Release Notes – 2021 R2

Release Notes – 2021 R2

Release Notes – 2021 R2

Introducing Flowingly Integrations

When it comes to reducing time spent on work-about-work, connecting your favorite tools is a no-brainer.

That’s why we’re so excited to announce Flowingly Integrations.

Flowingly Integrations gives you the ability to connect Flowingly with thousands of applications. That’s right. Thousands.

Here’s a quick look at some of the powerful ways your team can start to leverage Flowingly Integrations to maximize productivity, reduce errors and keep all your records up-to-date.

Populate an Excel or Google Sheet

Ever wished an Incident Report logged in Flowingly would automatically update your Incident spreadsheet?

Now it can.

As soon as your employee logs that incident, Flowingly allocates relevant steps and tasks to people around the organization. Using Flow Integrations, you can now have it automatically update your incident spreadsheet with each incident.

If your organization revolves around spreadsheets, this integration means that your employees don’t have to change the way they work.

Reducing system change? Check.

Reducing double handling? Check.

It’s a win-win.

Create a Trello card or board

Now this is exciting. Blending process management with project management.

When you’re kicking off a customer onboarding, there will be a standardized process. You’ll follow the onboarding workflow. Managing the handover from sales to customer success. Setting the customer up in your service desk. Making sure the invoice has been paid. That’s the process.

What about after the onboarding is done? At that point you’re entering project management territory. Things need to be more dynamic. More flexible.

Enter tools like Trello and Asana.

Using Flowingly Integrations, you can create project boards and cards automatically during the onboarding. No more double handling. No more copy-paste errors.

Free up your project teams to spend more time on projects, less time on admin.

Send a Teams or Slack notification

Make sure your teams are alerted to key updates in the channels they live in.

Flowingly natively supports email and mobile push notifications. With Flowingly Integrations you can now add Microsoft Teams and Slack.

With the integration, you will receive real-time notifications directly within Teams or Slack.

You’ll also receive the details that you need.

This could be a notification about a new supplier that employees can use. Including their catalogue and key contact details.

Or maybe it’s about an incident on the production floor. That a certain product run was found to be defective and has now been isolated.

Or just something super simple. An alert to approve your employee’s leave. That your new employee has signed their device policy. That your CAPEX request has been approved.

Schedule a Calendar event

Employees often enter times and dates into workflow forms. They might be specifying when a new employee is starting. Or when a project is set to start. Or maybe they’re setting a date for an employee’s farewell.

With Flowingly Integrations, you can have those time/date fields automatically create a Calendar event in Outlook.

This is a great way to ensure your calendar is kept up-to-date and, more importantly, that everyone remembers key events.

+ Many more recipes

Create an invoice in Xero. Update a CRM contact. Create an employee in BambooHR. With over 1000 applications to integrate with, the possibilities are endless.

For information on how to set these integrations up in your Flowingly environment, reach out to your Flowingly Customer Success Manager.

If you don’t yet have Flowingly, but want to see how it fits into your tech stack, get your trial now.

Let your tools do the work

Flowingly Integrations will not only save you time, they will help your employees focus on quality work rather than admin.

From reducing errors to automating manual tasks. Record-keeping to real-time notifications.

We are thrilled to help future-proof your tech stack and fast-track your digital transformation.

As a result, we’re making the employee and customer experiences better, ensuring that people get the information they need, in the systems they use.

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

Get your business Flowing

The quickest wins of process improvement

The quickest wins of process improvement

The quickest wins of process improvement

Nothing replaces a robust process review and improvement process but unfortunately, we don’t always have the capacity or the buy-in. The best way to build up momentum for a comprehensive process review is by quickly demonstrating value. Formal process improvement frameworks often incorporate quick wins into their early stages. Sometimes even these quick wins aren’t quick enough. With that in mind, we’ve developed a plan for a 15-minute session to help your team achieve more and get the ball rolling on BPI.

The 15-minute, extra quick, quick-wins session

1. Identify the attendees to contribute to the quick-wins session.

2. Communicate with transparency, explaining the session to attendees and describe which process(es) are in scope.

3. Ask the attendees to create a record of issues in the week ahead of the session.

A Record of Issues

Whenever a team member encounters an undocumented problem or area of improvement, create a new sticky note with the name of the process is and the root cause of what went wrong. Particularly look for tasks that were more difficult, cost more or took more time than they could have.

The session:

4. During the session, add all sticky notes to a white board or poster board. Classify each issue by process and remove any duplicates. Briefly introduce each issue to the group.

5. Ask the attendees to spend five minutes silently writing solutions and sticking them next to their respective issues.

6. Once the time is up, take a photo of the board as it is.

7. Ask the group the following questions, moving solutions aside as they’re excluded.

a “Are there any solutions on the board that are not within our power to implement?” b “Are there any solutions on the board that are risky?” c “Are there any solutions on the board that are not low cost?”

8. Assign remaining solutions to individuals to serve as the “change owners”

Follow up:

9. Follow up a week later with each change owner to document and support the changes.

10. Use documented outcomes to build a case for BPI.

11. Keep the list of issues, processes and suggested solutions for the initial stages of a process review.

Small wins build momentum

The key to getting a process improvement initiative off the ground is demonstrating value to stakeholders almost immediately. Importantly, process improvement can lose momentum almost instantaneously. If businesses are to succeed in moving forward, it’s vital to celebrate every win, no matter how big or small, and one should never underestimate the power of positive reinforcement.

You will find more content like this in our process improvement guide , Creating a Culture of Process Improvement.

Take your processes to new heights with our process playbooks. Discover the building blocks of process improvement.

Get your business Flowing

The best processes come from within

The best processes come from within

The best processes come from within

Empowering your team to own their processes.

Business processes are core to competitive advantage. All companies have them, yet very few companies acknowledge or mine them for their true value. So how can you define your business processes? It starts, carries on, and finishes with people.

Here’s how…

The people who will use the processes need to build the processes

Your staff are the lifeblood of your organization, without them, your business wouldn’t exist. That’s why it’s crucial to have them front and center on your business process journey.

Speak with your employees, work with them, watch them, listen to them, hear what they say and note down what they don’t. Your team often knows what the optimal workflows look like, which means by working with them you’ll have a more realistic, comprehensive business process understanding.

One other bonus of bringing staff on this journey is that they’ll be more likely to support any change that may occur as a result (and you know how much people love change) if they’re seen as valuable contributors.

Empowering

ownership of processes

We all know the feeling of getting burnt, with the affected part of the body telling the brain “ouch, something has to change because I can’t stand this for much longer”.

Businesses are no different. Employees are the equivalent feedback mechanism for the business, playing a critical part in maintaining and fixing business processes.

Apart from having employees build the processes so they’re invested from the start, what else can be done to encourage such ownership?

  • Set up a system that rewards employees for proactively seeking improvement.
  • Always keep key outcomes front of mind to create a bigger picture for their outputs.
  • Make the documented processes easily accessible so they’re always in mind.
  • Consider utilizing the feedback features of your workflow software so employees at any level can continually refer to other shared insights.

Creating a culture of Improvement

Just because you document your business processes doesn’t mean your employees will seek continual improvement, let alone prescribe to them. You need to create a culture of improvement, which has to happen from the top (in an Undercover Boss kind of way if needs be).

Through our experience working with businesses of all shapes and sizes, we’ve noticed two points worth keeping in mind when instilling a culture of improvement:

Highlight excellence In ordered to recognize the excellence, you first need to identify what it looks like in your business, field, or industry. Once this has been established, acknowledging parts of the business or employees will motivate the right kind of behaviour and drive business success.

Expect greatness Over time high performance is an achievement that’s progressively unlocked over time. Don’t expect excellence immediately, but rather take time in the planning phase to ensure you have a pragmatic timeframe. And also don’t settle for when you think you’ve ‘achieved’ excellence, because all you really did was reset the bar.

So where do the best business processes come from?

Take the governance approach to business processes. Ensure your employees drive the development of your processes, empower employees to own the processes and instill a culture of improvement.

This is an excerpt from Flowingly’s process guide, Creating a Culture of Process Improvement.

Take your processes to new heights with our process playbooks. Discover the building blocks of process improvement.

Get your business Flowing

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.

Get your business Flowing

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!

Get your business Flowing