How to implement a workflow system?

The decision has been made

If you are convinced that your organization needs a workflow system (you can read about what a workflow system is and whether it is worth implementing here), then it’s time to act.
There are at least a few ways. Here we will address two of them.

By the Book

  1. Find an analyst, preferably an external one not affiliated with a single software vendor, to help your organization determine what processes should be included in the scope of the implementation, and then define them. Our experience suggests that it’s a good idea to start with a limited scope, such as two key processes, and only implement others in successive stages. Implementing ten at once will take “ages” and carry a high risk of failure.
  2. On the basis of the analysis, choose a system and a software provider. In our opinion, the key is to be guided by the criterion of the chance of implementation success (unfortunately, many IT implementations fail). Of course, in the real world there will be many factors that will limit your options and force you to make compromises, the most obvious of which will be budget.
  3. Sign a contract so that your interests are protected. Pay attention to, among other things, copyright, maintenance costs, the possibility and cost of modification when your needs change, and even the permissibility of changing suppliers if for some reason you were no longer comfortable with your chosen one.
  4. Take care of issues related to integrations with external systems. Remember that this important area is likely to involve multiple parties (different vendors), check technical and formal possibilities. If you are changing the system – discuss issues of migration of historical data.
  5. Implement a workflow system and enjoy the results. Monitor, modify, streamline and expand to more business areas.

Who is this path for?

  • you can budget significant resources for preparatory work, implementation and subsequent maintenance,
  • the processes you are thinking about are critical to your organization (e.g., they are its core business),
  • you have enough time,
  • your organization has adequate resources (analytical, substantive, IT, legal, etc.) or can acquire them.

 

In Vogue

 

Do it yourself or with a little help.

This path has many enthusiasts, but also a large group of opponents.

To use an analogy, one can cite an example from the furniture industry. We can order a piece of furniture created to our order based on a unique design; or we can order a ready-made product, which will be delivered to us and assembled by a professional team, which in some cases will also make minor modifications – to fit our needs. Finally, we can use a ready-made product, which we ourselves will bring home and assemble based on instructions – often modular, which will allow many modifications and adjustments. Of course, in the latter case, too, it is possible to use external support – not necessarily the manufacturer.
There are workflow systems on the market that are quick and easy to implement, which of course may (although not necessarily) involve making many compromises. The providers of some of them will not allow, for example, installations on your server, modifications, integrations, flat-rate billing unrelated to the number of users, instances, space, etc.
However, there are also those that are not particularly different from the so-called traditional ones, and allow you to start with simpler and cheaper implementations, while at the same time giving you the opportunity to later migrate to more complex versions with extensive capabilities.

Who is this route for?

  • you don’t have a big budget (or maybe you don’t have one at all),
  • you want to test different possibilities before reaching for a target solution,
  • the system you are looking for is to handle less critical processes, such as in the back office,
  • you don’t have time for a long implementation – the processes are supposed to take off in a few weeks (or maybe even days).

I can’t make a decision

 

Which of these paths is better for your organization depends on many factors.

When you can’t decide, consider the following approach:
Use gateway #2 (In Vogue) in the least expensive form possible, thinking about both the cost of the software and your or an external involvement. Adopting such a solution is a good test of whether a workflow system will even take hold in your company and fulfill its role.
It may show that it is sufficient and you don’t need to invest in anything more expensive. Or it may show that you definitely need to look for another system or method of implementation, but then both you and your organization will already be at a completely different level of knowledge and will know exactly what to look for when making the target choice.

 

How to get started with Dew-X?

Electronic document workflow – for whom and what is it?

Many entrepreneurs and managers would like to implement an electronic document workflow system in their companies. Digital transformation, digitization of documents, DMS… these are very current topics and there is a lot of talk about them in business. It seems that the sooner these solutions are implemented in companies, the better.

However, how to assess whether a company is ready for electronic document workflow? There are several issues that are worth analyzing and answering specific questions will give us an answer.

What is document workflow?

We deal with the circulation of documents every day and this was happening long before the era of computers. The company receives an invoice, employees fill out leave applications, offices send letters, contractors submit offers in tenders, management board members sign contracts… All these activities generate the need to involve specific people in the document workflow process. Each document sometimes goes through a certain formal path several times, it is repeatable, according to a pattern created by a given company, institution or office.

aplikacja workflow dew-x

This process, described in its most abbreviated form, is nothing more than the flow of information between various people or objects. The information contained in the documents is processed. This process of document flow among people who perform a specific set of activities is called “workflow”.

Electronic document workflow – what is the difference?

This type of document circulation is, of course, digitized, i.e. supported by information technology. It is very likely that in every company that has a computer, handles e-mails, uses accounting programs, electronic signatures or stores scanned documents – electronic document workflow takes place.

However, business owners may feel somewhat dissatisfied and feel that this “involuntary” electronic document flow is not sufficient because it is not formalized in any way. However, documents are often circulated in paper form, have stamps, and are written in a paper register. There is a desire to put this process into a specific framework.

How and when to do it?

It is worth helping yourself by answering one of the important questions: how many people participate in the flow of documents? One person is not enough to implement major changes, but a few people may be enough to start the process. Several dozen people involved in the daily circulation of documents is a situation in which action should definitely be taken.

The next question concerns the mode of work – does it take place stationary in one location? If so, the flow of documents and matters is simple and does not require radical changes and digitization, because the path of their circulation is short and not time-consuming. However, in a situation where we are dealing with work in several offices, company branches, locations, or even remote work, a workflow system seems to be necessary.

Is Electronic Document Workflow profitable and does the investment ever pay off?

This is an issue that is difficult to assess unambiguously, because a lot depends on the company owner’s definition of “profitability” in a given industry. The document workflow system optimizes administrative work, commonly known as the “back office”. This type of work usually never brings an increase in sales, it is aimed at generating savings rather than profit.

narzędzie do workflow aplikacja Dew-x

The purchase and implementation of a workflow system is not cheap either. Subsequent maintenance of a given system also costs money. Internal costs should also be added, such as the involvement of people in training the team.

“We’re probably not ready for this…” – what then?

Let’s not give up. The market has several systems that operate in the “cloud” and are equipped with predefined templates of popular processes. Checking such a solution is a good test of whether the system will be accepted at all in a given company and will fulfill its role. Sometimes it turns out that it is sufficient and there is no need to invest in expensive systems, and sometimes companies decide to make purchases seeing a number of benefits. It is worth knowing that from 2022 there will be one modern and completely free document workflow system.

Invest in people

Implementing a workflow system often comes with a number of concerns. Most often in the context of employees whose bosses state that they are not ready for changes and prefer the traditional form of document flow. Life often proves that this is not true.

People are afraid of change, and fear most often only has big eyes. Leaving your comfort zone requires strong determination. Managers will play an important role here as they must be the driving force behind good, long-term changes.

Using free document workflow systems will primarily allow the team of employees to get used to a possible new work pattern. They will feel the benefits themselves or verify what needs to be improved. Only then will it be worth making the decision to invest money. Because a good investment is certainly one that we are sure is being used appropriately.

Are you interested in implementing a workflow system in your company?

Use our fully free Dew-X application, which will make document flow in your company simpler and more effective. Contact us now to easily and quickly manage everyday processes in your company with this tool.

2023 Global Software Buying Trends Gartner Digital Markets

The Gartner Digital Markets report identifies Top 9 software investment trends to watch in 2023.

 

It’s all interesting, but Trend No. 3 caught our attention in particular, which shows that 69% (a sample of over 1,500 companies in five countries) of buyers struggle to justify and fund new technology investments. In a broader context, this may be closely related to economic uncertainty, which has been identified as the biggest business challenge in 2023 (Trend No. 1).

 

We have similar observations. Most of the Dew-X users we spoke to indicate that the main reason for interest in Dew-X is its free nature or low cost of implementation and maintenance on-premises.

The latter aspect closely corresponds to the security concerns, which is highlighted by 37% of buyers in the Gartner Digital Markets report. In our case, about 5% of organizations expect a higher level of security than offered in the shared version, which they understand as the possibility of installing the system in their own infrastructure or in a cloud of their choice and control (which, of course, does not exhaust the subject of security). This is one of the most important selection criteria for them, next to the functionality of the software and ease of use.

Coming back to Trend No. 3, 41% find compatibility with existing systems as a challenge, and 40% struggle to identify the right technology. We are also doing well with these two areas. In the first case, there is an API and optional integration services at your disposal, and in the second case, it will partly help to be able to test the software at no cost (except, of course, your own commitment) in the full range of functionality.

 

Link to the full report

“Estonian” workflow

Author: Jan Trawiński

Art. 15zzzzzu. 1. The restrictions referred to in Art. 15zzzzzo paragraph. 2 pt. 2… something about the Estonian workflow

When we think about the intricacies of Polish regulations, we feel terrified. VAT, PIT, CIT, COVID – it’s a pity to talk. I have not heard anyone say they are in favor of complicating them further – rather, we only hear voices for simplification and rewriting.

On the other hand, whenever we have the opportunity, we complicate ourselves as much as possible. The implementation of document and case workflow processes is a good example of such an action. The emergence of an electronic system sometimes even encourages to confuse the procedures that exist before implementation – because such an opportunity arises. As a result, monster processes are created, of such a complexity that even reading their maps requires a lot of determination and experience.

Can it be otherwise?
I believe so. I think that if the maximum simplification of processes was one of the basic goals of the implementation, this would be the case.

I’ve found that one way to do this is to divide large processes into several smaller ones. To illustrate this example, let’s take such a holiday request process. It usually combines various types of absences: vacation leave, occasional, on demand, child (maternity, paternity – parental and child-care), training, unpaid and all forms of paid and unpaid absence of service providers.
Now let’s think about the map of such a process and its complexities – actors, types of decisions, conditions, etc. To design something like this, you need an expensive analyst (and it’s still quite a simple process, comparing it, for example, to some invoice workflows).
Meanwhile, if each case was designed separately, then “clicking” one of them (forms and flow) without drawing a map at all would probably take several minutes. Moreover, filling out simpler forms would also be much more convenient for later users.

Of course, we, the suppliers of workflow systems, are also to blame for this state of affairs. Why?
First of all, we do not all agree with my thesis that simpler is better.
Secondly, the implementation should be shrouded in a fog of secret knowledge, reserved only for initiates.
Thirdly – we license per process and / or earn money on implementations.

With this in mind, I leave you reflecting, dreaming about an “Estonian” workflow.

Attention!

In Poland, the verb “cekolować” is very popular.

Generally speaking, it means smoothing the walls. It comes from the name of the Polish company CEKOL, but today it is like “hoovering”, which broke away from the Hoover Company and lives its own life.

CEKOL continues to set trends. This time starting with an amazing loyalty program.
CEKOL TEAM is a combination of gamification, military fun and a way to earn additional income.

BlueDew joined this project at a very early stage, when there was only an idea and the concept of its implementation was just being born. It must be said that we were drawn to it, among other things, thanks to the enthusiasm of Krzysiek Rozwadowski – privately a military fan and blogger, and co-founder and CTO BlueDew.
It can be said that we have completed this project, using construction terminology, in the “design-build” model. We acted as we like best – not only as an IT company, but also as a business advisor – we were able to fully use our potential.

We worked with a professional, friendly and very committed team on the side of CEKOL, consisting mainly of people from the marketing department, but also from accounting and finance.

We have integrated with the external financial and accounting system.
The marketing website of the loyalty program was made by OK-Interactive, so we took advantage of the synergy and avoided any misunderstandings.

The effect of many months of work is awsome. A great loyalty program and a very good IT system thanks to which it can be implemented.

We keep our fingers crossed and look for commercial success!

More about Cekol Taeam https://cekolteam.pl

Our products: dedicated systems, business analyzes, consulting

Join the Cekol Team

Remember The Garden!

A new attraction has been created at OBC. On the ground floor, next to the highest of the “Olivia Star” office buildings, you will now find the Garden. 8,720 m3 of greenery, 4,000 plants from 150 species from four continents. In addition, there is a concert stage, a restaurant and a mezzanine.
Relax in the heart of a huge business center.

We also have a small contribution to the organization of this project – it is our system that allows to manage the traffic of residents as well as book and purchase admission tickets, also in variants combined with the Observation Deck on the 32nd floor.

Our products: dedicated systems

We invite you to book your visit https://bilety.oliviastar.pl/buy-ticket/en

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Time is money

Is the second a lot?

Multiplied by hundreds of people and thousands of operations, many hours saved – it’s worth analyzing and optimizing.

In one of our implementations, thanks to the registration of working time and completed tasks for several hundred people, we managed to save a few of full-time equivalent.
Our knowledge and tools can contribute to huge benefits.

Our products: DEW-Collar, DEW-1, business analysis

Will art defend itself?

Beautiful architecture also requires marketing and technology.
It is worth showing yourself from the best side in the net.

Below is a link to the website we have made for the architectural studio.

Our products: design and implementation of websites

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Article in THINKTANK Magazine

In the THINKTANK Magazine was published article on the process optimization (only in Polish).
It contains three interesting case studies on the use of the DEW-1 information system.
Perhaps one of them will be inspiring for you.

We recommend and invite you to read it.

Download

Lift to heaven?

Even this has to be managed.
Booking system – simple on the front, sofisticated in the background.

Sometimes it is not possible to use ready-made solutions – either they are not available or they do not meet all the requirements. Then the solution is dedicated “tailor-made” systems.

Our products: dedicated systems

By the way, we invite you to visit the observation deck with a spectacular view 🙂

Book now
Flow BlueDew

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