manual approval process (e.g. sending emails, paper documents), certain errors will eventually occur no matter what due to human factor. These errors can be varied from delay during a request, unknown or false information, to even missing requests and documents. At first glance, these errors may sound small, yet one single error can turn out create huge problem in management and administration work. Delay can force employees to wait hours, even days until the request is finally approved. Unknown or false information makes managers and other involved personnels waste more time asking around for data and confirmation. Missing requests or documents also just makes the situation since the staff has to spend time finding the missing files or make another request.
To solve this problem, approval workflow software provides automation system that streamlines all approval process. With the entire approval workflow automated, it minimizes the errors caused by human factor. It allows users to create detailed and clear request form, asking employees to fill in clear information required in different categories. The request then is sent automatically, therefore you can always rest assured that managers will receive your request in timely manner. Managers can easily check all the delivered information and make right decision. Since you no longer need to rely on sending papers or emails manually, you can guarantee that there is no missing steps. All tasks will be automatically triggered when the request is progressed.
3. Prevent bottleneck situation
As mentioned, manual approval process has high risk of errors due to human aspect like approval delay, unknown or false information, and missing requests and documents. This can eventually make employees or managers fall into bottleneck situation. Due to the serious lack of information, they have to run to other departments asking for confirmation like “who approved this request?”; “how long was it sent?”; etc… This situation only makes the process painfully slower, and it only gets worse if the companies have to deal with so many requests every day.
Luckily this situation can be avoided when using approval workflow software. Again, the greatest advantage of approval workflow software is to automate all approval process. This can make sure that no requests or documents would be lost, all information are clearly presented, and all involved personnels will definitely receive notifications on time. Plus, approval workflow software also provides data report that records all sent requests, including information filled by requesters, when was it sent, and who gave approval. These data can also be shared easily to all other stakeholders to ensure transparency across the business.
4. Give approval anytime, anywhere
One of the biggest challenges when handling approval process manually is the time itself. When relying on sending email or printed documents alone, there is always a period of time wasted just to send the papers or emails. Then you have to wait patiently until managers receive the request, review it, give approval, then notifying you about the result. In many cases, you cannot to proceed your tasks because the current work is not approved yet. Sometimes, the responsible personnels may be out of office for various reason, thus, they cannot process your request. So again you have to wait until they return. With approval workflow software however, this situation can be avoided. Since everything is processed online, you do not have to wait for any papers or manual emails. As soon as a new request arrives, managers willl get notified immediately and they can give approval online. Some tools even offer feature that allows you to give approval via mobile devices. This means you can keep track of what’s going on even though you are travelling for business or leisure purpose.
5. Transform how you work
The way a company works will shape its culture and how its employees work. When relying on manual approval process, employees waste more time on waiting, then spending hours to deal with paperwork when they could have that precious time for more valuable tasks. Such wasted time makes employees much less productive, while certain employees may gradually feel less motivated due to long time of dull paperwork job. But by transforming how company manage approval requests, employees can spend less time on paperwork or other administration work and focus on tasks that matter. Companies can save more money for important investments rather than fixing approval problems. Approval requests are transparent and processed automatically. And of course, employees and managers will be much more productive as they can now spend more time on their important work.