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Digitise workflows: How does it work?

Automation for more efficiency: This is how you can speed up your workflows with digital workflows.

What is a workflow?

The English term "workflow" translates into German as "work process" or "workflow". Thus, a workflow is a repetitive sequence of well thought-out and planned work steps and tasks to achieve a result.

Examples for workflows

  • The purchase of products, release by authorised representatives and invoice processing follow individual workflows in each company.
  • When customers complain to your support hotline and the requests need to be handled properly, you need customer-friendly workflows for this.
  • Posting jobs, interviewing and hiring result in an applicant process.

Digital workflow: What does that mean?

Properly implemented digital workflows accelerate individual work steps as well as the processes as a whole. This saves resources in the form of time, costs and human labour. In addition, the error rate is significantly reduced, which increases the quality of the work processes.

Digital workflows also ensure greater satisfaction among your customers: for example, if your company offers services quickly and reliably or produces products of the highest quality, this pays off positively in terms of customer satisfaction. Satisfied customers often become regular customers who bring you more turnover than new customers.

Why should you set digital workflows?

Take advantage of process digitisation and trim your workflows for efficiency. Efficiency means, among other things, that you do not use your professionals' time for unnecessary, redundant or monotonous tasks. Instead, have your employees perform more meaningful tasks. In this way, you can promote individual know-how and ensure better work motivation.

Where and how can workflows be digitised?

Very many work processes can be partially or even completely digitalised. Here are a few examples:

Digital invoice workflow

Incoming invoices (e.g. by e-mail) are automatically opened by a system, checked and assigned to the clerk for approval. Payment transfers, bookings and archiving can also be digitised and automated very well.

Digital Inbox Workflow

With digital incoming mail processing, letter mail is scanned, the contents automatically assigned to the appropriate recipient and made available via a document management system.

Digital workflow in a print shop

Special systems can significantly speed up the processes in a print shop. These ensure more efficient order acceptance, press preparation, packaging and delivery of the printed products.

Digital workflow in a car dealership

Appointments via online calendar, notifications via SMS, paperless processing of orders, contactless vehicle handovers via QR code and much more: many processes can also be digitalised at car dealers and garages.

Digital workflow in dentistry

From capturing with 3D scanners to modelling on the PC to transferring to the dental technician via the internet: Workflows at modern dentists and dental laboratories are very digital in order to save time and costs.

Digital workflow in mechanical engineering

In mechanical engineering, too, many processes can be digitalised and thus made more efficient. For example, simulations on the PC ensure that as many errors as possible are found before production, and digital twins map the behaviour of the real machine. Predictive maintenance should also go hand in hand with this.

Digital workflows at personnel service providers

Posting vacancies via social networks, automated appointment scheduling for job interviews or onboarding new employees via video courses: The recruiting of new employees and the subsequent onboarding can be significantly accelerated by digital work processes.

Digital workflows in administration

The times when documents were processed and archived in paper form should really be over. For example, document management systems (DMS) make it possible to do the "paperwork" fully digitally.

How can you digitise processes?

Digitising workflows is a project in which you should invest sufficient time, energy and budget. Because it does your company no good if you digitise bad processes or digitise good workflows badly.

Therefore, you should invest sufficient resources in planning the project. It is important to address these aspects, among others:

  • Selection: Which workflows should be digitised? Why these and not others?
  • Objective: What do you want to achieve with the digitisation of the workflows? Which key figures do you use to measure success?
  • Overview: Create an as-is inventory by closely examining and documenting the workflows.
  • Conceptualisation: Work out solutions on how you can make the selected workflows more efficient and better with digital tools and systems.
  • Innovation: Do not copy the old workflows 1:1, but create new, more contemporary and streamlined workflows.
  • Testing: Try to test your concepts in advance on a small scale via prototypes or MVPs (Minimum Viable Products) before you start with the big implementation.
  • Target group tests: Are the new digital workflows really better? Get user or customer feedback early and continuously.
  • Optimisation: Your digitisation project should not have an end. Instead, continuously work on adapting and improving your workflows.

Digitisation of workflows: Do you need support?

We are happy to help you with the conception and implementation of new digital workflows in your company. Simply contact us without any obligation!

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