Why you need business processes and workflows

If you want your company to have the clearest, most efficient and structured workflow possible, you need work processes and workflows. Why process optimization makes sense and what to look out for in the process.

Process optimization is there to analyze and document workflows, uncover weak points and optimize the workflow. In addition, higher quality and cost savings are the goal. We now work our way through the process from top to bottom and start with the definition.

What is a workflow?

To answer this question, we need to start at the top with the structure.

The whole construct is called a business process. This is used to achieve a business goal. It is the generic term and is made up of two levels:

1) The process level

The process is basically a sequence of activities or actions that has a predefined starting point and an end goal, such as the creation of a document.

2) The activity level

Um einen einzelnen Prozess zu bearbeiten und abzuschliessen, braucht es unterschiedliche Aktivitäten, die meist von unterschiedlichen Mitarbeitern durchgeführt wird, wie etwa der Informationsbeschaffung für die Erstellung des Dokuments.

The workflow

The workflow is the automation of the above-mentioned process. The activities are broken down to the smallest steps, which determine, for example, who has to do what by when with which tools so that the process can be completed.

What the workflow needs to define:

• Who has to do what by when?
• Who has to file what where?
• What is it done with?

Why does it need a workflow?

Once a workflow has been created in the system, it takes over the majority of the originally time-consuming tasks from individual employees. Work steps that required communication and coordination between different departments are now automated and ensure that you have time again for more important things.

Advantages of workflows

• Increase productivity and efficiency
• Reduction of downtime and errors
• Easy access to information and files
• Possibility of flexible adjustments in work processes
• Assurance of workflows
• Less communication effort
• Definition of clear responsibilities and roles

What does such a workflow look like?

Let's take an example from recruiting. A job is advertised, followed by applications and interviews. The complete procedure that follows is basically always the same, only the protagonists change. To what extent can this be made more efficient?

The process so far might look something like this:

1. The sales department needs a new employee.
   
   • Job criteria and requirements are defined by the Sales Department Manager.
   • HR formulates a job description from this.
   • The sales department manager gives his OK.
2. HR publishes the position.
3. Applications for the sales position are coming in.
   
   • HR screens applicants.
   • HR sends potential applicants to sales department managers.
   • Sales gives its feedback to HR.
   • HR and sales coordinate their appointments.
   • HR invites applicants.
4. HR and sales interview applicants.
5. HR and sales discuss.
6. It is decided to hire the applicant.
7. HR conducts contract negotiations.
8. New employee signs the contract.

An automated workflow designed with HR software, for example, is much more efficient and shorter.

1. The sales department needs a new employee.
   
   • Sales creates the job in the system including criteria.
2. HR switches the job to external and internal at the same time.
3. Applications arrive (with the information about which portal).
   
   • The software algorithm suggests which candidates (on the criteria) fit or not.
   • HR and Sales review candidates simultaneously and in the same overview through system assignments. If one gives feedback, the other is automatically notified.
   • Candidates are invited via mail (message history is saved).
4. HR and sales interview applicants.
5. Feedback is passed directly through the system.
6. Contract and employee is automatically recorded and documented in the system.
   
   • Candidate signs the contract.

By creating it in the system, the candidate is already fed in and can now be created as a digital personnel file. The entire message history and the documents from the recruiting process are still visible here. Through the recruiting workflow, the next workflow for onboarding can be started right away and different steps can run in parallel.

Recruiting by jacando has already automated these processes and leaves you more time for the really important things.

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