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Whether it’s processing an invoice or launching a new product, a workflow is the map that guides a task from start to finish. A workflow management system (WMS) takes that map and ensures you have the most efficient route from start to finish, avoiding any obstacles along the way.

A WMS also aims to minimize manual work and effectively allocate responsibilities. It’s a tool that essentially allows you to look at every aspect of a workflow and find if there’s a way to do it better. When this is done for every workflow, the whole business ecosystem is improved. 

7 Ways workflow management systems make teams more efficient

These are the top methods for getting more efficiency from your teams through optimized workflows:

1. Streamlining task assignment

A WMS contributes to better task delegation, making it easier to assign tasks based on skill, employee availability, and urgency. Tasks go to the right people at the right time, preventing work from being delayed or any overlapping responsibilities. 

Clear task assignments prevent confusion over who should be completing work so everything runs more smoothly and backlogs or bottlenecks are minimized. A workflow management system will usually have features like deadline setting and task prioritization, making it simple to get work done on time. 

Automated task allocation is another great capability of a WMS, eliminating the slow work of managing tasks manually so managers have more time to focus on the higher-level parts of their role. Overall, workflows are streamlined by this level of automation, getting everything running like a well-oiled machine.

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2. Improving communication and collaboration

Good communication and open collaboration are important for any business, and a WMS can help improve both. For example, communication tools, such as messaging and file sharing, can be integrated into the system, making it simple for teams to share updates and discuss tasks in a centralized location.

Communication is no longer fragmented across multiple channels, meaning information silos are broken down and it’s easier to track tasks and solve any issues quickly. Task progress then tends to move quicker, with fewer hold-ups and miscommunications.

What’s more, notifications and alerts keep everyone in the loop so everyone gets important information about tasks instantly and nothing that requires action gets missed. All of this helps create a more connected and productive environment.

3. Enhancing time management

Visibility into the inner workings of workflows is needed to understand how well time is being managed, and a WMS has the ability to give you x-ray vision. It offers features such as timelines, calendars, and Gantt charts that allow everyone to see clearly what needs to be done, who should do it, and when it must be finished. 

As a result, you get a better understanding of where improvements can be made. Plus, the time-tracking tools of a WMS reveal where workloads may be unbalanced, with some personnel being overburdened and others underutilized. With this information, business leaders can make better decisions about work allocation to alleviate stress and create a fairer system.

These time management benefits of a WMS are amplified even further when used in conjunction with solutions like professional services software, which optimizes resource allocation and generates detailed reports, to further understand how effectively employee time is being spent.

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