The do’s and don’ts of workflow management; a recipe for business success
We already know that workflow management can help to boost business efficiency by taking mundane and repeatable tasks, that could easily result in human error, and allowing technology to do what it does best – that is, provide a platform for the set-up, performance and monitoring of sequential tasks.
A good workflow management system should be flexible enough to cater for the ever-changing needs of an organisation; should assist employees by notifying them what they need to do and when; and should protect privacy and maintain data security. All of these functions are built into Kyocera’s range of MFPs, however, it’s important to remember that a system is only as good as the people who create the processes behind it.
This article looks at some of the Do’s and Don’ts of applying workflow management in the hospitality sector and when summarised, these recommendations are actually applicable across all industries. These points are noteworthy and worth sharing with your customers:
Don’t make a bad process electronic
Problems aren’t going to magically disappear just because you automate them. If anything, it can do more harm than good – particularly if you automate bad processes across multiple functions. Be sure to review your policies and make the necessary adjustments before going digital.
Do collaborate and share resources
An organisation can make the most of workflow management by sharing digital services across departments or separate brick-and-mortar divisions.
Don’t neglect data security
Sensitive IP, financial and HR information can be vulnerable to cybersecurity threats, which makes it essential to handle this information with extra care. Choose a platform that has the quality assurance of strong protection against unauthorised access and data loss. When it comes to cloud systems, verify where your data will be stored and under what conditions.
Do look at ways to save paper and the environment
Creating greener processes and using less paper has been a longstanding drive for Kyocera. Our ECOSYS printers create less waste and have a low cost per print. Our own internal workflow processes have been digitised and negate the need for paper.
Don’t reinvent the wheel
By choosing a trusted workflow management solution from Kyocera, clients have the assurance of partnering with a company that has experience in providing the right solutions to address a company’s pain points.
We take the complexity out of workflow management software and design a solution that works for our clients from day one. A helpful document produced by Kyocera Document Solutions Europe is a Whitepaper titled ‘Workflow Management: The path to boost profitability.’
Ultimately, the businesses who will be leading markets in years to come will be those who most actively embrace new document management technologies, so encourage customers to make the change.
Ian Dury - Manager: Business Support - KYOCERA Document Solutions South Africa
