Workflow Optimization: A guide for employers

Workflow Optimization: A guide for employers
Last Updated: January 5, 2023

What is Workflow Optimization?

Workflow optimization uses strategies and tactics to improve the efficiency of an organization's administrative, industrial, and other processes. Successful workflow optimization will reduce costs, the occurrence of errors, and the time required to complete tasks.              


A workflow is a series of activities that deconstruct the steps of various repeatable processes within an organization. Workflows become more complex and numerous as businesses grow. It is critical to keep workflows simple to avoid waste and inefficiencies. That’s when automation comes into play. 


Automating workflow optimization brings enormous benefits, such as improved collaboration, productivity, and decision-making, paving the way to business growth and innovation. Whether an organization plans to create an inventory management or employee or customer onboarding workflow, automation drives success. Check out here how top companies and experts successfully optimize their workflows.

While workflows can be fixed in a single revolutionary overhaul, incremental fixes are more common and less disruptive. 


Workflows are improved by workflow optimization in terms of elements like:

  • Efficiency
  • Cost
  • Time
  • Resource utilization
  • Waste 


An analysis of the workflow is typically the first step in the procedure. Many businesses make the error of automating inefficient procedures when trying to enhance workflow. While automation may be a key component of your workflow optimization approach, it is not a panacea and should only be after careful workflow analysis. 


Organizations that successfully optimize their workflows follow a core set of best practices. Following these procedures will significantly increase organizational effectiveness and give you a competitive advantage. 


Workflow optimization may appear very simple on the surface, but there are numerous things to consider.



Determinants of workflow effectiveness

It’s important to determine if a workflow is effective or needs rework. There must be an auditing system in place. For instance, workflow management software can help automate workflows for quick, reliable, and secure access, streamlining business processes. While there are no specific rules or formulas to do this step, organizations can weigh contributory factors based on their niche, tasks, business strategies, job roles, and overall goals.


For instance, a variety of factors, such as the following, can have an impact on workflows:

  • Employee morale
  • Skill levels of employees
  • The digital ecosystem for businesses
  • Design of business processes
  • Management of organizational culture
  • The office setting 


The organization can benefit significantly and positively from improving these. Before making any adjustments, studying and understanding the organization is crucial because it is a complex machine. 


The advantages of streamlining your workflow

The elements above may have an impact on business outcomes such as:

  • Performance
  • Effectiveness
  • Employer reputability
  • Ultimately profitable
  • Innovation
  • Agility
  • Efficiency 


When creating workflow optimization strategies, these are the most critical areas to consider and concentrate on. Workflows, however, are tactical and technological. 


Techniques for enhancing business operations

Let's examine a few examples of HR workflows that can be streamlined to clarify what this means:

  • Recruitment
  • Employee onboarding
  • Employee training
  • Career development
  • Employee offboarding 


The workflow can then be divided up and improved for factors like the ones mentioned above—efficiency, cost, time, and waste.


But it's crucial to set goals, as we'll see in the following paragraphs. After all, those objectives will specify your whole approach. For instance, a waste reduction strategy would differ greatly from an innovation strategy.


A case study of HR process optimization

Here is an example of the HR manager's actions to optimize HR workflows, sticking with the HR example. Following the selection of particular workflows to enhance, an HR manager may think about using strategies like:

  • An organized approach to improving corporate processes, like lean or Six Sigma
  • Recruitment software, like an applicant tracking system
  • An approach to enhancing employer branding
  • A strategy for managing employees
  • Improved recruitment strategies, such as outreach and marketing
  • Digital adoption platforms and other software to increase productivity in essential HR activities like onboarding and training 


The same procedures might be used in HR or any other department within your company for any other business function. 


Procedures to follow while enhancing workflows

Initiating an organizational change should typically proceed via the following stages: 


Assessment of business needs.

Stakeholders will assess the workflow, any difficulties it may have, potential solutions to those problems, and other factors throughout this step. 


How do requests get made in your business? What channels are used for communication? How long does it take to handle these requests? How quickly does your team adjust to change? Does your staff have the time to innovate, or are they stuck with the same old tasks? 


Analyzing the organization's present workflow may appear monotonous, but it is unquestionably one of the most crucial tasks to pinpoint problems and develop more sensible action plans. 


Examples of actions to do at this stage are:

  • Analyze the existing process.
  • Determine the needs, mistakes, and deficiencies.
  • Determine potential answers.
  • Conduct a gap analysis of the business.
  • Determine the obstacles to change. 


All of this information will guide the following steps in the optimization process. 


Strategizing and planning.

The appropriate managers will then create an overall strategy and a change management plan for achieving a specific set of goals using the data gathered in the first step. 


In this phase, managers will:

  • Establish overall objectives
  • Create a strategy and a plan to accomplish those objectives.
  • Establish goals-related targets, measurements, and KPIs.
  • Assign responsibilities and roles.


All actions made up to this point will be regarded as preparation. Perhaps the most critical aspect of the entire project is this. Poor planning can result in inefficiency, subpar results, or even failure.


Executing, managing, and optimizing the plan is crucial.

In order for a plan to materialize, proper execution, management, and optimization are crucial. Missing an important step can hamper attaining the organization’s future goals and processes. Managers and team members must work together to make it work by using the right tools and strategies.


The following are actions to do at this stage:

  • Put the plan you created previously into action.
  • Keep an eye on and improve the optimization strategy
  • Real-time data gathering
  • Adapt your strategy as needed based on data to be flexible. 


But even after an optimization approach is finished, it's crucial to wrap it up and go over it again.


As much as you can, automate

As already mentioned, automating workflows can make a huge difference in overall business operations. Automation is a highly technical term that involves using software programs to create predetermined actions and solutions based on perceived needs through data integration and configuration.  In other words, automation is the technological process of completing tasks with little to no human interference. 


The employees of the organization spend their time performing monotonous jobs, which prevents them from reaching their full potential. It is ideal for you to employ high-quality technological tools that enable process automation and simultaneously give you quick access to crucial business data.



Following the project's conclusion, you should conduct the following actions:

  • Gather the data and findings.
  • Review and discuss those findings with essential stakeholders.
  • Strengthen new procedures and instruction
  • Continually be accountable
  • Processes should continue to be adjusted as needed throughout time.


Any business process can be optimized by decomposing it into these essential steps and taking care of outdated dimensions and variables affecting the workflow.


Finally, it's critical to understand the difference between an ongoing continual improvement process and a single optimization project.


Permanent Workflow Improvement

The integration of process optimization within the organization is equally vital as performing one-time optimization efforts like those mentioned above.


After all, continuing process optimization can benefit the organization in terms of productivity, performance, agility, and creativity. Because of this, it's crucial to undertake short-term and longer-term improvement projects that use business process improvement techniques like Six Sigma, lean, or Total Quality Management.

Editorial Team
This article was written by Editorial a Consultant at Industrial Psychology Consultants (Pvt) Ltd

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