If you’ve been managing your teams with makeshift, homemade project management systems, upgrading to a professional workflow optimization tool can mean massive gains in efficiency and productivity. And if you are already using workflow management software but stuck in the wrong system, upgrading to a better fit for your team can mean warp-speed job completion and smile-inducing productivity boosts.
Wondering exactly how workflow management tools can boost team productivity? Here’s a rundown of what you can expect:
- Project management software yields better work flows for everyone
Workflows are like a blueprint for how to get work done, created by an architect — in this case, the project manager — and handed out to all the tradespeople.
Creation of a good workflow informs everyone about the specific steps they need to take, when they need to take them, and how long they have to do it. It puts to an end questions like, “How do I do this?” or “What should I do next?”
This framework helps not only managers and employees but also outside parties who need visibility into project status and any new employees, who get a clearer picture of their job duties much more quickly than they would otherwise.
- You gain insight into organizational structure
Using a centralized workflow tool can provide data which can be organized at a structural level, such as overlapping job functions, gaps in work coverage, excessive amounts of time taken for simple tasks, and if employees are over-worked or under-worked. This can allow much better decisions about business and save employees time and reduce errors thanks to the production of automated reports.
- Resources are stored in one centralized area
Every had a months-old project resurface, with a client or coworker asking to see a draft? In the old days, that meant digging through cloud storage files, archived emails, or deep into your Slack channels to find what you are looking for.
Project workflow software solves that by placing all your resources in one easy-to-search database. A workflow management system will connect multiple sources of information into a single streamlined flow of information, enabling intelligent communication between teams.
This system can become a central warehouse for all project assets and resources, binding together departments, employees, and processes.
- Collaboration and communication becomes easier
There are tons of great communication tools out there, but having a communication system that is directly tied to project management will vastly increase visibility and clarity.
With the right project management tools, different departments can easily communicate on a shared platform about the same project, and also communicate generally outside of specific projects. It may also be possible to bring in clients or contractors on this communication channel for presentations and consultations.
If you’ve ever run into communication problems because your team was using too many channels — email, chat, social media, text, or something else — putting everyone on the same communication platform can reduce lost messages, lost resources, delays, and frustrations.
- Task management becomes a lot easier
Getting your software projects online and on one project management platform creates a simple map which delineates who will do what, when, and how long they have to do it.
This well-defined workflow can streamline work and lets everyone what is expected of them. This workflow mapping feature helps defined the various tasks in a business process, giving employees a clearer understanding of their job responsibilities. This yields improved efficiency and productivity.
- Fewer human errors
Ever misplaced a file? Forgotten a deadline? Placed project resources with the wrong project? All of these common errors can be reduced with the implementation of a good project workflow solution.
A well-designed project workflow tool will make file storage easy, send reminders as deadlines approach, and allow clear file labeling. These simple fixes cut down on repetitive work and time-sucking error correction, lessening the chance of errors and keeping work flowing smoothly.
- Better accountability
With clearly defined roles and spotlighted task assignees, project workflow tools reduce confusion over who is doing what. Not only does everyone clearly know their duties, but managers can track employee work and productivity more effectively, create goals, and hold people accountable for meeting them.
Meeting those goals is further simplified thanks to workflow tools’ ability to auto-generate reminders, notifications, and smart deadlines.
- No more redundant tasks
A good workflow management tool can spotlight inefficiencies you were previously unaware of — like redundant tasks. By clearly assigning tasks and including a way to track their time requirements, you can identify, for example, when two employees are doing the same work, when high-level executives are engaged in low-level work, and when processes now being performed manually can be automated.
Did you know ProWorkflow offers project management, task assignments, easy timesheet entry, clear communication tools, comprehensive reporting, and tons of templates? ProWorkflow can simplify project management and allow you greater visibility over teams, tasks, and campaigns. Contact ProWorkflow today to learn more about its functions and how you can save time and money.
