Workflows to Turn Leads into Customers

Friday, July 19th, 2019 by PerfectForms Editors

Leads can come from a wide variety of places, particularly if your business has a strong inbound marketing program.

Happy woman with a laptop

Leads often come in through downloads of gated content, or completion of landing page forms.

What you do with those leads can affect the health of your business, including your revenue and your rate of growth. When you create a lead management workflow, you’re positioned to turn more leads into customers. When you lack a defined lead management workflow, however, leads can fall by the wayside, with potential customers feeling the neglect and turning elsewhere for their needs. 

Creating an automated workflow for the express purpose of handling incoming leads will not only increase the number of qualified leads your sales team will have to work with, but will also increase conversion rates, save time, and reduce your marketing costs while increasing marketing ROI.

Before Developing the Workflow, Define Goals and Customer Personas

But before you can create a customized workflow to turn leads into customers, you need to set goals and ensure your team thoroughly understands customer personas. Goals should be reasonable and should require that team members “stretch” a bit, without being overwhelming or unattainable.

Knowing your different customer personas, whether they’re marketing managers, game enthusiasts, stay-at-home parents, or craft beer fans, helps you understand how “warm” they are likely to be when they come into your system, and the best types of content for engaging with them. 

Define the Actions and Events That Will Trigger Workflows

Before fleshing out your lead management workflow, you need to define which events will trigger the workflow. Common triggers for these workflows include:

  • People who download gated content
  • People who fill out a landing page form
  • People who visit pricing pages on multiple occasions
  • People who subscribe to your blog

Whenever one of these events happens, the lead management workflow can begin, helping shepherd potential customers through the sales funnel with content that is most likely to meet their needs. You could even design a simple lead introduction form that allows non-sales employees to notify sales when they know of a potential lead.

Executive men talking

A simple lead introduction form can help non-sales personnel
notify sales of potential leads they may not have known about otherwise.

Steps in a Typical Lead Management Workflow

One popular early step in an automated workflow for lead management is assigning a score to a lead based on the type of content they downloaded, information they included in their landing page form, or other information. Leads that are assigned different scores can be routed differently. Leads with scores that indicate relatively “cool” interest may be signed up for a general newsletter, while warmer leads may cause a notification to a sales associate prompting them to reach out personally. 

Your workflow software should allow you to automatically track lead scores and actions taken, so you can be confident that no leads fall through the cracks. Tracking built into a lead management workflow also helps you see the value of lead management over time. You could see, for instance, that conversion rates or sales increased during the first six months of use of the lead management workflow. Your workflow software should also allow you to create reports so you can make sense of the data you collect. 

PerfectForms is workflow software that gives your team the power and flexibility they need to create a lead management workflow customized to your goals and your customer base. It comes with a number of prefabricated templates, including a lead form, a sales inquiry form, and numerous survey forms, but you can also create lead management forms and workflows from scratch, with no programming required. And if you use Salesforce, you can make PerfectForms integrate with Salesforce easily, getting more value out of both.

Automated workflows make sense for countless business processes, including management of potential sales leads. To learn more, why not browse through some of the many PerfectForms case studies, including the Affinity Management Group case study. And if you have questions, you are welcome to contact us at any time

Workflows You Hope You Never Use: Disaster and Incident Response

Thursday, July 18th, 2019 by PerfectForms Editors

You probably have a fire extinguisher in your kitchen (and if you don’t you should buy one on your way home from work today).

fire extinguisher

Think of your disaster and incident response workflows as metaphorical fire extinguishers. 

It’s possible you’ll never have to use that fire extinguisher, but should the rare kitchen fire ever occur, you will think of it as one of the best investments you ever made. Likewise, disasters and unexpected incidents at work may be rare, but you need to prepare for them anyway.

We like to think we’ll remain calm and collected during a data breach or other disaster, but people rarely are. That’s why it’s absolutely essential to create disaster and incident response workflows for your business. While you can’t test these workflows as thoroughly as you can other types of workflows, you can test them with mock disasters, and you should. Like the humble kitchen fire extinguisher, disaster and incident workflows may end up being an outstanding investment of your time and effort.

A Workflow for IT Incidents

There is a 27.9% chance your business will experience a data breach in the next two years, according to a study by IBM. If you don’t develop a response workflow and later experience a data breach or other IT incident, chances are that your main response will be panic, and that’s a sure recipe for poor decision-making and mistakes. 

After notifying key personnel, the first step in an IT incident workflow is classifying the severity of the incident into one of these categories:

  • Critical – something with potentially catastrophic effects on your business
  • High – an incident with significant risk of negative financial or PR impact
  • Medium – an incident that is limited in scope, but that could be costly or damage reputation
  • Low – an incident where an intrusion or threat has occurred with no effect on critical infrastructure

Other typical steps in an IT incident workflow include:

  • Notification and containment
  • Eradication of the threat
  • Documentation of the incident and response
  • Evaluation of the response
  • Communication of the incident and response to stakeholders

Cloud-hosted form and workflow software allows you to create such a workflow that you can access from an alternate network if your business network is affected.

Outdoor businessman with a laptop

Cloud-hosted software can be accessed wherever you can connect to the internet.

A Workflow for Non-IT Incidents

Field services companies and companies located where natural disasters are a threat absolutely need a non-IT incident response workflow. Other companies should have one as well, to be safe. Typical steps in a non-IT incident response workflow may include:

  • Recording all critical details of the incident
  • Communicating incident details to all relevant company leaders
  • Activation of a remediation action plan
  • Generation of work orders based on the original incident documentation form, with key personnel deployed based on their skills and location
  • Documentation of work completed based on work orders
  • Creation of final incident resolution report and communication to all stakeholders

Review Incident Responses At Least Annually

It’s not sufficient to create a disaster or incident response workflow once for all time. Particularly for IT-related incidents, the response will need to change due to changes in IT infrastructure and technologies used in the business. After an incident response is a good time to review the workflow, because problems with it will be fresh in everyone’s mind. 

But if you’re fortunate enough to go long periods without incidents, it’s still a good idea to review your incident response workflows every year, or after major company changes, such as a change of location. 

Workflow software that is deployed in the cloud, like PerfectForms, is an ideal choice for creating your disaster an incident response workflows. Should your network go down, you can still access the workflows from another network, and you can make your forms and workflows mobile-friendly, which is helpful for workers who are responding in the field. 

And since you can try PerfectForms for free by signing up for a trial, there’s no reason to put off creating a disaster and incident response workflow any longer. Or if you want, you can watch the demo video and see for yourself how easy it is to create fully customized forms and workflows, with no programming required. 

Does Your CapEx Workflow Need an Update?

Friday, July 12th, 2019 by PerfectForms Editors

Capital expenditures (CapEx) are expenditures on things like machinery, equipment, furniture, IT infrastructure or property that make your business operational and profitable. Expenses qualify as CapEx when their usefulness extends over a period of years. 

CNC bore machine.

A strong, consistent CapEx process ensures resources are used wisely to
help your business increase profits.

A company’s CapEx approval process is important, because major expenditures need to be discussed and approved. But when the CapEx process is manual and paper-based, it is slow, clunky, and prone to errors and mounting frustration. An automated CapEx workflow is necessary for most businesses.

A Typical CapEx Process

Each organization has its own process, but typically someone makes a CapEx request, which must then be approved by several stakeholders. Those stakeholders may be department heads, people in the finance department, or various vice presidents or other leaders. Once the CapEx request has been approved, a purchase order is initiated. The CapEx workflow is completed once the order has been fulfilled and what has been purchased is logged as an asset. 

Keeping Everyone Informed

Multiple people are interested in the progress of a CapEx workflow, especially the person who initiated it. With manual CapEx workflows, it’s hard to keep people informed of the status of the process. That’s another reason why automated workflows make so much sense. With role-based access to workflow status, anyone involved in the process can log in and see the status. Which approval authorities have granted approval? Which have requested more information? With automated workflows all this can be done without endless rounds of phone tag or schlepping from place to place asking around.

Make a Practice Workflow and Test It Thoroughly Before Deploying

Creating an automated CapEx workflow isn’t difficult if you have the right workflow software. Some workflow software includes templates for CapEx that can be modified. Going from a manual to an automated workflow for CapEx doesn’t have to be difficult. Perhaps the most important thing to do is to create a workflow and test it out thoroughly. 

Two happy people using laptops.

Testing workflows thoroughly ensure they perform as expected when you deploy them for use.

Learn what happens when someone enters invalid information or attempts to skip a step by trying it out. Make sure the workflow records who uses the workflow at which steps and when. This makes the workflow auditable, so if there is ever a question about what was done and by whom, it’s easy to find out the answer. Only after the CapEx workflow has been thoroughly tested should it be deployed for use.

Update Your CapEx Workflow Periodically

Just as all business processes evolve, so do CapEx workflows. Suppose the existing workflow requires approval by department heads, but then two departments merge. You would need to modify your CapEx workflow to accommodate this. Over time, the dollar amount that qualifies a purchase as a CapEx purchase may change, and your workflow should reflect this too. Once you have a solid workflow (whether for CapEx or anything else), it’s smart to review it annually to determine if changes should be made to make it more efficient or to accommodate changes to the company.

Automated workflows for capital expenditures make sense for many reasons. They’re faster, more accurate, keep better records, and are easier to audit. Your choice of workflow software makes a difference too. 

PerfectForms is workflow software that allows you to drag and drop workflow elements into place, with no programming required. PerfectForms comes with a CapEx template that you can modify to suit your needs, or you can create one from scratch. We encourage you to watch the PerfectForms demo video and see for yourself how the right workflow software raises efficiency and productivity while reducing costs and errors. 

‘No Code’ Workflows Help Companies Automate Overlooked Processes

Wednesday, May 22nd, 2019 by PerfectForms Editors

Process automation in business is nothing new.

Workers in open plan office

Businesses already automate core processes, but what about
less-central processes that could stand to be made more efficient?

Many, if not most businesses have already applied automation to their high-stakes processes. These high-stakes processes are related to core operations (like payroll) and are often necessary for achieving regulatory compliance.

However, most businesses have plenty of other processes that consume time and are vulnerable to error introduction. These processes may be unique to a business and may involve multiple departments. If they rely on paper forms and manual processes, then they will almost certainly benefit from automation. The question is, who is going to write the code for automating those processes?

Not many businesses have IT teams equipped with talented programmers who can be pulled off their regular work at will to design and program automated processes. Hiring someone on a contract basis can be expensive. The good news is, no-code automation platforms allow non-programmers to automate processes because the platform itself generates the code as the user maps out the process. Such platforms are affordable and can run in the cloud, so adding IT infrastructure is not necessary.

Characteristics of Processes Best-Suited for No-Code Automation

The processes that are best-suited for no-code automation are ones that are done regularly and repeatedly. They may involve handling of paper and manual data entry. They’re often prone to error. These processes may cross departmental boundaries and are often unique to a business, which means that pre-packaged solutions aren’t a good fit. They may not be considered core business processes, but automating them can streamline work, reduce errors, and ultimately confer a competitive edge.

Introducing a new employee

Think of the many processes that could be automated to bring new employees up to speed more quickly.

One example of such a process might be assignment of IT equipment to a new employee. It crosses department boundaries (HR, IT, and the new employee’s department), and though it isn’t a core business process, automating it can ensure that new hires are up to speed and functional in record time.

What to Expect from a No-Code Workflow Solution

No-code platforms for custom workflow automation must have several key attributes to produce the quickest ROI and ensure maximum benefit to the business:

  • They must be easy to use 
  • They must offer easy connectivity to commonly used office systems like spreadsheets, web forms, and popular platforms like Salesforce
  • They must allow proper data governance and data quality control
  • They should offer templates, examples, suggestions, and easy-to-follow tutorials to make the learning curve easy to climb

Why PerfectForms Fulfills These Requirements

PerfectForms is a no-code workflow automation platform that fulfills these needs and more. Automated workflows can be created through a user-friendly interface, where users drag and drop objects onto a virtual canvas. Workflow creators can add “intelligent” features to their no-code workflows like notifications prompted by defined triggers, automatic calculations, and mandatory field-checks. 

Users can create automatic alerts so that when one element of a process is completed, the next person whose input is required is automatically notified. And data can be collected for later reporting, or for auditing purposes, ensuring strong data and process control.

PerfectForms workflow software offers a level of flexibility and power that makes it suitable for a nearly unlimited range of workflow automation applications. We invite you to watch the PerfectForms demo video , and even have a look at some of our many training videos to see just how easy-to-use and powerful a no-code workflow automation solution can be. 

Workflow Software as a Change Management Tool

Friday, May 10th, 2019 by PerfectForms Editors

Every organization undergoes change, whether that’s changing physical location, changing technologies, or changing organizational roles.

Professionals looking into box

Whether it’s a new location, new software, or a new organizational structure,
automated workflows can help keep changes on track.

Major organizational changes require that rank and file employees must each make their own individual changes, and this can be difficult. If individual employees don’t have the support they need to make the individual changes that contribute to organizational change, results can include wasted time and resources, resentful employees, and change that doesn’t deliver positive results. 

Change management is the process of preparing for, executing, and supporting change before, during, and after it happens. It’s a great way to ensure nobody misses any key steps and that the change delivers the results you expect. Many aspects of change management can be assisted by automated workflows.

Plan Change

Suppose your business is moving to a new location. Careful planning is necessary to minimize upheaval. With the right workflow software, you can create workflows for tasks like selecting moving service providers, scheduling employees during the move itself, ensuring any required deposits are paid, and confirming that every employee has a workspace and necessary tools at your new location. 

Such workflows can be designed to ensure no steps are missed by prohibiting completion of further steps until all prerequisite steps have been taken. They can also be used to keep the days leading up to moving day on schedule, and to send out periodic notifications keeping affected employees informed about progress.

Map Change

Mapping out change with workflows requires that you understand your current status with regard to the change, and that you have a clear vision of how the situation will be different once change has been completed. Maybe a current software suite you use is clunky and inadequate to the needs of your growing business, so you plan to replace it with something newer and more advanced.

Mapping out goals for after the change is a key step in change management, and workflows can help here too. If, for example, new software will first roll out to a single department, and then expand to other departments, you can create workflows scheduling the order of departmental adoption, with checklists department heads can complete once the new software is in place. 

Hands drawing a flowchart

Mapping out change to the best of your ability helps affected employees know they are supported
while keeping the steps involved in change on track for efficient completion.

Manage Change

Workflow management and change management go hand-in-hand. During a major change, such as a reorganization of departments or teams, automated workflows can be designed to methodically manage each affected person’s old and new status. Suppose your business now has HR and payroll together in one department, but you plan to split payroll off into its own department.

Workflows can be created to track each affected employee so that their current role and their future role are clearly defined, and so that employees left behind understand exactly how their roles will change. You can also create workflows for moving employees whose workstations will change location. This can prevent confusion and miscommunication and help the new, separate departments get up and running more quickly.

Track Change

Tracking change, including successes, problems, and lessons learned can be tremendously beneficial for future change management scenarios. With the right workflow software, you can easily collect data on how long certain steps take, where problems arose, and which steps proceeded as planned. You can later use this data to create reports that help inform future change management initiatives. If your workflow software has powerful data collection and reporting capabilities, this can be done easily. 

PerfectForms is workflow software that makes workflow management – including change management – straightforward and perfectly organized. No programming is required to create customized online forms and workflows, embed audit trails, and collect data for reporting. PerfectForms can be an outstanding change management partner in addition to its many other applications in streamlining and automating business processes. If you need inspiration and ideas, watch our demo video, or browse through our case studies. You’ll discover the many ways PerfectForms delivers better, faster, more accurate business processes across departments and across industries.

Use Online Forms and Workflows to Power Ideas and Innovation

Thursday, May 9th, 2019 by PerfectForms Editors

The best ideas and innovations for your business may come from your employees.

Enthusiastic employees

Employees can be outstanding sources of innovative ideas.

The people who carry out work processes every day are in the perfect position to identify bottlenecks and inefficiencies, and quite often they think of ways to overcome these problems.

But not all businesses are friendly to innovation, and that’s a shame. The pace of business demands innovation in terms of processes, products and services, and even business models, and companies that are willing to embrace innovation are often the ones that pull ahead competitively. Collecting innovative ideas and putting the best ones into practice are not easy tasks, but online forms and workflows can help.

Encouraging Innovative Behavior in the Workplace

It’s not enough for company leaders to say they support innovation. For real innovation to happen, employees must know how to submit their ideas for evaluation. Getting employees to think through and put forth their ideas requires a supportive corporate culture.

Not every employee is comfortable writing up a great idea and presenting it to their supervisor, so it’s important that companies facilitate anonymous ideas. Online forms for ideas can be designed to remove and store identifying information so that ideas can be evaluated anonymously, for fairness. 

Most importantly, however, employees must see innovation in action and know that great ideas are supported, funded, and implemented. They’re unlikely to submit their ideas if they know the company won’t pay attention.

Online Forms for Soliciting Employee Ideas

Idea collection can begin with a simple online form for capturing ideas. Keeping it simple encourages employees to act when inspiration strikes. It should include information like the submitter’s name (which can be removed during evaluation to maintain impartiality), a title for their idea, a brief description, the primary goal of the idea, and benefits the submitter believes will result from adoption of the idea.

Companies may also create a more detailed idea submission form for clarification of promising ideas. These online forms should ask for more detail, such as:

  • A hypothesis of how the idea would work in practice
  • Resources and skill sets needed to test the idea
  • Estimates of how long creating a prototype or pilot study would take

Working together

Detailed online forms for idea submission helps decision-makers evaluate and prioritize ideas.

Workflows for Identifying and Prioritizing the Best Ideas

Soliciting and collecting ideas is one thing but acting on them shows employees that the company takes innovation seriously. To identify and prioritize the best ideas, you will need a team with the right mix of skills to evaluate, select, and prioritize them. 

These activities can be done with an online workflow that takes data from idea submission forms and allows evaluators to rate the ideas, note where further clarification is needed, and give their opinion on whether an idea merits further consideration. 

The evaluation team should have both a goal and time scale in mind. For example, the goal may be to identify, fund, and test three ideas over the course of six months. Having a goal and time frame can help prevent idea development from falling by the wayside.

Workflows for Funding and Testing the Best Ideas

Suppose the idea evaluation team identifies three winning ideas. A workflow for identifying and securing funding for development of the ideas can help bring them to fruition. Such a workflow can help the evaluation team identify possible sources of funding, communicate with those in charge of fund allocation, and develop a plan for prototypes, pilot projects, or other real-world test applications.

Collection of data on funding of pilot projects and prototypes is not only valuable for the development of the ideas under consideration but provides valuable information for future innovation pushes. It also lays a foundation for determining ROI for ideas that are developed and put into practice.

Companies rarely fail to innovate due to lack of ideas, because employees often have great ideas about new processes and products. Most companies fail to innovate due to a lack of a defined process for collecting, evaluating, and funding innovations. 

PerfectForms is workflow software that is powerful and flexible enough to allow creation of custom online forms and workflows for almost any process imaginable – including the process of innovation. We invite you to watch our demo video to see how you can use PerfectForms to create, streamline, and accelerate a range of processes in your business.

Manage Workflows Better by Understanding Customers and Employees

Friday, April 26th, 2019 by PerfectForms Editors

No company is an island, and every company depends on having customers – and on having employees who understand what customers need.

Customer service man wearing a heaset

Customers, and the employees who help them are key considerations for workflow designs.

According to New Voice Media, the top reason why customer switch providers for products and services is that they feel unappreciated. And one-third of Americans say they consider switching providers after a single incident of poor customer service. Moreover, U.S. companies lose an estimated $62 billion per year due to bad customer service.

But what about the employees who spend every day ensuring customers have the products and services they need? Employees must also feel appreciated and listened to, and they must believe they have the agency necessary to solve customer problems. Otherwise, they’ll have one eye on their work and the other on the exit door. 

A successful company’s workflows must be designed with both the needs of customers and the needs of employees in mind. It’s a careful balance, but the right workflow tools make it possible.

Understanding the Customer Journey

The customer journey is the series of decisions that leads to the choice of a provider for products or services. It’s not the same for everyone, but there are commonalities, and those commonalities are used by smart companies to develop and understand key customer personas. When companies understand the motivations, triggers, emotions, and challenges of customer personas, they can design workflows that empower employees to ensure the best possible customer experience.

Creating Workflows Based on Customer Touchpoints

Customers need personalization, knowledgeable customer service agents, and reasonable, timely solutions to their problems. Designing customer service workflows based on customer touchpoints should be driven by understanding of customer personas as well as hard data. The hard data can be collected in many ways. One popular data collection method is simply asking customers to check a box indicating their satisfaction level after a customer service interaction and tracking the data in aggregate, over time.

Workflows can also be used to match the customer with the right helper. Automated workflows that act based on keywords can help ensure that someone with a purely transaction-related issue speaks with someone trained in handling such issues, and that someone with a technical issue speaks with an agent skilled in talking customers through technical difficulties. 

Empowering Employees, Reducing Distractions

Happy women employees

Employees with the right tools, in the right environment, are more willing to give their best efforts.

Employees are human too, and workflows must also be designed with their well-being in mind. Employees can’t be expected to deliver their best work when they’re corralled in an environment that is dirty or noisy, when their equipment breaks down, or when they feel unappreciated and without agency.

Automated workflows must account for employee feedback as well. The employees who use automated workflows every day are the ones who know where bottlenecks occur, and often they have suggestions for addressing problems. Therefore, it’s important for employees to know that their feedback is valuable, and for supervisors and managers to take it seriously.

Workflow Training Essential

The best workflow in the world is useless if nobody knows how to use it. Taking the extra time up front to train employees in how to use automated workflows (whether for customer service or anything else) is an investment that pays off. Carefully-crafted training sessions help ensure that employees hit the ground running when it’s time for new workflows to go live. Reassuring them that their feedback from using the workflows matters can keep discouragement to a minimum. 

Without the right workflow software, designing workflows with customers and employees in mind is difficult or impossible. PerfectForms, however, offers the flexibility, power, and user-friendliness companies need to design customized automated workflows, test them, and take them live in record time. 

PerfectForms has an intuitive interface that means no programming is required to create sleek, perfectly customized workflows with features like automated alerts, audit trails, and customized workflow permissions. It is the right solution for the company committed to creating workflows that ensure outstanding customer service while making the most of employee skills and talents. If you want to learn more, we invite you to watch our demo video, and if you have questions, feel free to contact us at any time. We would be delighted to hear from you.

Workflows for These 4 IT Processes Deliver Multiple Benefits

Thursday, April 25th, 2019 by PerfectForms Editors

IT workers deal with both predictable and unpredictable situations, and their work is essential to smooth business operation.

IT woman with a headset

Automating everyday IT processes ensures IT teams can allocate their efforts optimally.

While some IT processes cannot be taken over by automated workflows, many aspects of day-to-day IT operation can be automated. Doing this not only helps ensure efficiency and transparency, but also helps free up IT workers to focus on critical issues that can have a serious effect on business. 

Here are four IT processes that can benefit from automation, and why your choice of workflow software can make all the difference in the success of workflow automation.

1. IT Procurement

IT procurement involves several steps including vendor selection, negotiation of contracts, replacement of old hardware, and vendor / license management. Automated workflows give IT workers (and any necessary approving authorities) a step-by-step process to follow to ensure no critical steps are missed. 

An automated procurement workflow can also streamline procurement by automatically forwarding documents and orders to the next step in the process. With the right workflow software, it’s easy to design the procurement process to create an audit trail that can help if a procurement instance has to be revisited later. 

2. Basic Help Desk Functions

Automated workflows can be designed to cover several basic help desk functions, freeing up IT staff to tackle bigger issues. For example, a self-serve workflow for recovering a forgotten password can save significant IT staff time in the long term. 

Automated workflows can be created for functions such as requesting use of a laptop for travel, downloading pre-approved apps, basic troubleshooting, or reporting problems like network outages. These workflows can also assign help requests to appropriate personnel and keep end-users informed of the status of their request, so IT workers aren’t overwhelmed by phone calls asking for updates.

3. Assigning Equipment to New Hires

Men installing a computer in an office

A simple workflow can ensure new hires have the IT equipment they need from day one.

New employee onboarding in general can benefit from automated workflows. Actual pen-on-paper processes can be considerably streamlined with good onboarding, and it’s easy to incorporate a process for assigning a new hire the IT equipment they will need to do their job. In fact, IT equipment requests can be completed even before a new hire reports for their first day. Certain job titles may be associated with pre-defined lists of hardware and software to speed things up further. 

At the other end of things, offboarding employees who are leaving can benefit from workflows to recover their IT equipment and account for it. This equipment can be examined and cleared in readiness for a new employee, helping minimize unnecessary purchases of new hardware.

4. Status Communications

The more IT processes involve automated workflows, the easier it is to incorporate automated status communications that prevent “phone tag” while keeping necessary people informed. If, for example, someone initiates a procurement workflow, status can be marked upon completion of various steps in the process. Then, the person who initiated the workflow can access the workflow and assess the status without sending someone to track it down in person. 

A process user could, for example, log in and determine that the purchase had been approved, and that vendor selection had been completed. Being able to check on workflow status makes planning easier and also prevents endless rounds of phone tag.

Even the smallest businesses benefit from automated IT workflows. In many organizations, IT workers are pulled this way and that, and it’s not always easy for them to chase down the status of projects when someone asks. Automated workflows not only keep processes on track, they document progress and increase transparency for everyone.

PerfectForms is workflow software designed with both power and flexibility in mind. Users in a wide range of industries are able to create customized workflows for nearly unlimited business processes, including IT processes like the ones mentioned above. Better still, you can try PerfectForms for free by signing up for a trial. If you have any questions about using PerfectForms for your IT or other business processes, please feel free to contact us at any time. 

Productivity & Efficiency: The Right Workflow Software Improves Both

Thursday, April 4th, 2019 by PerfectForms Editors

Business success depends on both productivity and efficiency. 

Productivity knob

Using the right workflow software is like setting productivity and efficiency to “MAX.”

The two concepts are similar and are sometimes confused for one another, but they’re not the same. Productivity is about output during a defined time period. Say that last week you produced 100 units of work, but this week you produced 110. That means your productivity went up by 10%.

Efficiency is more related to the quality of your work or work processes. If you produce the same number of units in the same amount of time, yet do so with less waste, or at a lower cost, you improve efficiency. Both higher efficiency and higher productivity lead to higher profits. 

Strong workflows are the key to both higher efficiency and greater productivity, and when you can automate some or all of a workflow, you can make a tremendous difference in both. Here’s how.

Productivity and How Workflows Help

Let’s say your business produces handmade furniture. The more pieces you complete, the more you can sell and the more money you can make. Production may involve preparing the pieces that will make up a table or chair, finishing wood surfaces, upholstering seats, and so on. All these steps make up a workflow, and the more efficient the workflow, the more quickly you’ll go from raw materials to finished product.

Automated, mobile-friendly workflows can be designed so that the moment the wood finisher or upholsterer’s services are needed, they receive a notification. That way they know to begin as soon as possible and there is less risk of steps being missed or delayed. Ultimately, productivity goes up.

Efficiency and How Workflows Help

Suppose you are the head administrator at a school. School administration naturally involves a lot of forms: for registration, field trip permissions, equipment requisitions, and so on. All these processes used to have to be done on paper, but now all of them can be done through online forms and automated workflows. 

Young student using a tablet

Students have no trouble ditching paper. Shouldn’t their teachers and administrators try to do likewise?

Imagine what happens when registration forms go online. Not only are there no more worries about illegible or damaged paper forms, massive amounts of paper can be saved. That alone represents efficiency, but so does the time saved from manually sorting, filing, and handling forms. Efficiency can increase impressively from the conversion of a single, paper-heavy process to an online workflow.

Demand These Features in Your Workflow Software

You have many choices in workflow software. Some products are geared toward large enterprises, while others are designed for small and medium businesses. When evaluating your workflow software choices, be sure to insist on the following features, whatever the size of your organization:

  • Intuitive, user-friendly interface
  • No programming required
  • Automated alerts and notifications
  • Permission-based access controls
  • Integration with commonly used office systems like spreadsheets
  • Easy creation of workflow reports

Many businesses today choose cloud-hosted workflow software, and this is a great choice in terms of scalability and reliability. However, if you have to run software on your own servers, choose workflow software that gives you this option.

PerfectForms is workflow software designed to improve both productivity and efficiency. Because of its intuitive user interface, learning to use PerfectForms is fast and easy: you simply drop form or workflow elements into place. You can also easily set workflow permissions, create automated alerts, and integrate PerfectForms with your spreadsheets, databases, web forms and with Salesforce CRM. 

If you’re ready to improve productivity and efficiency through better, faster work processes, we encourage you to read some of the many PerfectForms case studies . See how businesses and organizations like yours used the power of automated workflows to boost productivity and efficiency while reducing error rates and tracking business data and trends with ease.

Does Your Form Creation Software Have All the Features You Need?

Wednesday, April 3rd, 2019 by PerfectForms Editors

If you need to create the occasional one-off form, there are any number of free online resources that will help you do that.

Puzzled girl with a laptop

It’s probably smart to be wary of free software you find on the internet.

But if online forms are a regular part of your business workflows, then you need more in a form software solution. You may ask yourself why you should pay for form creation software when you can make forms for free using Google Docs, but the fact is, outstanding form software can deliver impressive ROI through its productivity- and efficiency-boosting features.

Many if not most forms are workflow elements. In other words, completion of the form is an essential step in getting a work process completed. What if those forms were part of an overall workflow solution rather than just one-off forms users have to access through Google or some other provider?

Look for the following features in your form creation software and you can not only have the forms you want, but also streamline workflows and improve the efficiency and productivity of your business. 

You Shouldn’t Have to Program

You might find form creation software that allows powerful custom form creation for an enticingly low price. Then, when you try to learn how to use it, you may be surprised to learn that creating those forms requires HTML, PHP, CSS, or JS scripting and that neither you nor anyone else in your business knows how to do that.

You could probably learn enough HTML to get by, but that’s not a good use of your time. Form creation software is supposed to make running your business easier, not harder. When evaluating form software options, be certain that the package you choose doesn’t require coding.

Think About Features You Want Over the Long Term

Today you want a simple online form so new customers can register for sale updates and special events. Tomorrow, however, you may want other online forms. Maybe you will want to start using employee-facing forms for business processes like scheduling paid time off or requesting reimbursement for expenses. 

Maybe someday you’ll want forms for recording software license information so you don’t run the risk of violating software licenses. Not only could such forms prevent illegal software use, they could protect you in the event of a software license audit. 

Audit stamp

Data collection and reporting features of premium form creation software
can save a tremendous amount of stress in the event of an audit.

As your business grows, you may want online forms for faster and more accurate onboarding of new employees. Maybe you’ll want your field representatives to have forms on their tablets so they can record service calls in the field. The possibilities are limitless, and it’s important to take a long view when choosing form creation software.

Form Software Can Deliver ROI in Multiple Ways

One of the main ways form creation software delivers ROI is by drastic reduction of resource use. Do away with paper and you do away with paper storage, archival, and recycling needs. It also does away with the need to manually enter information from paper forms into associated databases and spreadsheets. Furthermore, online forms can be connected to create simple to complex workflows, ensuring processes stay on track, with no missed steps. Can a free online form maker do all that? It’s highly unlikely.

Think of form creation software as a business investment. If you choose the cheapest (or free) option up front, you might save money right now, but you won’t have access to the features that will save your company significantly over the long term.

PerfectForms is form creation software that can be used to create the simplest of online forms to the most complex automated workflows. You can create mobile-friendly online forms from scratch or start with one of the many included templates. And you won’t have to write a single line of programming code, because PerfectForms has an intuitive, drag-and-drop interface. 

PerfectForms allows form and workflow permissions, automated alerts to keep workflows moving swiftly, and powerful data collection and reporting features so you can track trends with ease. And it interfaces easily with spreadsheets, databases, and other office systems, including Salesforce CRM. Read some of our case studies and you’ll see what a smart investment you make when you choose the right form creation software.