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.


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.

Creating a Culture of Process Improvement

Starting your process improvement journey is a huge step towards business improvement. You’re on a journey that will have an enormous impact on the efficiency, culture and fortunes of your company.

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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.


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


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


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


  1. New product development
  2. Product changes


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


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


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


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


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

eBook – Essential Processes for Health & Safety

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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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 Capital Expenditure 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).

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.

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.

Essential Processes for Health & Safety

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