Checklist for Workflow Automation
Here’s a checklist to get your started with workflow automation. Ensuring these items are in place is essential to truly achieve effective automation of workflows:
- You know what process/workflow you are automating
Identifying the right workflow is the first step. If a workflow is repetitive & consists of pretty much the same steps, then it is deemed good for automation.
2. The goal of automation is well-defined
The answer to the question ‘Why do we need to automate the process?’ needs to be asked before embarking on your automation journey. As long as a convincing answer is available for the question, there’s pretty much not much use in trying to automate the workflow.
3. You know the stakeholders that includes participants & approves
The key stakeholders in your workflow need to be known before embarking on the automation journey. While the intent is to make their lives easier, often times, the choice of tool affects the overall efficiency.
4. They have been communicated about the workflow automation plan
In order to ensure all your stakeholders are comfortable with the tool & the automation itself, communicating to them beforehand goes a long way in easing the entire process.
5. Their inputs are documented
It is important to hear their inputs out & document them. Considering them while implementing the automation is essential, for they are the ones going to use the system more than anybody else.
6. Your process diagram is ready
To get at least a rough sketch of the process diagram is an important step. It gives clarity & is easy to transfer it to a digital form.
7. All the rules of the workflow are documented
Workflows generally have some conditions & rules. Having them documented is important so that none of it is missed during the process of automation. Any mistake there could distort your process execution and cause irreparable damage.
8. The test implementation is done small
Although not mandatory, it is recommended to test the automation tool for a small process on a small scale before going out all over.
9. The results are measured
Despite the fact that it is not a full-blown automation of the complete workflow, it is a good practice to measure the impact automation has.
10. The results are monitored on a continuous basis for a stipulated time period
Measure measure measure! That & that alone gives you an indication of whether the automation is effective
11. Necessary changes are documented
Whatever changes need to be done in order to improve effectiveness, they need to be documented for the record.
12. The changes are run through the key stakeholders of the process
Once, the documentation is complete, run the process changes/workflow changes through the key stakeholders of the process.
13. The changes are implemented
Once the buy-in from the key stakeholders is obtained, the changes are then done across the board.
14. The implementation is communicated across key stakeholders
The implementation of the changes is then communicated across to all the process participants.
15. The system is constantly monitored & measured
Once the automation is done, the system is continuously monitored. The process metrics are analysed on an ongoing basis & the process is optimized for further efficiency.
Automation is much easier than you imagine, and can help any sized office improve their business processes. Try KiSSFLOW free for 14 days, install some of our pre-built Apps, and see what all the rage is about!
