How to Track Progress on Projects with Workflow Software

Tuesday, January 21st, 2020 by ehuezo

Workflow Software Tracks Processes for Efficiency

In complex business operations, it can be challenging to keep track of the progress of every project or job. Workflow management software helps by automating tasks and tracking progress in real time, which reduces manual labor and allows organizations to work smarter.

How Workflow Software Can Be Used for Tracking Team Progress

Application

Hiring is one area that demonstrates how workflow software can track team progress. Hiring new employees has traditionally been a process that relies on paper and people. With the paper system, candidates mail or email application materials that prospective employers review before scheduling interviews. In some organizations, reviewing applications may take days, if not weeks.

Once the top candidates are selected, their applications are typically forwarded to a department head. If the department head approves the candidates, he or she informs the hiring manager who calls them and schedules interviews. If other team members participate in the hiring discussions, it could take a few days for team members to review the applications and agree on interview schedules. By the time the hiring manager contacts candidates for interviews, the best may have accepted other jobs.

applicant

Workflow software can streamline hiring and make tracking progress easier because candidates upload information into a platform that can analyze applications or resumes and select the top recruits. The candidate enters demographic data into the system, so there is no need for human resources staff to enter data manually.

Anyone involved in the hiring process can review resumes immediately and rate applicants or enter comments. Teams can make the process more efficient by further narrowing the list of interviewees after reviewing the material. Everyone involved can track each stage of the hiring process. By having access to the team’s schedule in the workflow system, the individual responsible for setting up the interviews can do so without time-consuming emails or phone calls to coordinate schedules.

performance

Workflow Software Tracks Sales Progress

Understanding what works in sales requires regular review and analysis of marketing strategies, sales methods, and customer demographics. Workflow software provides real-time reports regarding actions that generate the most sales for your business. This information allows you to make adjustments that can increase sales.

Whether you use email marketing, direct mail, cold calling, social media, or a website to promote your products and services, it’s easy to track which contacts convert to sales. You can see which salespersons and strategies are most successful and where you need to place more or less emphasis. You can customize your workflow software to track any processes important to you. You can also demonstrate transparency since the system will generate reports for your stakeholders.

It is easy to set up workflow process automation to help your organization become more efficient and successful. Contact us at PerfectForms today and get started.

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How Business Process Automation Makes It Easier to Track Sales Inquiries

Friday, December 20th, 2019 by ehuezo

How Business Process Automation Makes It Easier to Track Sales

Form design software

Business process automation can replace manual labor for recurring business procedures. It minimizes cost, streamlines operations and improves efficiency. It helps reduce the amount of tiring paperwork that consumes time and results in worker dissatisfaction.

Here’s how business process automation will help you solve problems in your business and increase sales.

Streamlines Business Communication

Holding meetings every time you need to pass any message across takes away valuable time. Information sent among employees through emails, phone calls and talks can pass through quickly and effectively. Using the right automated system will help send messages to all in a uniform way that is understandable.

It also improves customer relations as communication lines are always open. Misinterpretation of emotions is limited as the voice is still professional. Automated messages also come in handy when there are no employees available to handle customers. The automated messages can still engage customers.

Reduces Production Time and Cost

Using business process automation dramatically reduces the time that goes into manual processes. The extra time the automation saves can be put into use for coming up with innovative ideas and adding value to the business.

Manual processes are more prone to inefficiencies and mistakes. The right workflow software, however, helps reduce the cost that arises from such errors. It also saves on labor costs that the business would incur if its employees were doing the work.

Enhances Customer Service

Survey worksheet with a pencil lying on top.

Paper surveys are passé, and they’re not great at collecting data that can be trusted.

Excellent customer service is vital for any business growth, and business process automation provides it effectively. When issues arise and a customer care agent is not available to solve them, clients will not be happy. Automation helps address the problems as soon as they appear, helping retain old customers and gaining new ones.

Storing customer details such as their purchases, queries or complaints through sales automation saves time. In case a customer calls, they don’t have to start giving the same information over and over again. It also makes customers know they are valuable to your business, making them come back again.

Improves the Quality of Goods and Services

Automation performs all processes with accuracy with little or no errors. It ensures there is efficient usage of materials, which reduces waste. As it requires less human labor, there’s a reduction in workweeks, allowing workers to rest and saving on labor costs.

It also assures the safety of workers, especially where heavy machinery is in use, thus saving lives and insurance costs. Automated systems, compared to humans, produce goods with fewer discrepancies, which improves product quality. It also allows for increased production with little or no extra cost.

Business process automation helps take care of repeated tasks and allows workers to focus on more critical duties that increase sales, innovation and growth. Contact us to get the right workflow software for your business and to automate your business processes.

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Tips for Using Form Creation Software to Verify Data Accuracy

Tuesday, December 10th, 2019 by ehuezo

Use Online Forms to Get More Done Faster

Accessibility

    One of the main benefits of online forms is that they can be used anywhere by anyone with an internet connection. Their widespread accessibility means employees can easily submit reports in real time and access feedback quickly. This offers a great deal of flexibility as work can be done from a coffee shop, while waiting at the airport, or in-transit to a business meeting. Communication is also improved as messages can be sent out and received with important data, saving both time and money.

student

Accurate Data Collection

    Online forms can ensure that the data being collected is accurate, up to date, and private. You can also share data across multiple platforms using the same forms. Online forms can ensure quality throughout the data collection process as the information collected from online forms is sent privately and securely from the sender to the recipient. Online forms can be a quick and simple solution when it comes to customer data collection, helping you maintain your databases with up-to-date contact information, previous purchases, and communications.

Reduces Paper Waste

    Many businesses strive to find ways to reduce their paper waste. Automating more processes and creating a paperless system cuts down on waste and reduces office supply expenses. Reducing your dependence on paper, ink, and plastic ink cartridges in favor of electronic forms is a great way to save money as well as resources.

work

Improves Communication

    Online forms enable communication between employees and management without needing to worry about version control or lost documents. Your online form will be automatically saved once sent, so you’ll always have access to your important information.

    The ability to track conversations, timekeeping reports, and other forms of electronic communication enables the whole team to stay up to date on projects and deadlines. Staff members can respond to customer inquiries quicker, eliminating inconvenient and time-consuming miscommunications or complaints. Clear communication improves productivity and allows employees to get more done in half the time.

Automates Workflow for Improved Productivity

    Automating some of the more basic tasks within your office can effectively eliminate stress and careless errors. Employee evaluations can take weeks to complete, but automation can make it much simpler and faster. When it comes to payroll adjustments, updates are automatic as well as promotions and wage increases.

    These time-consuming processes can be condensed into easy-to-use systems that eliminate much of the waiting time involved in back-and-forth communications between staff and managers.

    Evaluation forms can be filled out ahead of time and sent to the right departments following manager approval in less time than it would take for manual submissions. Your forms can be accessed through passwords and an electronic letter generated with the employee review results. This could shorten the process from a few weeks to a few days. It reduces the stress on managers and employees involved in the review process.

    Contact Us at PerfectForms to find out how you can improve business productivity with workflow software.

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Why Business Process Automation Could Help You Be More Competitive

Friday, November 15th, 2019 by ehuezo

Business Process Automation Creates Solutions for Efficiency

Creating processes to maximize efficiency, value, and output can optimize any business. There are a lot of benefits to business process automation, all of which aim to help company leaders and workers focus their time and energy on what’s important. There are a lot of tasks that need to get done but do not necessarily need human interaction. Here is where technology comes into play.

Get the Most Out of Your Resources

The most important resources for most businesses are time, money, inventory, and human capital. By automating some processes that do not require dedicated human supervision, you can save a lot of each of these resources almost immediately, bringing down operating costs by freeing up labor and reducing human error. For example, instead of having an employee spend their days typing, creating, and sharing social media posts on multiple platforms, a business could automate that process and have social media posts scheduled for the day, week, or month.

Leverage Technology

Person typing on a laptop.

It is much easier to run a task that involves numbers using a spreadsheet than it is to do manually. Automate tasks like these to speed up everyday processes such as payroll, invoicing, signing documents, organizing emails, scheduling meetings, and more. What’s even better is that the process will run the same every single time.

Visibility and Governance

Another added benefit of business process automation is that it does all the record-keeping for you. All automated tasks are documented with clear logs including what actions were performed, who did them, and when they took place. Instead of having to track all of this manually through many channels, managers can monitor an entire system from just one interface. This also allows for key metrics and data to be organized in a way that is easily digestible and allows for significant decisions to be made easily.

High Morale Means High Output

Workflow software

Artificial intelligence speeds up customer service and can provide more accurate information from your customers. It is also much more cost-effective than hiring, training, and supervising a team. Instead of 10 agents answering the same question 500 times over the course of the day, one automation task could generate the same accurate response for all 500 queries. This frees up an employee to let them focus on high-value work.

What Can You Automate?

In order to know if a task is right for business process automation, it should meet a few requirements. It should be repetitive and not require human interaction or logical thinking to complete. It should also be consistent with other tasks and data in the system. The best place to start is to understand, simplify, and automate. Break down the task into its different components, see how human interaction can be reduced at each step, and then decide if it should be automated or not.

Contact us at PerfectForms today to discuss your business process automation needs.

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5 Ways Workflow Software Can Improve Employee Morale and Productivity

Monday, November 11th, 2019 by ehuezo

Good workflow and communication are the pillars of a successful business. However, trying to keep up with workflow is often stressful. It’s even more stressful when your business is in its early stages of growth. Workflow software can improve productivity and morale in five ways, effectively giving your company the edge.
1. Prevents Wasted Time with Automated Reminders and Announcements

Being involved in a business with multiple employees requires you to hold meetings that need everyone’s attention. What happens when one person misses this meeting because he or she forgot about it? You might have to reassemble your whole team later, which wastes time and money.

With workflow management software, this entire process is automated. It sends quick reminders to employees regarding “can’t-miss” appointments and alerts them about canceled meetings. In short, it keeps everyone on the same page.
2. Boosts Motivation with Leaderboards

Automated workflows

Do you want to boost motivation and productivity? Nothing can do that in quite the same way as friendly competition. Workflow software can help you incorporate leaderboards into the mix, which helps employees see where they stand among their colleagues.

Because of that, they’re more likely to continue leading the team or striving for improvement. The workflow software can even alert managers about the overall progress that employees make.
3. Reduces Administrative Errors

Nothing sets your company back like administrative errors. Unfortunately, a lot of them occur during manual data input. With an automated workflow system, your company can cut back on administrative errors because the whole process is automatic. This software also alerts the next person responsible for handling a certain task. Thus, there’s no chance of missing any steps along the way.
4. Manages Tasks Effectively

Automated workflows

The whole point of workflow management software is to effectively manage tasks. It provides better communication between management and employees. It allows managers to assign tasks to certain employees quickly and easily. They can also set up calendars and reminders to ensure that the tasks get done on time.

Best of all, supervisors can watch the progress on those tasks in real time. Thus, they no longer have to put together pieces of the puzzle to figure out how far along a certain project is.
5. Puts Power in Your Employees’ Hands

It’s best to remember that communication isn’t just a one-sided affair. Employees have to feel like they have the ability to contact managers when they need to. It makes them feel empowered, which boosts morale.

Workflow management software makes it possible for employees to ask questions directly, and it notifies supervisors when they receive new questions. This reduces the wait time in between employees asking questions and getting answers.

Learn more about what workflow software can do for your company. Sign up for a free trial at PerfectForms today.

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Quick Glossary of Business Process Management (BPM) Terms

Monday, October 21st, 2019 by ehuezo

Business process management (BPM) is the way a company manages (i.e., creates, edits, adapts, tests) its internal processes within the company.

While each department typically creates and manages its own processes and ways of completing tasks, BPM allows the company to take a step back and look at every single one of its processes as a whole.

It’s a great way to ensure the company isn’t utilizing too many different software that can all do the same thing, and ensure they’re all working in the most efficient way. Every department within a company doesn’t need to work off of a different project management software, so it’s a good idea to manage processes company-wide every so often.

BPM can seem like a daunting task, especially for larger companies. But it’s a very necessary strategy to ensure the business isn’t overpaying and is getting things done as quickly and efficiently as possible.

To help ease you into your next steps in BPM, we thought it would be a good idea to introduce you to some BPM definitions and vocabulary so that you’ll better understand exactly what kind of project you’re undertaking.

1. Business Process: A set of tasks that once completed will accomplish a goal for the company, whether it’s deliverables for a client, setting department budgets, and more. Each department within the company has its own business processes that need to be managed.

2. Continuous Process Improvement: The act of making continuous adaptations on and improvements of processes, products, and services within the company. It’s important to note the key word “continuous” here – it is not a one and done process. The improvement of operations within a company must be done regularly. Plus, just because a process may be optimized at one point, as the business grows and changes, the process should as well.

3. Document-Centric BPM: A type of business process management that focuses on processes surrounding documents (i.e., a contract) and the sending, verifying, filing, etc., of those documents.

4. Integration-Centric BPM: A type of business process management that focuses on processes integrated between systems and doesn’t involve much human touch.

5. Human-Centric BPM: A type of business process management that focuses on processes worked on and completed by people within the company.

6. Process Identification: Defining sets of business processes the company must complete as well as setting the scope, the actions needed, and the team members involved in completing them. This is the first step in business process management, and all processes must be identified in order to properly manage each stage.

7. Process Monitoring: The act of keeping an eye on and evaluating a process’s progress to determine if it needs to be improved or changed. Understanding how well your processes are being executed is key to understanding if they need to be improved or optimized, or if they’re already performing at their best.

8. Process Optimization: Adjusting a process just so in order to make it flow as smoothly and optimally as possible. This helps you determine what needs to be done to achieve optimal results from each of your processes.

Ready to get started with your company’s BPM? PerfectForms’ BPM Software is designed for small and medium businesses to manage business processes without the need for a programmer. Contact us today to learn more about how we can fit into your business model.

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Automate Your Workflows and Watch Your KPIs Go from Good to Great

Monday, October 21st, 2019 by ehuezo

A recent study from American SPI research found that companies that develop great processes and commit to improvement see their profits rise and pull ahead of the competition.

Great processes are driven by great workflows, and PerfectForms’ workflow software allows even small companies to develop world-class automated workflows across departments, so they can watch their KPIs go from good to great.

Let’s dive in to talk more about what KPIs are, and how workflow automation can help these increase.

What are KPIs?

KPI stands for key performance indicator, and these are used to determine how a certain process or strategy is performing.

There are many areas in your business that you might set KPIs to track success – marketing, sales, employee growth and happiness, and more.

There are no set KPIs that every business needs to focus on. Every business is different, therefore their KPIs, and what counts as high performance and success, are different.

How can workflow automation help your KPIs?

Automation is a great way to help your business complete processes more quickly and efficiently, without having to waste too much manpower. Because you’re then able to allocate your resources to other tasks, adding in necessary and helpful workflow automations can greatly improve your KPIs.

For example, let’s say one of your KPIs is the number of appointments set with your sales reps.

While there’s still a good bit of legwork they will need to do on their own, you can set up workflow automations on your website that allow users to learn more and set their own appointments without ever having to speak to a representative.

Common KPIs your organization needs to measure

Like we mentioned, every business will have different KPIs based on what success means for them. But here are a lot of common KPIs that many businesses need to measure.

These can help you get started, and also determine other industry-specific KPIs that your organization needs to be keeping an eye on.

  • Deals Closed: You want to know how many deals your salespeople have closed, and how many sales you’re making, right? This is an extremely important KPI to focus on and can help ensure productivity when this number catapults above man-hours put into closing the deal.
  • Revenue per Employee: This is another great KPI to keep an eye on. You’re paying your employees a salary and/or commission, and you want to ensure you’re generating enough revenue to cover them.
  • Time to Process Invoices: You need to make sure your business is being paid in a timely manner. The time it takes to process invoices needs to be quick and efficient.
  • Order Accuracy: This is extremely important. If orders aren’t accurate, customers aren’t happy. Be sure you’ve put together workflows to improve accuracy in all orders as much as possible.
  • Overall Labor Effectiveness: This focuses on your staff and your sales, and can be found by dividing total sales by the number of employees. This KPI can help you find the perfect strategy for a good, high-revenue shift.
  • Sales Growth: Track how your sales have been growing, or track your sales reps and how their sales have been performing.

Looking for KPI process improvement and automating your processes? Watch the demo to learn more about how PerfectForms can help.

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Examples of Paper Forms That Should Be Put Online ASAP

Monday, October 21st, 2019 by ehuezo

In the twenty-first century, a lot of work is done online and on computer apps. This is because it helps to eliminate a lot of manual processes, creating more efficiency and because it’s easier for the user.

Forms that your customers need to fill out are no different. Any time you think to yourself, should this be a paper form or online form, the answer is probably going to be online.

However, when you’ve had many processes put in place in your business or organization that revolve around paper forms, it can seem like a daunting task to have to revisit them all and convert paper forms to online forms.

But you’re in luck. Taking forms from on-paper to online doesn’t have to be a complex project, and it doesn’t require hiring a programmer. Instead, you can utilize an online form software like PerfectForms that comes with many customizable templates and makes it easy for you to make the switch to online.

You don’t need to hire a programmer or create a big IT initiative to turn clunky paper forms into sleek, efficient online forms.

If you’re unsure about switching over all of your paper forms, here are a few examples of paper forms that you should put online ASAP, to kick off your jump to online.

1. School Registration Forms

When it comes to something as important as someone registering for a new school, you need to ensure that every single school form submitted is input into the database, and no one is left out.

Using online forms is a great way to make sure that all new registrants’ information is automatically put into your system and the enrolling process is getting started. And if you make your forms mobile-friendly, parents in mobile-only households will be especially appreciative.

2. New Employee Forms

Having new employee forms, and pretty much any HR forms, online helps your employee document management process to become that much easier.

There’s no more need for manila folders and filing cabinets. Instead, you’re able to hold all employee information, completed forms, and signed documents in your online database.

Plus, they’re so much faster for your new employees to fill out, allowing them to start training and get to work even sooner.

3. Surveys

If you’re considering sending out surveys to your customers, phone or snail mail is not the best way to do this anymore. Instead, you can create a survey in PerfectForms’ online survey creator and email it to your customers for them to quickly fill out at their own convenience and easily submit.

This makes your survey response that much higher and also allows you to receive all of your survey answers in one convenient spreadsheet.

Online surveys are superior to paper or phone surveys in every conceivable way.

Switching these existing paper forms to online forms doesn’t have to be a huge undertaking. In fact, with PerfectForms’ customizable templates, a high ROI is essentially guaranteed.

The process won’t take very long, but the time it will save your customers, employees, and various departments will pay off for years to come.

If you’re interested in learning more about switching your paper forms to an online version, check out our training videos to watch how the software can easily work for you and your organization.

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Why ‘No-Code’ Workflows Are the Future of Workflow Management

Monday, October 21st, 2019 by ehuezo

Not that long ago, implementing automated workflows meant hiring a programmer or pulling someone from IT, which was expensive. Plus, the workflows may not have been ideal for the people who ended up using them.

No-code workflow development means that the workflow software – like PerfectForms – does all the programming work for you, and all you have to do is drag and drop workflow elements into place.

Creating workflows this way is far less expensive, and it’s much easier to design workflows that really make sense. Now even small businesses can afford to automate workflows and reap the benefits.

What does “no-code” workflow mean?

It really is as simple as it sounds. Creating a no-code workflow means that these processes aren’t hard-coded and are very basic to create and easy to understand.

When you choose no-code workflow software, you don’t have to spend nearly your entire workflow budget just on having a programmer set them up. Instead, members of your team have the advantage of easily create and adapt your workflow processes.

Why is no-code workflow beneficial?

Well, as you have probably concluded for yourself, no-code workflows are far cheaper and it’s easier to implement. But let’s dive into these a bit further, as well as a few more examples.

When you hire a developer or programmer to code different processes for your team, they’re set in stone until you’re ready and willing to pay that developer or programmer again to change them. Not all workflows – especially new ones – are going to stay the same forever. So you want to have the ability to easily adapt them as the business grows and changes in itself.

Furthermore, you don’t want to waste your entire budget on programmers. If you’re able to instill a DIY approach in your business, you can have team members quickly jump in to create and adjust processes and still have capital left for other ventures.

Finally, the right no-code workflow software is incredibly easy to use. If you’re taking advantage of software like PerfectForms, you have an easy drag-and-drop interface that allows you to physically move your workflow processes around and drop them where you see fit.

This doesn’t require a specific skill set, meaning you don’t have to hire or recruit someone with particular experience. You can have anyone on your team learn how to set up your workflows and processes in PerfectForms.

How can you create no-code workflows?

Start by watching a demo of how PerfectForms works so that you can see how it will fit into your business and your current processes.

If you currently have several automations set up, but you’re looking for a simpler way to have them all on one platform, it’s extremely easy to recreate workflows in PerfectForms.

Once you sign up for your account, you’ll log in and start planning out your new process. Design your form and layout your user interface. Add triggers and other behaviors to your form, then build out your workflow. Get started putting together your no-code workflows today!

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4 Features That Make Your Online Forms Mobile-Friendly

Thursday, October 17th, 2019 by ehuezo

Around 2 billion people access the internet only from their smartphones and mobile devices, so you can no longer assume that the people filling out your online forms are on a desktop computer.

This means it’s extremely important to ensure all of your online forms are mobile-friendly, or else people won’t fill them out. Instead, they’ll exit out of your survey or webpage and head over to a competitor with a more mobile-friendly form and sign up process.

Let’s go over a few features that are essential to designing forms for mobile devices so you can continue to serve those two billion people.

1. Keep the number of form fields to a minimum.

If someone is on their phone filling out a form, they don’t want to have to fill out 50 different fields on several different pages.

In order to make forms mobile-friendly, you need to minimize the number of form fields you include.

Take a look at your current paper forms and determine which fields aren’t absolutely necessary. If a field isn’t required for the submission, go ahead and omit it. It’s important to focus on the essentials and gathering the most substantial information.

2. Use a single-column form layout.

Anything that is optimized for mobile devices should be scrollable in a single-column format. No one wants to be stuck pinching their screen to zoom in and scrolling all around to make sure they’ve filled out every single form field.

Don’t place form fields side-by-side. Instead, add them in one-by-one, one on top of the next. This makes it easiest to fill out on smartphones and other mobile devices.

3. Add in automation when possible.

Automation is always, always, always a good thing. It helps make processes more efficient, and can even make the form submission easier for your audience.

Give your forms the ability to allow auto-fill. Many people type in their information in various forms, and phones and computers save that information. Allow a dropdown for people to tap once and have all of their contact or credit card information complete the fields automatically.

4. Minimize typing.

Typing on a smartphone is simply not the same as typing on a computer. There’s a reason that we’ve developed tons of abbreviations and text message shorthands for common phrases – it’s much, much faster to type “LOL” than “laugh out loud” on a mobile device.

This also means that none of your form recipients wants to type out a short answer for every single field.

Instead, you should incorporate radio buttons and dropdowns whenever possible. Make it as easy as can be to fill out your form so that it’s a quick process that doesn’t cause your audience to take a second thought about any of the questions.

Start incorporating these easy adjustments into your forms so you can optimize them for mobile viewing and submission. You don’t want to alienate the entire portion of your audience that accesses the internet exclusively from their mobile device.

If you’re struggling to find a method that helps you to create mobile-friendly forms, contact us! We’re happy to discuss how PerfectForms’ form software creates visually appealing and easily accessible forms for both desktop and mobile usage.

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