A workflow is, essentially, a series of repeatable steps needed to take to achieve some sort of business goal. Without the right software, however, workflows are nowhere near as effective as they can be. Digital workflow software super-charges your workflows, increasing efficiency & allowing for automation.
What is Digital Workflow Software, Exactly?
Digital workflow software is the most efficient way to manage and track your workflows. It allows you to keep track of your workflows (deadlines, progress, etc.) as well as measure their efficiency. It’s useful for all sorts of things, from sending onboarding new employees to collecting data.
It also ensures consistency – you get to define each step in the process, and your employees have next to no way of messing it up.
Digital workflow software is the best way to eliminate guesswork from your business and create seamless processes that all of your employees can follow.
5 Things You Should Look for in Digital Workflow Software
Picking the right software, however, can be a bit complicated – there’s a bunch of tools on the market, each with their own spin on workflow management. To make it easier for you, here are 5 things you’d look for in the right digital workflow software:
Simple (But Powerful) Form Designer
In most cases, you won’t have someone with a Ph.D. in computer science designing the workflow. Rather, it’s probably someone in the middle management – someone with no coding knowledge whatsoever.
The digital workflow software should have a simple enough form designer that can be used by a first-time user without any training, onboarding, or expensive outside process consultants. It should, however, also have complex capabilities, allowing for a high degree of customization with the form.
Cloud-based Technology
Today, unless you’re using a cloud-based appl, you really are wasting resources. The other is to actually have the software installed on your servers, and that can be extremely time-consuming. This is usually the case with legacy business process management software (something like a predecessor to workflow management); it takes a team of skilled IT and a lot of time to set it up for your business. And to make things worse, whenever there’s any kind of issues with the software, you’ll have to call back the IT guys and hope they can fix it in time and on budget.
With the cloud, however, all you have to do is go online, register, and set it up. This makes the process significantly cheaper since all you have to do is pay the monthly software fees.
Customizable Notifications
Depending on the process, there’s can be a varying degree of urgency. One workflow might need a simple approval within the duration of a week, while the other might need an urgent meeting set up ASAP.
The right digital workflow software will allow for different types of notifications (email, phone, etc.), as well as the ability to prioritize different steps. Think, if the step is “urgent,” you’ll get a ringing notification on your phone as opposed to a passive email.
Analytics Dashboard
One of the most important reasons you’d adopt digital workflow software is because of its process improvement capabilities. To do this properly, however, you’d need to track and analyze the KPIs for your processes.
Any workflow software should have a single dashboard that gives you insight into how well each of your processes is doing, as well as spotting any missed deadlines or bottlenecks.
Seamless Integration With Other Apps
With older software, you’d need an IT army to figure out how to one piece of software to another. This tends to make automation extremely complicated and expensive. Which is a bit ironic, since workflows are rarely limited to working with just one system.
To be able to get the maximum out of workflow automation, you’d need to connect your digital workflow software to all the other tools you use. Thankfully, the right software allows for seamless integration with other SaaS apps, allowing for limitless automation capabilities.
What’s YOUR favorite workflow app? Is there any must-have feature we might have missed? Do let us know down in the comments!
Related Questions
What is digital workflow?
Digital workflow is a modern way to handle tasks and processes using computer software instead of paper. Think of it like a digital assembly line that guides work from start to finish, making sure everyone knows what to do next. It replaces manual steps, paper forms, and email chains with a smooth, connected system that keeps everything organized and moving forward automatically.
What is the best workflow management software?
While many options exist, Tallyfy stands out for its simplicity and power. The best software should be easy to use, adaptable to your needs, and able to grow with your business. Look for features like drag-and-drop process design, real-time tracking, and the ability to connect with other tools you already use. The ideal solution should feel natural to use, like your favorite app, while handling complex processes behind the scenes.
How to digitize workflow?
Start by mapping out your current process steps on paper or a whiteboard. Then, pick the simplest process to digitize first – think of it like learning to walk before you run. Break down each step into clear actions, decide who needs to do what, and choose software that can handle these needs. Remember to involve your team in the process – they often have the best insights about what works and what doesn’t.
What are the benefits of a digital workflow?
Digital workflows save tremendous amounts of time by eliminating manual work and reducing errors. They create a clear trail of who did what and when, making it easy to spot and fix bottlenecks. Teams can work better together since everyone can see the status of tasks in real-time. Plus, digital workflows can run 24/7, automatically handling routine tasks while you focus on more important work.
How to implement digital workflow automation?
Implementation works best when you start small and expand gradually. First, choose a simple process that causes frequent headaches. Map it out, then use workflow software to create a digital version. Test it with a small group, gather feedback, and make improvements. Once that’s working well, move on to more complex processes. Remember to train your team and celebrate small wins along the way.
What features should digital workflow software have?
Essential features include an intuitive visual process designer, real-time tracking, automated notifications, and detailed analytics. The software should also offer mobile access, integration capabilities with other tools, and customizable forms. Look for systems that allow you to set up automatic triggers and actions, helping processes run themselves whenever possible.
How does digital workflow software improve customer experience?
Digital workflows can dramatically speed up customer service by automating responses, tracking issues, and ensuring nothing falls through the cracks. When customers submit requests, they can automatically receive updates about their status. This transparency builds trust and satisfaction while freeing up your team to focus on solving complex customer needs.
Can digital workflows help with remote teams?
Absolutely! Digital workflows are perfect for remote teams because they create a virtual workspace where everyone can collaborate regardless of location. They provide clear visibility into who’s doing what, automate handoffs between team members, and ensure consistent work quality no matter where people are working from.
How do you measure the success of digital workflows?
Track metrics like process completion time, error rates, and customer satisfaction scores. Look at how many manual steps you’ve eliminated and how much time people save. Modern workflow software provides detailed analytics showing where processes get stuck and how they can be improved. The best measure of success is often how much more your team can accomplish without working harder.
What industries benefit most from digital workflow software?
While every industry can benefit, those with complex approval processes, regulatory requirements, or high transaction volumes see the biggest impact. This includes healthcare, financial services, manufacturing, and professional services. Even small businesses can transform their operations by automating routine tasks like onboarding, purchasing, and customer service workflows.
