35 processes you should be automating now!

35 processes you should be automating now!

35 processes you should be automating now!

Bogged down with manual tasks? There’s a fix for you. Each of these processes can be automated in hours. Without developers.

Without code.

Automate these and you’ll be humming.

PROCESSES FOR PEOPLE & CULTURE

  1. Employee onboardings
  2. Employee exits
  3. New starter document requests
  4. Policy sign offs
  5. Quarterly reviews
  6. Hiring requests
  7. Leave applications

PROCESSES FOR IT

  1. Change management requests
  2. Application access
  3. Application removal

PROCESSES FOR HEALTH & SAFETY

  1. Incident reporting
  2. Health & safety inductions
  3. Hazard identification

PROCESSES FOR PRODUCT

  1. New product development
  2. Product changes

PROCESSES FOR SALES

  1. New customer onboarding
  2. Special pricing requests
  3. Price changes

PROCESSES FOR FINANCE

  1. Purchase card applications
  2. Invoice processing
  3. CAPEX requests
  4. OPEX request
  5. Expense reimbursements

PROCESSES FOR OPERATIONS

  1. Non-conformance reporting
  2. Assigning a new contractor
  3. Quality checklists
  4. Log sheets
  5. Idea to initiative evaluation

PROCESSES FOR CUSTOMER SUCCESS

  1. Conducting quarterly customer check-ins
  2. Managing customer complaints
  3. Providing customer support
  4. Manage at-risk customers

PROCESSES FOR REMOTE WORKING

  1. Remote work requests
  2. Remote working policy sign off
  3. Remote workspace setup

Essential Processes for
Health & Safety

Build Your Digital Processes

Looking to upgrade from paper Health & Safety forms and incident reports?

Our latest playbook gives you the processes needed to keep your employees safe at work.

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Release Notes – 2021 R1

Release Notes – 2021 R1

Release Notes – 2021 R1

With our latest release, Flowingly becomes the ideal solution for organizations looking to get complete visibility over their processes, without hiring a team of SharePoint developers.

Process visibility is still way harder than it needs to be. Most organizations have no way to track submissions, tasks and approvals in real-time.

More importantly, their employees have to rely on their to-do list or Outlook Calendar to remind them what tasks they need to do.

Chances are, your organization is running into these exact issues today:

  • You follow up on requests via email or Teams.
  • You are missing SLAs because someone somewhere forgot to do their bit.
  • You have NO IDEA what stage your employee and customer onboardings are at.
  • You don’t have a complete picture of your process compliance, and neither do your auditors.

Want to change this? Keep reading to learn more, or get a trial now.

New: Current Step Visualizer

Ever wanted to pull up a Flow and immediately understand where each Step is sitting?

Or maybe you’ve hit the SUBMIT button and wondered what happens next?

Or even been tasked with a Step and need to quickly see what has gone on before?

Now you can.

With the Current Step Visualizer, you get an immediate visual of where every Flow is sitting. Each Current Step will be highlighted in blue.

This is super handy for complex Flows or Flows that span multiple departments. Think about your Customer Onboarding Flow. At a glance you can see that the Finance team has sent the invoice, but that it hasn’t been paid yet. That the Account Management team had a successful intro session and has booked their second onboarding meeting. That Support has completed all of their tasks and that the customer is set up in your service desk.

This means more transparency and visibility for both employees and senior management.

New: Step Reminder

In a perfect world we’d all have flawless memories. We’d never forget the tasks that we need to do.

Unfortunately, that’s not the case and we struggle to remember the hundreds of tasks that we need to do in our work week.

Introducing Step Reminders.

When building a Flow, you now have the ability to add a Step Reminder. In the event that the Step hasn’t been completed, this reminder will send the user a reminder at 9am X days from the day the Step was created.

An optional field, the Step Reminder will help your employees stay on top of critical tasks and plan their days ahead of time.

Combined with the new Current Step Visualizer, this takes your organization’s task management to the next level.

New: Cancellation Email

Ever wondered where one of your Flows went, only to realize that it was cancelled by someone else?

No longer.

With the new Cancellation Email feature, when a workflow is cancelled by an authorized user the initiator will receive an email notification to say so.

Like Rejection Emails, the Cancellation Email will also contain a mandatory Comment field where the user cancelling the Flow will need to explain the reasoning. They will also have the ability to include other users within the email to notify all relevant parties.

Upgraded: User Delete prompt for databases

Business Admins will be happy to hear that the User Delete prompt will now apply to databases!

Previously, when you deleted a user you would be prompted to reassign their Tasks and Approvals.

Now, if that user is also listed in a database, you will be prompted to automatically replace that user with a new one.

This makes system governance easier than ever before, especially for those with large user numbers and multiple databases.

Upgraded: Step Statuses

Most workflow tools give a basic status of an overall workflow. If it’s in progress, completed or rejected.

But that’s not much help when you have strict compliance regulations to meet. When the auditors want to know exact details. Like where and why things were rejected. Or why certain steps were abandoned.

When the auditors are looking through your Non-Conformance process you don’t want to have to clarify exactly what has happened at each stage.

With our Step Statuses, we aim to make your Flows tell the entire story.

The new Reject, Sent Back and Abandoned statuses give users a greater understanding of the history of a Flow. They can now see which Step a rejected Flow was sent back to, and which Steps were abandoned due to a rejection.

As a result, your Flow reports will include a more detailed audit trail than ever before.

To learn more about how Flowingly can help you manage requests, tasks and approvals with real-time visibility get a trial today!

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Onboard & Induct A New Employee

Onboard & Induct A New Employee

Onboard & Induct A New Employee

A quality onboarding experience is the single most important step to getting a new staff member to an operational level quickly. Sadly, this is a process that many organizations only pay lip-service to.

If you’ve been lucky enough to join a company with an exceptional onboarding experience, you’ll know just how powerful it is. The benefits are endless. Better understanding of company culture. Improved grasp of responsibilities. Increased performance through better training. Decreased time to becoming fully operational.

1. Send Welcome Email and Request New Employee’s Details Manager

What better way to kick-off the new employee’s experience than with an email welcoming them to the company! This is a great way to introduce them to the company culture and set the tone for what they can expect going forward.

Use this opportunity to request the employee’s details, such as their tax details, superannuation info or their working visa. This will save you more time on their first day.

2. Complete New Employee Basic Information Manager

Once the manager has the employee’s basic information, they can collate it into a standardized form for the HR team.

When building this process, it is the responsibility of the HR team to outline exactly what they require to process a new employee. If it’s not outlined in the process, the manager will not know what is required.

2. Complete New Employee Basic Information Manager

Once the manager has the employee’s basic information, they can collate it into a standardized form for the HR team.

When building this process, it is the responsibility of the HR team to outline exactly what they require to process a new employee. If it’s not outlined in the process, the manager will not know what is required.

3. Approve Employee Paperwork & Enter in HR System Human Resources

This step is where the HR team enters the provided details into their systems. The first action is to check that all the requested details have been entered correctly. If not, the process can be sent back to the manager to fix.

We use a combination of a task list and an approval in this step. This could be split into two, however the best processes are nice and simple. This creates no unnecessary wastage and less admin.

4. Prepare Employee’s Desk and Laptop IT Services

Now that the basic information has been covered, it’s time to setup the employee’s tool-of-trade. IT can simply come in and follow a quick checklist outlining what the employee requires. A handy addition to this step would be a quick video on desk ergonomics!

Optional extra: Some companies may require a stack of software to be setup for the new employee. If this is the case, additional fields can be used to inform IT of the required software. This removes the hassle of back-and-forth emails over logins during the first couple of weeks.

4. Prepare Employee’s Desk and Laptop IT Services

Now that the basic information has been covered, it’s time to setup the employee’s tool-of-trade. IT can simply come in and follow a quick checklist outlining what the employee requires. A handy addition to this step would be a quick video on desk ergonomics!

Optional extra: Some companies may require a stack of software to be setup for the new employee. If this is the case, additional fields can be used to inform IT of the required software. This removes the hassle of back-and-forth emails over logins during the first couple of weeks.

5. Issue New Employee Items Administration

It’s now Day 1 of the employee’s new job and they require some basic items to become a fully-functional employee. Things you might want to include here:

  • Mobile phone and charger
  • Security door key
  • Swipe card

If you’re more advanced with your processes, you would link this up with your employee exit process. This would allow you to mark off these items as returned at the end of employment.

6. Complete Activities by End of Week 1 New Employee

As we all know, the first week at a company can be a bit of a blur. Most organizations have a standardized approach. This step of the process should be a simple checklist, where the employee can check off that they have been introduced to the team, gone through an H&S induction, had their photo taken and more.

6. Complete Activities by End of Week 1 New Employee

As we all know, the first week at a company can be a bit of a blur. Most organizations have a standardized approach. This step of the process should be a simple checklist, where the employee can check off that they have been introduced to the team, gone through an H&S induction, had their photo taken and more.

7. Complete Activities by End of Month 1 New Employee

The key to an effective onboarding is having specific timings and goals. It is important for the manager to set aside time to understand how the employee is tracking and to give them feedback and coaching. Many businesses have their new employees spend time with different parts of the company.

The end of month 1 is a great time to get together and review the key takeaways that the employee has had in their first few weeks. This step may include a review of what the employee has learned and opportunities for company improvement that they have seen with fresh eyes.

8. Complete Activities by End of Months 2 & 3 New Employee

By now the employee should be progressing to an operational stage. This is a good chance for the employee to review their learnings and sit down with their manager to evaluate their progress. It is important to capture feedback at this step. This will help management understand the effectiveness of the onboarding process, and whether it requires further improvement.

8. Complete Activities by End of Months 2 & 3 New Employee

By now the employee should be progressing to an operational stage. This is a good chance for the employee to review their learnings and sit down with their manager to evaluate their progress. It is important to capture feedback at this step. This will help management understand the effectiveness of the onboarding process, and whether it requires further improvement.

This is an excerpt from Flowingly’s process guide, Essential Processes for Human Resources.

Proven Processes to Streamline Your HR Journey.

Discover the building blocks of process improvement.

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The Best Features from 2020

The Best Features from 2020

The Best Features from 2020

Last year Flowingly focused on a rapid release of new features which had been requested by our customers, so here are a few of the key ones in case you missed them. We are shortly set to release our first update of 2021 so stay tuned!

#1 Rules Engine

Next time you create or edit a workflow step you’ll notice a new Rules tab alongside the Details and Form tabs. This new rules tab allows you to use If This > Then That logic to direct a workflow. The first rule to be released will allow you to set the Assignee of a future step based on an action taken in a previous step.

Using a Database, you can now assign a Step based on relationships within that Database.

#2 Map UI

Interact with Steps directly from the Runner! Using the new map interaction features, users now have the ability to see at a glance exactly what is required at every stage of a process. This means you no longer have to open up each map, just click and drill-down!

This makes for easier navigation and access to the exact Procedures, Policies and Work Instructions that sit within a process.

#3 Process Details

Ever wonder who the owner of a process is? Or need a bit more context around the purpose of the process?
You now have the ability to add more details into a process summary. The following fields can now be edited by admins and accessed by users: 

  • Process Owner
  • Process Review Date
  • Background
  • Objective
  • Input
  • Output

This now gives an admin more specified information on the objective of a Workflow and what changes could be made to improve the process.

It’s also good to mention some favourite new functions based on feedback. Knowing how our customers use the platform helps guide development on what features we add next.

# Printer-Friendly Flows

We’ve improved the export Flow functionality and allow users to save it in a more printer friendly format.

The new document now includes a comment section which will include all comments added by workflow users while the flow was in progress.

A common use-case is to include comments made on an expense request process, printed for archival purposes.

# Table Sums

Table sums can now be used as a value in subsequent steps. This means that you can pull both currency and number sums direct from a table, either to display them easily to a user or to help route your Decision pathways.

You can also use the sums within formula fields and custom emails. So, if you have a column in a table that captures amount, in another column you could capture discount rate, and in a formula field below you could calculate the discounted rate.

This opens up a range of possibilities, especially for all those using Flowingly for financial workflows such as CAPEX or Expense Management.

That was the best of last year but with 2021 we have plans for more functionality and simplification as we move to make Flowingly the best possible process and workflow platform for our users. If you have feedback or questions about what you would like to see, please leave us a comment.

Thanks for taking the time to read the blog and we look forward to bringing you more great features throughout the coming year.

If you’d like to learn more about how Flowingly can help you manage approvals, tasks and workflows for your business, get a trial today!

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Control Hazards & Risk In The Workplace

Control Hazards & Risk In The Workplace

Control Hazards & Risk In The Workplace

Worksafe New Zealand recommends organizations continuously review workplace health and safety by following the Plan-Do-Check-Act framework.

The Control Hazards and Risks in the Workplace automated process is aligned with this framework and ensures that hazards and risks are identified, reported, assessed, and mitigated as part of daily operations.

This process also completely replaces manual paper-based health and safety forms. Having lots of paperwork does not equal good health and safety. However, having clear, easily accessible, and engaging health and safety processes, enables a positive health and safety culture, and significantly reduces risks in your organization!

1. Identify Hazards Initiator

The process can be kick started by any staff member who identifies a hazard, or as part of a routine health and safety inspection.

A good place to start is analyzing situations that can be an immediate threat or cause harm. These often occur in:

  • The work environment
  • As a result of how tasks are performed
  • Plant and materials
  • Workplace design and management

2. Assess Risks H&S Coordinator

If hazards were identified, then is important that the risks associated to these hazards are assessed. Assess each risk using the Risk Assessment Table to determine:

  • The severity of the risk
  • The likelihood of the risk occurring

Then assign the risk to a Risk Manager who will control the identified risk(s).

2. Assess Risks H&S Coordinator

If hazards were identified, then is important that the risks associated to these hazards are assessed. Assess each risk using the Risk Assessment Table to determine:

  • The severity of the risk
  • The likelihood of the risk occurring

Then assign the risk to a Risk Manager who will control the identified risk(s).

3. Control Risks Risk Managers

The Risk Managers will now receive a notification to control the risks.

It is recommended that all identified risks are completely eliminated from the workplace. However, if this is not possible then risks should be minimized in a practical manner.

4. Approve Risk Controls H&S Coordinator

Once controls are put in place to eliminate or minimize the risks, the H&S Coordinator will review their effectiveness and approve. If some controls are not effective the flow will go back a step, until all controls are found to be effective.

4. Approve Risk Controls H&S Coordinator

Once controls are put in place to eliminate or minimize the risks, the H&S Coordinator will review their effectiveness and approve. If some controls are not effective the flow will go back a step, until all controls are found to be effective.

5. Update Risk Register & Continuously Improve Risk Managers

A risk register is a central database for the organization’s risks and controls. This database could live in Flowingly or it might be managed in a different system. Keeping the risk register updated is essential and significantly increases regulatory compliance. Also don’t forget to always look for opportunities for continuously improving H&S in the workplace!

This is an excerpt from Flowingly's guide on Essential Processes for Health & Safety.

Proven Processes to Streamline Your H&S Journey.

Discover the building blocks of process improvement.

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