Why a digital capital expenditure workflow accelerates budget approvals

Capital Expenditure Workflow Software

Investing in fixed assets has a strong impact on both short and long-term financial standing of a company. Therefore, managing capital expenditure / CapEx approvals requires enormous effort and attention to detail to avoid errors. 

Many organisations hesitate when it comes to investing in new and advanced systems for operational activities. This is simply down to trying to “cut costs” and avoiding spending. Even for good reason.

However, investing in software that allows the capital expenditure approval process to operate effortlessly does wonders. And, this investment actually contributes to less cost. And more profitability in the long-term.

It is critical for businesses to use appropriate guidelines and tools to carry out efficient financial analysis. And subsequently, finance and budget approvals. In other words, capital expense management can be much more expensive and complicated than necessary. That is, when using insufficient systems or methods. 

Capital Expenditure commonly known as CapEx or CAPEX is the expenses needed for businesses to either acquire or maintain their fixed assets. This includes fixed assets such as land, plant, machinery, equipment and so on. 

Operational Expenditure / OpEx on the other hand refers to the funds needed for day-today operations of a business. This might include rent, lighting, inventory and other utilities for instance.

CapEx and OpEx appear to be terms that are frequently confused by people. They both relate to required funds. But, they distinguish between type of expenses.

Some organisations still use outdated financial systems for capital expenditure and budget approvals. Despite being in the digital era with plenty of technological solutions available. What’s more, many are even carrying out budget approvals manually. For example, with spreadsheets, emails, paper-documents and even ledger books. 

Are you one of them?

If so, keep reading and find out how you can digitise your capital expenditure workflow and easily speed up budget approvals!


COVID-19 is accelerating digital transformation

However, with COVID-19 in mind, accelerating digital transformation is becoming the norm. That is, for business survival and to continue to grow throughout these uncertain times.

A recent article by Silicon Republic highlights a significant benefit derived by those who have digitally transformed their business. Moreover, the organisations who have mostly embraced digital business technologies. This competitive advantage simply wins against their competitors. 


Challenges of manual management of capital expenditure approval workflows

Today, many organisations still largely rely on manual methods to carry out CapEx approvals. Unknowingly, they enable the business to fall victim to many potential issues. More clearly, to problems that revolve around the drainage of business resources.

From lost time to lost CapEx requests, organisations tend to look for ways to cope with the issues that arise with manual budget approvals. That is, to compensate for the lack of efficiency. 

Certain issues that often erupt with manual CapEx approvals:

    1. Low visibility and transparency of requests and approvals
    2. High % of errors, duplication of data or missing data
    3. Inaccurate budgeting and forecasting
    4. Unauthorized spending, over-spending and loss of profit
    5. Missed deadlines, projects not being closed and new projects being opened
    6. Inefficiencies and bottlenecks in approvals

What is the meaning of CapEx software?

A capital expenditure workflow software is specially designed to allow the budget approval process to flow quickly and smoothly. And, without incurring any inefficiencies throughout. Capital expenditure software aims to digitse CapEx workflow. It enables businesses to standardize, track and approve requests, all in a single platform. Using an automated capital expenditure workflow helps speed up requests and budgets approvals while aligning with strategic goals.

Digitalising CapEx approvals helps reduce cost, save time, enhance productivity and improve profitability. Overall, a digital capital expenditure process capitalizes on the saying “work smarter, not harder”.

As previously mentioned, manually handling your CapEx approvals is an insufficient method. Additionally, tedious manual work threatens the quality of the process. Not to mention, these challenges unavoidably have knock-on effects on the entire business. 

In short, the adoption and implementation of a potent CapEx approval workflow software is simply to mitigate risks. Particularly, risk associated with a manual capital expenditure workflow.

Replacing your inefficient CapEx approval workflow with a robust workflow software like Kianda will not only tackle challenges above. But, will derive substantial benefits for your organisation.


Benefits of using CapEx software to manage budget approvals

Benefits of CapEx workflow softwareIn order to meet expected end year financials, capital expenditure budgets are set in place. Using CapEx software helps businesses to align with these strategic goals. Simply, by accurately managing capital spending.

With thorough insight into budget approval, it is easier set realistic financial forecasts. And, it is easier to meet and achieve those objectives and goals. Specially in terms of profit and business growth.

Let’s have a look at the benefits of using a business process automation platform for CapEx approvals.

CapEx software minimizes risk of human error

A major driving force to implement an automated capital expenditure solution is to slash risk of manual error. Way too often, mistakes can happen whereby requests and budget approvals are routed in the wrong direction. Because of this, requests can regularly go unanswered. As a result, delays and bottlenecks occur in capital expenditure processes.

Additionally, many projects can easily get lost. So, new projects open while teams are unaware or forgot to close ‘lost’ projects. Before you know it, the previous requests are completely hidden. On the other hand, fixed assets are critical for businesses to operate. As an example, not completing approvals for integral components of a critical production line is dangerous for business. Simply because, it can cause defects and errors in production and operations. 

With a digital capital expenditure workflow, all data is centralized in a single system.  This offers visibility and transparency to all stakeholders involved. As well, you can send automatic notifications and reminder alerts to stakeholders. Simply, so they approve requests on time.

As a result, you will never miss a deadline and you can minimize back-logs in requests. Moreover, completing all CapEx approvals on time allows business to run smoothly. For example, a critical piece of equipment could need maintenance or replacement. So, an employee raises a request. Automating the capital expenditure workflow ensures that this request is sought to. 

Automated workflow assists in providing accurate and realistic financial forecasts

When budget approvals are not completed on time or they simply get lost, it is a difficult process. For instance, it is hard to include their expenses when undergoing capital expenditure budgets. More importantly, this can result in inaccurate representations of capital spending. These capital expenses are not accounted for in budgets and can initiate overspending

Consequently, transparency lacks into the short-term financial standing of the company. And therefore, financial planning and long-term strategic goals become a complex process.

Abandoning manual CapEx approvals and digitally transforming them makes budget approvals seem like a breeze. With higher visibility, business process automation assists in greater control. Particularly over capital spending and budgeting. You can easily track and manage budget approvals. That way you can ensure budgets align with financial plans. And that is without being bombarded with unanticipated expenses. And, or emails with queries.

A digital workflow increases productivity and profitability

Automation increases the pace of routing requests and approvals. Overall, it gets the job done fast and efficiently. Many potential issues can arise throughout capital expenditure approvals when using spreadsheets and emails. Consequently, the process of CapEx approvals pause at many stages. Manual errors in the life cycle of any process drive down productivity.

As well as that, many organisations just accept these faults in their traditional CapEx approval processes. They then end up devoting more time and money to overcome them as they occur. Rather, they could look for a win-win solution. One that avoids negatives and brings positives.

Automating capital expenditure workflows focuses on preventing disturbances in the CapEx request/approval life-cycle. By simply eliminating errors from arising, the process is already much faster than before. Then, preserved time can also be dedicated to completing more budget approvals. That way, a lot more capital expenditure work is being completed rapidly. Ultimately, scaling both productivity and profitability. 

It is time to leave manual re-work behind you by digitally transforming your inefficient capital expenditure approval workflow.


Why you should automate your CapEx approval workflow

invest-for-growth

Investing into a state-of-the-art business process automation platform will help you digitally transform your financial approval processes. For the better!

Hassle free capital expenditure management doesn’t only aim to save time and costs. But, it makes employee work that bit easier and less stressful. Budget approvals and financial analysis require careful consideration. In which, only passes on pressure to employees.

Automating CapEx approvals simply relieves this pressure. Simply by tackling any challenges caused by manual budget approval workflows. Providing an easier method for CapEx approvals is not only beneficial to your employee. But, it is a key contributor to quality in your business processes.

Easing the capital expenditure workflow with digital tools allows employees to pay less attention to “preventing human error”. But, more attention on completing financial approvals with quality in mind. And, at a faster pace.

With CapEx approval software, employees can sharply get their work done. What’s more is that they can do it without feeling strained or burdened.  

Want to see how Kianda can help you? 

Request your live demo today!


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How a digital approval process can help you accelerate decision making

https://www.kianda.com/blog/5-key-challenges-of-manual-approval-processes-and-how-you-can-overcome-them/

5 key challenges of manual approval workflows and how to overcome them

Challenges of manual approval workflow and how to overcome them

There is no better feeling than being able to complete an approval workflow rapidly and smoothly. But, as much as you strive to achieve this successfully, somewhere along the process there is always disruption. Moreover, something that interferes with your individual schedule of work.

As a result, planning your day becomes a task in itself. Simply because it is a manual approval workflow. These issues have a tendency of causing delays and unnecessary stress for you. As well, the delays create bottlenecks in the business’ overall operations. 

Wouldn’t it be great to perfect approval workflows in a timely manner. And, without anything interrupting the flow of the process?

Wouldn’t it be great to have a weight lifted off your shoulders if approval workflows were easier to manage?

Ideally, yes and certainly possible. Using workflow software, organisations are digitalising their approval workflow and thriving. 

In particular, what used to be an unavoidable challenge is no longer an issue. In other words, you don’t need to bear with the unwanted stress. Optimizing approval workflows with process automation tools can make your workday a lot easier and less stressful.

Transforming a manual approval workflow into a digital process with workflow software not only saves time and costs. But, increases productivity as well as making a positive impact to the environment. Paperless approvals allow organisations to engage in sustainable initiatives. 

Spreadsheets, emails and paper-documents devour company resources

paperless-business-processesWhile paper in the office is still a go-to method for work, more organisations are aiming towards a paperless office. Additionally, businesses are switching from using emails and spreadsheets to more efficient digital tools. That is, when it comes to optimising their approval processes.

With workflow software, you can manage the approval process from start to finish without signing paper forms. Or, using spreadsheets or emails.

The utility of paper, spreadsheets and emails is specifically down to convenience of use. Simply because, many are so embedded in their natural ways of carrying out work. However, those who have decided to adopt digital transformation have realized how inconvenient traditional methods actually were. In other words, manual approval processes drain your businesses resources and you will see that once you upgrade with the help of an approval workflow software.

The COVID-19 Pandemic has forced many organisations to begin digitalisation in the workplace. For instance, digital transformation was key to implement a successful remote working strategy. That is, to operate throughout the epidemic. Without the help of digital tools, working from home can be a complex situation for all.

According to market research firm IDC, organisations who have already begun digital transformation are far more resilient and agile.

They have already adapted to a digital workplace. So, going forward they just need to alter business models. 

Managing your approval workflow with paper requires substantial amounts time and effort. Specifically, resources dedicated to move paper documents around the business. As well, it can involve printing spreadsheets and manually inputting data into those spreadsheets. After that, requests and approvals need to be sent via email for the next approver and so on. Again, requiring much of employee time and effort, easily causing delays in critical business approval processes. 

The submission of a request, the approval of that request and the kick-start of a particular business process can and should run smoothly.

However, many issues can arise throughout the approval process when using spreadsheets, emails and paper. 


5 key challenges of a manual approval workflow 

1.  Manual approval workflows soak up employee time

Outdated systems and tools used to carry out the approval process overly consume employee time and productivity. For instance, using a paper form for requests might require manual input into a spreadsheet. Or, it may need to be physically delivered to a different department. 

Whatever the case may be, there will always be secondary manual re-work involved. Certainly, needing more time than necessary. That is, from carrying out approval workflows manually.

On the other hand, workflow software can help you retain much of that previously wasted time. Simply by digitalising the approval process. Conserving employee time allows for better allocation of time and increases in productivity. Work can be completed at a faster pace, scaling operations better than ever before. 

2. Slow approval workflows cause delays and bottlenecks

It is no surprise that there are delays and bottlenecks. That is, due to the significant amount of time consumed when undergoing document approval. More clearly, it is not only approvals that are held up. But decision making and the overall business process in question are too. 

Bottlenecks in business processes are a recipe for disaster in terms of operational efficiency levels. For instance, delays lead to inaccurate decision making due to the pressure of getting it done fast. Therefore, it is extremely important to manage approval workflows with an easy to use, robust system.

With an approval workflow software like Kianda, automatic reminders are sent so that you never miss a deadline. Not only does this allow you to keep on track of approvals. As well, streamlining approvals with process digitalisation prevents a back log in requests. Also, approval processes can be completed in a way that aligns with relevant internal factors, in a timely manner.

3. Lack of visibility affects communication and productivity

Using spreadsheets, emails and paper does not provide a clear overview of any approval process. For example, you might find yourself digging through a long thread of emails, tracking how long ago you submitted a request. Or, how about sending follow up emails, where you feel like you are bugging your manager or colleague?

frustrated-employeeThese situations are not ideal. Without transparent insight into approval status, number of requests or approvals, it is impossible to create a productive schedule.

Also, good collaboration is harder to achieve when the idea of success is based on communicating through emails that can easily become hidden.

Approval workflow software platforms like Kianda offer a crystal-clear view of the approval process from start to finish. With customisable dashboards you can track and monitor your approval workflows based on real-time analytics. And, you can tailor your approval process flow and dashboard to your organisation’s unique needs.

Stop wasting your time chasing approvals. Let the system do it for you!

4. Compliance with company policies is difficult to achieve with manual approvals

Without deep insight into approvals, it is difficult to check if the process is being carried out in accordance with company policies. There is no straightforward way of seeing who is accountable for each approval, without having to search for it. And again, this could take up from your valuable time.

As a result, monitoring and tracking becomes difficult when undergoing an audit trail. 

With approval workflow software, you can easily and quickly capture information. An example of this is easily identifying who is accountable for a particular process. As well, approvers can provide a digital signature. This is a lot safer and more reliable than a wet signature on a paper document. 

5. Repetitive tasks from a manual approval workflow are demotivating and stressful 

Manual data entry is a repetitive, boring task that is prone to human-error. Mistakes are inevitable when using spreadsheets and paper-documents. Because of this, emails and other forms of communication bombard you with queries. For example, misinformation, errors or lack of clarity such as difficulty of understanding handwriting.

Physically taking charge of such inefficient processes like inputting data into spreadsheets is tiring. On another note, it is not particularly rewarding. Neither is trying to play catch-up in your inbox by spending half of your day responding to emails.

Automating approvals minimizes these stressful issues from arising, keeping employees engaged and motivated. Additionally, with a built-in query functionality, employees can collaborate all in the one platform. Meaning there is no need to waste a chunk of your day answering emails. All of the needed information regarding an approval will be at the tip of your finger. 


Hypothetical situation of manual document approval

manual-approval-workflowEmployee prints off a paper form to submit a request to start a new project. The request needs approval from 3 different stakeholders. The Project manager and department head need to approve the request based on certain factors. For example, having enough team members to cover the project. The Financial director needs to approve based on cost. For example, ensuring the project is within the budget threshold and aligns with company projections. 

Project manager is on the same floor, so can approve immediately. The request form is stamped and signed; one approval is completed. 

Next, the Department head and Financial Director are on the 6th floor. So, the employee sends the request to Department head first.

Department head approves 3 days later. Employee received the form and now sends it to the Financial Director. However, receives no response for a week. Then, the employee emails the Financial director to see if they received the request form. Unfortunately the document is nowhere to be found. And, that is the beginning of a delayed approval followed by hindrance in the kick-start of a project.

This is a scenario that can happen way too often, especially for large companies. It is time-consuming, laborious and stressful trying to keep on track of process and its current status. 

Why you need to adopt workflow software today

Outdated systems and tools prevent you from completing approvals fast and effectively.

On the other hand, you can digitalise your approval process with approval workflow software. The cumbersome workflow turns into a set of user-friendly online forms that manages multi-stage approvals. Digital signatures are captured and communication overall streamlined. With Kianda platform you can streamline your approval process rapidly and efficiently.

Kianda approval workflow dashboardOptimizing your approval process with process automation can help your organisation cut costs, save time and improve productivity. Also, eliminating repetitive, boring tasks will help employees to regain motivation that was once lost from using outdated methods. 

See what Kianda can do for you by requesting your live demo today!

Request your live demo

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How a digital approval process can help you accelerate decision making

Relieve administrative burden of employee absence throughout COVID-19

How a digital approval process can help you accelerate decision making

Improve-approval-process-with-business-process-automation

According to McKinsey, 60% of employees could easily save 30% of their time by automating business processes such as paper approvals and processing documents. Business process automation helps improve decision making to carry out ripe approval processes. 

In one way or another, before beginning many business tasks, a formal approval process is undertaken. With that said, one business process alone can require multiple approvals. That is, depending on particular variables such as project size, departments involved and so on. Therefore, business processes can quickly be prolonged or delayed if approvals are not completed on time. 

Handling approval processes without an agile method or system can be chaotic and quite difficult to manage. On the bright side, there is a solution; workflow software.

So, we want to show you how a digital approval process can help you accelerate decision making. As a result, your organisation can maximize efficiency and become more agile.

What is an approval process?

An approval process is implemented in order to allow business processes to run more smoothly and efficiently. In particular, it helps to digitally transform approval stages of business processes through automation. 

Overall, business process automation standardises tasks in an organisation by efficiently routing request information and related documents to relevant personnel.

You can rest assured that work will be approved the same way each time through by automating approvals through business process automation. 

Traditional ways to complete an approval process involve stakeholders having to manually approve data and documents. Additionally, a lot of time is exhausted tracking down and transferring documents whether it be via email, shared spreadsheets or paperwork. Not to mention the additional phone calls or messages regarding queries and so on. 

Might we say, many organisations have already began moving away from paper-based methods to digital ones to carry out approvals and other business processes. With that said, some have still not begun their business process automation journey.

Yes, these methods do get approvals completed. However, are they sufficient? The answer is no.

Using many forms of communication and methods slow down the approval process and automatically cause delays and bottlenecks in overall process. As well as that, it can be confusing to say the least.

In other words, still actively using traditional tools to carry out approval processes could well be limiting your organisations levels of productivity and efficiency. 

With workflow software you can easily approve, digitally sign and collaborate, all in a single place.


Types of approval processes to automate with workflow software

Here are 4 examples of approval processes that you can automate:

1. Capital Expense Approvals

CapExAlso known as CapEx approvals, this process can be difficult for any organisation, especially when it involves multiple approval levels. And, it normally does. Capital expense approval processes require careful consideration and decision making. Simply because, investing in machinery, equipment and other assets is largely expensive.

And without transparent insight and inaccuracy, decision making for an approval process is inevitably affected. 

On the other hand, using workflow software for your CapEx approval process provides consistency, accuracy and improves visibility. As a result, managers and teams can confidently make better decisions when approving. 

2. Purchase Order Approval

purchase order PO Approval can be lengthy and time-consuming as it is, never mind how long the process is when handled manually. Using paper, emails and spreadsheets is without a doubt slowing your purchase order approvals down.

Needless to say, they can incur quite a lot of expenses also. But, we don’t need to tell you that, right?

Workflow software can mitigate these issues by allowing you to streamline your purchase order process. Business process automation provides a faster approach to purchasing, facilitating a reduction in time and money spent on the job. As well, automation reduces the probability of human error in a PO approval process. 

3. Budget Approval

Budget approval processBudget approvals are essentially put in place to ensure that financial projections and priorities are in line. In order to plan strategically, businesses need to firstly, set out realistic budgeting guidelines and abide by them. And secondly, to observe these budgets with an eagle’s eye to decide whether to approve or reject. 

Without a consistent and skillful system to manage budgeting, it is a complex process that presents a lack of visibility into the financial state of an organisation. As a result, the business can fail to see an authentic view of the future due to an unrealistic projection.  

Automating your budgeting approval process will allow financial teams to guarantee that expenses align with the company’s financial forecasts. By accurately managing expenses, organisations can ultimately reduce operational costs. 

4. Project Approval

Project approval Undergoing a new project entails a variation of different project documents and deliverables. Hence, a close eye is necessary for review and approvals of certain documents to ensure efficient management of the overall project. 

Handling project approval processes through emails provides an opportunity for emails to become lost or convoluted in threads. As a result, approvals can pile up and the overall task can be delayed and if multiple projects are awaiting approvals, a back-log of projects will occur. 

The ability to transform tasks with business process automation presents better tracking, monitoring and approving at a faster pace. In doing so, projects can kick-start without any delays or issues in the process.

There are many approval processes that can be optimised through business process automation. For more insight read articles on our procurement process, leave/holiday requests or travel requests 


Benefits of an automated approval process

Your organisation can retrieve substantial advantages from a single approval process automated. 

1. Rapid approvals save time

Business process automation entirely speeds up the approval workflow from initiation to completion. As a result of rapid approvals, business processes accelerate, allowing your organisation to complete tasks in a timely manner. By reducing the amount of depleted time and other resources dedicated to business process management, companies instantaneously cut costs. 

2. Increase productivity

Emphasizing on the capabilities of faster approvals, business processes are accomplished quickly and efficiently. In other words, business process automation allows companies to become more agile as it scales productivity. On that note, thriving productivity helps you keep in line with competitors and not fall behind. 

3. Improve transparency and collaboration

Having a better overview of approvals is better for everybody right?

With an intuitive workflow software, customisable dashboards provide insight into status of approvals as well as outstanding ones. Also, tracking allows you to see who is responsible for each approval and improves decision making. The ability to collaborate in a single place reduces errors and miscommunication across relevant departments involved in the process. 

4. Reinforce accountability 

Approval workflow software clearly demonstrates who is assigned to which tasks or approval. Subsequently, all involved know exactly who is responsible, allowing for superior communication and accountability

5. Enforce compliance with company policies

Automating your approval process enables better record keeping and tighter security control across the organisation. Also, controls ensure the correct measures and validations are in place. Because of this, you can easily review and check whether approvals comply with company policies in audits. 


Why you should automate your approval process

Business process automation derives many advantages for both the company and persons undertaking the task in itself. Besides reducing costs, improving productivity and decision making, and generating competitive edge, professionals can reduce overloading work through automation. That is, from the C-suite level right to the front line.

For instance, CEO’s spend a significant 20% of their time analysing, reviewing and approving work that could be easily automated. And that is one person. Many other employees throughout an organisation could also have a lot more free time on their hands to spend on other tasks. 

Digital transformation continuously grows and evolves everyday. We at Kianda suggest starting slowly but surely to convert your business into a digital workplace.

Many organisations have already digitized and automated many business processes, while others are only beginning their journey. Some particularly undergo business process automation to improve a particular business process. While, others focus more on the end-user experience of a business process and how to make their everyday work life a tad bit easier. Additionally, improving quality of work in your organisation will reflect the quality externally, by satisfying your customers. 

Regardless of the objective in question, business process automation has ultimately provided competitive advantage for many.


How does Kianda approval process work?

Approval-process-Kianda-business-process-automation-platformKianda workflow software provides a user-friendly approval software. 

As a requester you simply input relevant details about the approval process in question via Kianda form. For instance, description of the request, related department, purpose and estimated cost. Providing information relative to cost and department allows for better allocation of expenses accordingly to the overall budget of the business. 

You can also upload documents that go hand-in-hand with the approval. That way, all necessary information is included in the request, avoiding miscommunication. 

Kianda provides an intuitive process designer interface for admin users to easily tailor approval process without the need of coding. Based on your organisation’s unique needs, you can customize your approval process to suit specific requirements.

Admin users can assign particular users’ access to approvals, enabling better transparency, security and accountability. In addition, you can easily add extra approval levels based on a business logic such as the project size or required number of approvals

Managers and relevant personnel can track, monitor and manage approvals with a built-in, customisable dashboard based on real-time analytics. As well, you will receive notifications to ensure that approvals are completed on time. 

Read case study: Mercury Engineering transforms project approval process using Kianda.


Transform your inefficient approval process with workflow software

Streamlining approvals will prevent delays and bottlenecks in business processes. Improving the quality and flow of approvals makes decision making easier for stakeholders. As a result of better management of the approval process, productivity and profitability drive up.

Let us show you with a free live demo, how Kianda can help you.

Request your live demo today!


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https://www.kianda.com/blog/5-key-challenges-of-manual-approval-processes-and-how-you-can-overcome-them/

5 Core Business Processes You Should Automate to Increase Agility

Relieve administrative burden of employee absence throughout COVID-19

Tackle employee absence and leave requests with an efficient leave management system

Employee absence and leave management without an efficient leave management system is a cumbersome task. That is, when handled across paper-based documents, spreadsheets and emails. 

Using these methods is lengthy, time-consuming and prone to human error.

With that in mind, the spread of COVID-19 has made employee absence management even more agonizing. That is, for administrative staff, HR managers and even employees. And, it is only expected to get worse. 

Leave requests and employee absences spike during COVID-19 Pandemic

employee absent

The global spread of the Coronavirus has amounted huge pressures on professional as well as personal lives.

Many employees face a new working environment with their office in their homes. On the other hand, some employees have had limited options regarding working from home or working at all.

Millions of people across the world have been directly affected by COVID-19 from contracting the deadly virus. Deeming them medically unfit to work, ill-related employee absences have risen. Not to mention, the amount of people waiting to be tested and in self-isolation. Unfortunately, also unable to work. 

In addition, occupational roles that require physical presence cannot implement working from home. Because of this, many workers have had no other choice. But, to avail of annual leave or temporary time-off. That is, under specified circumstances.

For example, many front-line staff depend on childcare facilities in order to go to work. With restrictions in place and no creches or schools open, significant amounts of essential workers had to stay at home. This has created both shortages of staff due to employee absence, as well as a substantial increase of leave requests.

Administrators and HR managers bare with these demands. Simply, as a consequence of employees being directly and indirectly affected by the virus.

On top of these causes of employee absences, there are general leave requests. For example, maternity and paternity leave, bereavement leave, sick leave unrelated to COVID-19 and other leave requests.  

Leave dedicated to holidays or vacations is usually the most common type of annual leave requests. However, with various restrictions across the world, employees are ‘saving’ their annual leave days.

Without a good leave management system, employee absences and leave requests can quickly accumulate, complicating leave management processes.

Leave requests expected to plummet after COVID-19 restrictions are lifted

Worldwide, most mass gatherings, events and holidays have been cancelled. And, regardless, many countries have legally obliged people to stay indoors unless they are out for essential travel. 

With nowhere to go and nobody to see, people have no essential reason to take annual leave for pleasure purposes.

Looking forward to overcoming the Pandemic, employees are optimistic about a sunny getaway before the year is up. This is expected to have a knock-on effect for business operations in two ways.

1) Overflowing of leave requests, giving administrators and HR managers additional paperwork.

2) Shortages of staff if approved, depending on managers approval.

Employers are becoming overwhelmed with possibility of employees submitting leave requests for the same time periods. Hence, it is important to utilise the most appropriate leave management system to efficiently manage employee absences and leave requests.

work overloadTo be specific,  paper-based systems make employee absence and leave requests even more complex.

Also, the deferral of annual leave in bulk will create an additional problem for companies. Of course, if approved. The lack of employees post COVID-19 will inevitably strain business operations. 

 

With a robust leave management system, you can prepare for employee absences. In short, managers can track and monitor the number of employees absences. Simply, to ensure there are enough workers to sustain business.

Digital transformation is reconstructing how companies carry out business processes such as leave requests and overall, management of leave.

In particular, digital transformation can convert leave management from a laborious, painful task, to an easy, efficient digital process. That is, with business process automation tools, such as workflow software.


Streamline employee absence and leave management with digital leave request process

Paper documents and spreadsheets are considerably the main tools used to handle employee absences and leave. While these methods can get the job done, they soak up a great deal of employee time.

Before a leave request even receives approval, administrators need to fill out a form. Then, assign it to several people across other departments. And, manually submitting documents makes collaboration harder to achieve.

It is important for employee absences and leave requests to reach all relevant people involved. And to do so, quickly. Ideally, accepting or approving requests works best when done instantly after receiving them.

However, sometimes this is simply not possible. Managers need to make sure that there are enough employees to sustain business as usual. In addition, using paper forms for annual leave requests or employee absences is certainly not reliable.

Paper documents can easily get lost. The form could have a mistake or wrong information. Or, it could land on the wrong persons desk. Similarly, a digital file could also end up in the wrong folder on a PC or sent to the wrong email address.

Human error is inevitable. You might have highly skilled and intelligent staff, but these are simple and common mistakes that are easy to make.

Because of these issues, the approval process is pro-longed and leave requests can pile up. As a result, the task becomes difficult and confusing. On the other hand, managing leave and absences can be a breeze with an efficient leave management system. 

A manager needs to be in a position to react fast to prevent bottlenecks and delays in approvals. 

Business process automation platform can swiftly transform leave management from a paper-based system to a digital process. With a digital leave management system, employers can better manage employee absences and leave requests. 


Overall benefits of automating management of employee absences and annual leave

These key features of digital employee absence and leave request form will ease the process. Specially for administrators, managers and HR teams. But, that’s not all, there are overall benefits to the efficiency of your business.

1- Customisable dashboards

With customisable built-in dashboard, managers can track and monitor numbers of leave requests and approvals. In short, the dashboard provides a transparent overview of the number of employees absences. As well as staff availing of annual leave. As a result of improved visibility, HR teams and managers can make better decisions when carrying out approvals.  

2- Request modifications

Managers can even request employees to modify their leave request if necessary. The manager might suggest altering the date. This reduces lack of required staff or employee shortages, allowing business operations to sustain.

3- Scheduled reminders

Automated emails are sent to the manager if approvals or rejections are not completed on time. This allows teams to not let any leave requests go unnoticed and prevents delays and a build-up of requests. Because of this, administrators don’t get an uncontrollable overload of work. As well, employees are better satisfied as they are not waiting around for approvals or answers. 

4- Calculate annual leave days

A leave management system automatically calculates employees remaining days of annual leave. Therefore, there is no need for either an employee to keep track of their annual leave days. Managers also don’t need to manually keep a record by tracking, calculating and inputting data into spread sheets and so on. 


Why you should use a workflow software for employee leave management

Managing leave and employee absences using traditional methods is laborious and drains resources such as time, money and technically human resources. By dedicating so much time to this process, it costs your business money that can be saved. 

On the other hand, using workflow software to streamline leave requests and handle employee absences can bring efficiency to your business. All three factors, time, money and human resources can be retained with a digital leave management system. 

The COVID-19 epidemic postponed many holidays and vacations for people around the world. But, normality will return soon. Meaning, employees will be eager to getaway once restrictions are lifted. 


Kianda’s digital leave request form will allow you to eliminate risk of human error and speed up the entire process.

Prepare for your employee’s leave requests and manage employee absences efficiently. Avoid the administrative burden by transforming your employee leave management system with Kianda no-code workflow software. 

Want to see what Kianda can do for you?

Request your live demo today!

 


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

 

Related articles:

https://www.kianda.com/blog/remote-working-digital-business-process-is-the-key-enabler-for-working-from-home/

Make your holiday request form an easy to manage digital process

 

Remote working: Why digital process automation is the key enabler for working from home

Remote working

Have you implemented ‘remote working’ as an option for employees yet?

Across the globe, more and more people and companies are taking an interest in digital process automation to accelerate remote working strategies. This comes about for many reasons, one being the benefits of the digital workplace. Secondly, the global development and transmission of Covid-19 has forced employees to work remotely.

Moreover, working from home is increasingly becoming the new normal for many. As it stands, we will see and continue to implement remote working until 2021.

The transition into a digital workplace focuses on using digital methods to carry out business processes. Digital tools such as workflow software are being widely used to optimise business processes.

These processes can be as simple as an approval workflow or as complex as a procurement process.

In a traditional workplace an approval process requires printing, signing and carrying papers from one desk to another.

On the other hand, with a workflow software this process can easily be turned into a digital one.  This makes the process accessible to anyone involved from wherever they are to progress its flow.

Transitioning into a digital workplace will help you eliminate paper, reduce costs and increase efficiency. Above all, it will help you to easily implement how to successfully work remotely.

Cloud-based platforms and digital process automation have created more room for more remote workers. In other words, digitalisation has enabled more tasks to be performed without barriers such as communication.

On another note, having an option in place to work remotely  during Covid-19 or not, can be beneficial for operations, if necessary.

Why is ‘working from home’ so popular?

Remote male workerThe rising emphasis in remote working comes about from both, internal and external factors. For instance, internally, people are aiming to achieve a better balance between work and personal life. On the other hand, external factors like the global spread of Covid-19 (Coronavirus) has forced people to work at home.

Certainly, it is important to have the option for remote working if in desperate need. Even if a company does not incorporate it permanently.

Most noteworthy, companies are viewing it as a crucial factor for their business continuity plan.

As the digital process automation industry continues to grow, making digital business possible, so does ‘smart working’.

Have you included digital process automation in your business continuity plan?

Let’s look at why remote working and digital process automation are beneficial for business.


Remote working in the event of a crisis

External factors are the ones that sometimes we cannot see coming, but we should expect the unknown anyway. In other words, we should plan for a potential disruption.

By preparing a back-up plan, companies can then reduce the level of disturbance from said external factor(s). For example, arranging options for employees to access company systems remotely should be included in their plans.

CoronavirusPrepare for the worst, but hope for the best!

The spread of killer virus Covid-19 has seen pandemonium across the entire globe. It is creating a lot of anxiety for people worldwide.

Businesses are curious about how operations will be affected. More importantly, people are wondering how lives will be affected.

Due to rise in the coronavirus, companies are involving remote working in their contingency plans. 

Not to mention, many job openings throughout the pandemic are temporarily working from home vacancies.

Remote working for better quality of life

remote-workers

According to a recent article by Ireland’s National Public Service Broadcaster RTE , flexible work searches on jobs websites have risen by 196% in the last two years.

In addition, a lot of people feel that they are more productive working from home. That is to say, the positive impact remote working has on personal life can effectively influence output of the remote employee.


Digital business process is the key for an effective ‘remote working’ strategy

First of all, tasks must be carried out digitally to utilize and implement remote working solutions.

Secondly, an employee must have all of the necessary digital and non-digital tools at home. That is, to be considered suitable for remote working.

There are numerous manual processes that businesses have automated. As it turns out, technological advancements have made it possible for remote working.

Human resource management involves quite a few lengthy processes. Similarly, financial teams also carry out time-consuming and repetitive tasks. Different departments must communicate and play their own role to complete the overall process.

Digital process automation continues to optimise these type of dreadful but necessary tasks. Ultimately, making your life easier at work. In addition, automating tasks can completely eliminate the use for paper.

Don’t need paper for remote working!

Busy office with paperSustainability comes in many forms.

Automation of business processes eliminates the need for paper documents. This derives huge advantages for a company that carries out a lot of processes using paper.

Let’s look at what a paperless office can do for you

    1. More organisation – information stored digitally in single place
    2. Better communication between departments
    3. Improved collaboration from higher visibility and transparency 
    4. Costs reduce as buying and disposing of paper is no longer required
    5. Less consumption contributes to a sustainable environment 

As an example, a simple ticketing system can coordinate and scale up operations of remote teams. Remote working HR Team will have many tasks over the course of the day. Including replying to employee queries among other day-to-day activities.

With a ticketing system in place their work can be organised around tickets. Giving a better visibility of team performance and improvements that may be needed.

Other examples of core business processes to automate not only for remote working but also for increasing efficiency

Human resource management automation

1. Employee Onboarding

Paper, Excel sheets and emails automatically slow down the onboarding process.

Managing induction tasks and training of new hires digitally becomes more crucial, when staff are mostly remote working.

Digital onboarding process is less time-consuming and more efficient.

2. Leave Request Form

A digital leave request form allows better tracking and management of employee absences. Because of this, managers can prepare by taking actions so that absences don’t affect operations.

For instance, hiring temporary staff becomes easier to manage when needed e.g. sick leave, maternity leave, holiday season.

In short, employees simply provide the details of their request and submit it. After that, managers are notified to review and approve/reject the request. And finally, it is recorded in a system where employees can view the balance of remaining annual leave.

3. Employee Appraisal

For the reason that a performance appraisal requires huge effort and time, they get put on the long finger.

Employee performance appraisal software allows collaboration between relevant departments to review employees performance. This enables better visibility and tracking becomes easier.

Digital finance processes to simplify ‘working from home’

1. Purchase Order Approvals

Digital PO approval process will help to enforce better structure on the purchasing process. As a result, managers will gain more control of purchasing products and services from requesting a PO to supplier payment.

By automating purchase order process, finances are managed more efficient. For instance, a structure will help avoid unexpected expenditure in accordance with its disappointing results.

2. Invoicing and Accounts Receivable

Issuing and tracking invoices soak up a lot of employee’s time and it is very easy to make mistakes. With that being said, mistakes are not acceptable as receivables are what keeps a business afloat!

Streamlining this process with a workflow software will automatically reduce mistakes and will speed up the process. In addition, it can be easily completed in a remote working setting.

3. Procurement Process

Using a digital procurement system contributes to your paperless office. Keeps your documents in one place.

Procurement documents define contractual relationships, and automation helps to prevent important losses. Keeping all your contracts in the digital sphere.

Eliminate the errors and increase the efficiency of procurement process by building a digital process.


And remember, the more time it takes to complete these processes, the more they will cost. Likewise, the less time it takes to carry out such procedures, the less it will cost.

So, eliminate paper and save time and money by automating business processes. Overall, business operations will be more efficient and your work from home strategy will be simplified and made possible from anywhere!


Considering remote working as an option?

Start your digital business journey by automating business processes. Visit kianda.com for more info.


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

Kianda is a business process automation platform that allows companies to digitalise and streamline their processes with easily built online forms and workflows.

Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


Related articles:

https://www.kianda.com/blog/no-code-development-platforms/

How to manage your Procurement Process efficiently to reduce costs and risks

How to manage your Procurement Process efficiently to reduce costs and risks

Procurement process

Digital technologies such as procurement software are becoming more widely used to carry out procurement process. However, some are still stuck using outdated methods for procurement management.

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process?

If your answer is yes then, it is time to boost your buying steps.

The digital revolution has started to disrupt the procurement process in the last couple of years like many other business processes. For example, 85% of executives believe that digital transformation will alter the very fabric of their purchase process. However, only 32% have a digital strategy in place.

In the past, the procurement process only took care of the nuts and bolts of resourcing. But, technologies and automation have made it a profitable strategy that empowers C-suit decision-makers. 

Managing procurement effectively can create market visibility, minimize supply chain risks, and deliver cost savings.


What Does Procurement Process Mean?

procurement software
procurement software

In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.

The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.

The old incarnation of procurement management could succeed simply by operating more cheaply than the average business. On the other hand, today’s standards are higher.

Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.

What does procurement process mean in the modern era? Sometimes, intelligent spend management. Other times, often supplier sourcing, but always digital strategy.

What are the steps in Procurement Process Flow?

Procurement process flow chart
Procurement process flow chart


Overarching procurement process flow can be broken down into: procurement process, systems, people, and paperwork.

Overall, the procurement process flow entails broader tasks such as ordering, payment fulfilment, and receiving.

Focusing on the procurement department tasks, procurement process flow includes eight purchasing steps :

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

      8. Receiving the product and confirming the delivery of services or goods (Three-way matching)

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Procurement Process Flow
Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software can convert manual tasks into automated processes. Simply by providing automated workflows that don’t require human intervention. As a result, repetitive events can automatically up-scale.

The procurement cycle can, and should, be digitalised. Not only to help you refine your strategy. But, to automate it and generate a set of analytics to assess its efficiency.

Procurement software can include all the steps you’ve always used in your current procurement process. There is no difference in procurement, whether you’re using digital or manual processes.

Certainly, there are distinctions though, efficiency and transparency changes significantly. In other words, automating repeatable tasks cuts the risk of human error.

It can also reduce steps in the procurement process flow and speeds up interactions. But, you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.

Gain visibility and increase transparency

Another important reason why to automate your procurement is to gain visibility.

It can help to track the way your buying department manages their part of the entire procurement management.

As a result of digital procurement in business, the procurement meaning has evolved intelligent spend management.

Intelligent spend management is transparent more than ever before. Most certainly, thanks to digital workflows.

Communication is key for an effective procurement management

Collaboration with suppliers is very important. For instance, certain steps that should be involved can be made accessible to suppliers when automated.

Enhancing communication is key. This way, everyone from the procurement team to suppliers can give you input on a single platform. In short, the automation of the procurement management promotes more effective standards of communication. 

Using a digital procurement management system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.

Procurement Software and Tail Spend

Small purchases tend get neglected, thanks to resource-heavy, manual work.  So, to fix the problem, the procurement process should engage with suppliers. They can do this by amplifying transparency and optimising inventory.

Monitoring key performance indicators, risks can be identified and procurement management strategies can be refined.

The procurement management system should monitor:

      1. Compliance rates that increase spend and lead to invoice disputes.

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

      6. Cost per invoice and purchase order, which tends to suffer when there are invoice disputes

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

Automating the procurement process can be efficiently achieved. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.

They can be used to forecast future crises and optimize vendor evaluation. In addition, they can improve invoicing procedures and predict demand.

Process automation software gives flexibility in terms of tailoring a process according to your organisations unique needs.

When comparing procurement software options, you should look out for several features when carrying out comparison analysis. 

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

The modern procurement process no longer fears risks – it predicts them.

Procurement process is constantly evolving, and metrics help it to advance. Procurement software de-clutters your process steps and improves transparency throughout your entire procurement process flow. From this, you gain control over the entire procurement management lifecycle.

As a result of using digital procurement providers like Kianda, the procurement process in business definition has transformed.

Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement has never been this scalable or innovative, thanks to technology, and it’s put CTOs on the map.


Procurement Process Dashboard
Procurement Process Dashboard

 

Are you looking to boost your procurement management?

Discover how you can reduce risks and bring efficiency to your procurement management. Kianda Procurement Software is designed with our experience and best practices in mind.

Good news is that you can tailor all the pieces of our procurement software to fit what your organisation needs. Meanwhile, remember you do not need to hire developers to manage the software. Anyone with or without programming skills can create business process solutions with Kianda.

Request your live demo today

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 
 
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Why you should embrace Digital employee onboarding and induction in construction

Digital Construction Onboarding Induction

Employee onboarding software is on the rise to correct the inefficiencies with manual employee onboarding and induction processes.

Employers spend a lot of resources on recruiting the right talent but not enough on employee onboarding and induction. Over 20% of staffing turnover that companies suffer occurs in the first 45 days. Imagine the cost of recruiting, training and breaking in a new worker only to have to hire another one two months later.

It means that when you don’t invest in an employee retention strategy your company can incur significant monetary losses by year-end.

HR employee onboarding process should be integrated into the recruitment plan

Employee onboarding and induction processes are designed to minimise this risk. Simply by improving the competency, productivity and satisfaction of workers. This process is an opportunity to sell your organisation to an employee. It is why HR employee onboarding process should be integrated into the recruitment plan.

The construction sector is no different than any other sector. Companies in construction deal with people from professional employees to workers in the skilled labour trades. Onboarding of employees serves as a starting point to introduce a culture of the organisation. Trying to keep key employees has always been vital to the long-term success, for any industry/sector. But, especially for construction sector. Not only in terms of onboarding employees. But, a properly managed and monitored induction is vital.

Employees without proper health and safety inductions tend to have a higher tendency for negligence to regulations.

Moreover, these workers are also prone to injuries and fatalities. Simply, because of misinformation to properly deal with hazards in the workplace. Onboarding and induction processes ensure workers are fully informed about the organization and are aware of their responsibilities.


Technology and Employee Onboarding

Over the years, technology changed how construction companies conduct their employee onboarding. For example, the availability of the internet has changed how people communicate. Also, people have easy access to information.

Relationships are easy to manage now, and that is part of a great induction process. Digital construction onboarding relies on software and other tools to assist in the different elements. Employee onboarding software like the one Kianda offers simplifies the entire process from start to finish.

The digitalisation of the employee onboarding process comes with certain benefits like cost-efficiency, reliability and speed.

Companies in the construction sector that lag on their employee induction process should understand the various benefits that it offers. That way, they can capitalise.

Concrete Foundations

Construction BPM Software

Initial experience that an employee has about your company is vital. It shapes how workers perceive their stay in the organisation.

How you handle employees during the induction process will determine if they stick with you or not.

A construction or engineering company can use employee onboarding software to accelerate the set up of the company’s foundation. In which, employees will develop their careers.

A rewarding onboarding and employee induction process should strive to mentor, educate and support individuals. Moreover, employees should see that their employer is interested in them as individuals. And, not only as resources to help achieve the bottom line.

Workers should have the fundamental basics of the duties that they are supposed to carry out. Additionally, they must know the company culture to make it easy to them to acclimate.

All these elements contribute to a strong foundation that will give an employer confidence.

Enhance Safety

The construction sector has many health and safety requirements that employees have to meet. For instance, in the case when bringing in new people for a project. A supervisor or project leader must ensure that each member is up to date on the latest safety standards.

The building industry has some of the biggest numbers of workplace injuries. Some of the accidents can be fatal.  Failure to observe safety standards can cost a company millions in injuries and lawsuits.

A good way to prevent that is to provide proper training and information for every work. Employee induction is one of the HR processes that offer this. Hence the importance of a well structured and functional system.

Implementing a digital onboarding and induction application in your business will assist workers in learning critical aspects. For example, project processes, equipment handling and safety protocols.

In short, employee onboarding software makes it easy for a company to track what employees are learning. And, it prevents some things from falling through the cracks.

Reduce Costs

The expenses that come with the onboarding process is one reason a number of building companies don’t bother investing in it. Establishing training programs for different new hires and offering them the right resources can be expensive. Especially for small enterprises. However, business process automation comes with enticing cost savings that make the investment worth it.

Unlike physical onboarding, you don’t have to rent training space, hire trainers or travel to remote locations to get required information. Recruits can get when what they need from anywhere they are.

Another way you reduce costs is by improving employee retention rate. A well thought-out employee onboarding process will help keep your workers loyal. Meaning, you don’t lose money on recruiting new hires every few months.

Save Time and Boost Production

Business process automation ultimately reduces paperwork for your staff. Admin tasks that several different departments are required to take action before a new hire can start can all be digitalised.

This aims to transform paper forms and questionnaires to digital forms with automated notifications. As a result, digitalisation will enable better management for the entire process. That is, from pre-employment and onboarding to induction stages.

Construction Workflow Software.png

Onboarding alone requires employees to fill different forms that can take time when doing it the old-fashioned way. Using paper forms is outdated and drains resources.

On the other hand, digitally managing this process significantly saves time. Simply, employee onboarding software makes these forms available to employees at anytime, anywhere.

An employee onboarding software like Kianda platform allows you to completely eliminate use of paper. By doing so, your business not only engages in sustainable initiatives, but saves critical time too. Additionally, a digital employee onboarding process is faster which enables managers to carefully hire new employees. That is, rather than rushing the process with improper decision making.

Besides the paperless forms, staff don’t have to travel for the induction procedure, and that saves time. Not to mention, reducing the need to travel for this process lowers expenses, allowing you to save costs.

The less time that workers spend on the onboarding process, the more time they have to dedicate to other duties. Subsequently, time savings lead to enhanced productivity. Particularly for a workforce that knows how to capitalise on every available opportunity.

Companies with poor retention rate lose a lot of time. Calculate the time it takes to recruit the right candidates for certain positions then train them. Imagine losing even a single employee after investing that time. The HR employee onboarding process, when done right, saves you this time wastage.

Reaching Workers Anywhere

Digital Construction Process

Technological advances have allowed building companies to have projects across different regions. With digital onboarding, an enterprise can easily get to employees who are far away.

Just because you have remote workers a thousand miles away doesn’t mean that they have to travel to the headquarters for induction or you have to incur extras costs to train them from where they are.

Onboarding software allows regional and global enterprises to give their employees the training and support that they require. You only need the necessary devices for remote workers and employees in different parts of the globe to access the same material.

Digital process automation ensures that you can give your company flexibility without letting some elements suffer. All workers will have access to the same quality of training.

Customisation of Induction Procedures

Software for construction processes

Enterprises have an easy time customising onboarding programs when using specialised software.

Workers at a building company have wildly varying roles, meaning that the induction processes are not always the same. Workplace-specific induction is a mandatory requirement in the building sector.

A company can go further and offer task-specific onboarding.

For instance, employees at a site who have to work at heights might receive training on the use of fall arrest equipment. The engineering department can have different onboarding from the contractors.

The advantage of this is that project leaders, managers and supervisors don’t have to spend time onboarding staff members for roles that don’t apply to them.


Digital Employee Onboarding promotes Continuous Learning

Employees should be able to keep up with the dynamic times in which they work. Various elements in the building sector change with time.

One day a worker is using this machine, and next month a different type comes around.

Employee onboarding software makes it possible for an organisation to provide continuous learning to its people. Onboarding is not a clear cut process and, therefore, some aspects will evolve with time.

With technology, you can ensure that your company doesn’t miss any steps as it grows. You can reduce the risk of your employees getting left behind as other building businesses leverage evolving technologies.

Besides making your company safe, you get to build its reputation. A company that is always updated in its business operations is attractive to employees and clients.

Onboarding is one of the HR processes that can shape or break your company. The induction procedure lets an enterprise show its support to employees through training, mentorship and education.

Digital onboarding allows you to do this excellently.


If you would like to find out about how we help companies in construction sector to enhance their employee onboarding and induction procedures please get in touch with us: discover@kianda.com

Request your live demoAUTHOR: Derya Sousa COO of Kianda Technologies 
Helping companies to build custom business applications rapidly with no-code digital process automation platform Kianda.

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform.

Want to see what Kianda can do for you?

Request a live demo


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Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department. But also, for the employee who submits the request. Moreover, many potential issues can arise in your leave management processes. That is, when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence why it is critical for businesses to implement and use a sufficient digital leave management system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave. But, receives no response. Managers are busy, some more than others. However, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some. Even the important ones. As a result, leave requests becoming lost or convoluted in email threads. This is a prime example of how leave requests can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. An example would be when an employee is out of work for a day or more. Employers need to ensure that there are enough staff to cover. So, in this case, specific information needs to be acknowledged. More clearly, required information might be dates or person/employee role. As well, number of annual leave days requested and even priorities.

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easier to rush decisions and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave are necessary and useful steps. Simply because they influence decision making. In other words, they assist managers in making correct decisions, based on whether to approve or reject employee leave. When your holiday request form process is deployed using multiple tools, decision making becomes difficult. More clearly, it is impossible to have a clear overview of all leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper holiday request form.


Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods. And, or legacy leave management systems.

Many HR departments face challenges with manual processes. Even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise. Simply due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that assist them in meeting employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out holiday and leave request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. As a result, operations are completed at a much faster pace, ultimately scaling productivity.

Needless to say, optimising holiday request forms largely reduces administrative burden. So, along with improving quality in processes, work can be less stressful for many. Moreover, completing tasks with less challenges is much more motivating. And subsequently, a lot more rewarding.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo


4 reasons why you should adopt a digital holiday and leave management system 

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Moving to a digital solution eliminates inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be. Leave of any form will not affect business operations when using an efficient digital leave management system. Digitally managing and tracking leave, makes the process easier for managers and employees.

Manual management of holiday requests can take a significant amount of time to organise. Therefore, it is important to have these requests dealt with in an efficient manner. Especially when it is holiday season or when sick leave requests increase significantly. For example, due to an outbreak such as COVID-19.

Holiday approval form

To calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers. Not mentioning distributing data or information to other relevant personnel.

On the other hand, if the information is in a digital system, it will only be a click away. To improve the efficiency, the first step is to move from paper to online forms.


A digital leave request form can do many things

With an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your organisation’s unique needs. In doing so, you can have a crystal clear overview of everyone’s requests.

As a result, you will be able to take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

Optimising your holiday request form process quickly ensures a fair and transparent management to the staff. Consequently, improving employee satisfaction.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments. Subsequently, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well, scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

Remove the hassle of paper leave requests with the use of an automated workflow software. 


Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


Related articles:

5 Core Business Processes You Should Automate to Increase Agility

Travel Request Form

Travel Request Form

Travel request template

Do you need to a better process for travel requests and approvals?

Managing travel requests with paper forms or spreadsheets is easily a time consuming task that could be improved with process automation.

Furthermore, submitting paper requests can create lack clarity and compliance.

Why you should optimise your travel request management process

With an online travel request form, you can manage the submission of the request, related expenses and the entire approval process.

Employees will submit their requests, managers then review requests.

Managers can make better decisions and approve or reject requests instantly.

To clarify, the travel request and approval process can be completed anywhere, at anytime.

This will free-up valuable time, avoid delays in the approval process and bring efficiency.

A digital travel request form simplifies the process instantaneously. From employees submitting travel requests to managers approving, the entire process is easier to manage. That is, with online forms that are managed in a centralized digital system.

How does it work?

Travel request formA travel request and approval process is essential for every business and especially for large organisations.

For instance, larger organisations can require a lot more travel request processes because they have a larger employee count, of course.

So, the quicker the process, the less time consumed. Therefore the higher the benefit will be. 

This Kianda travel request form app handles travel request and its entire approval process in a single location.

Travel-request

It allows selection from travel types such as flight/ferry/train and so on.

The information may differ from employees, depending on travel type.

Therefore, displays fields are dynamic, according to the user selection.

Multiple approval levels in a digital app make it easy to track

Also, to have multiple approval levels, approval processes can be extended.

This depends on conditions such as the value, type of travel mode, reason for travelling and so on.

Overall, a travel request form starts with an employee requesting for travel tickets and accommodation arrangements while providing purpose of the travel and passenger details.

Next, the travel department or HR review the request and make the necessary arrangements. 

In addition, the workflow can expand to allow employee travel document validation or to adjust fields and settings based on an employee’s profile.

When an employee starts a request, their profile including their passport details can be pre-populated based on, the data stored in your IT systems.

The Kianda system issues a notification to a traveller if their passport has expired or if it is due to expire.

The system can flag to the travel team if a passport is expired. If required, it can also prevent submitting travel requests for flights.

Final cost reports by a business unit, cost center, department or individual can be achieved via reporting dashboards.

In addition, this workflow can me made visible to all employees, whether they are in your IT systems or not.

By using anonymous (public) forms, you can share online forms publicly and let your staff submit requests from anywhere.

Immediate benefits you will get with Kianda Travel Request Form App

✔ Flexible Online Forms

With our drag-and-drop form builder you can easily customise travel request form


Eliminate Paperwork

Capture requests, approve and track within the app, eliminate paperwork

✔ Easy Reporting

Track & report on key metrics, monitor progress for quality control

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you to get started.

 

 

Want to see what Kianda can do for you?

Request your live demo today!

Related Articles:

Make your holiday request form an easy to manage digital process

Per Diem Approval Workflow

Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers. Moreover, PO software can help you accelerate your purchase order process.

Every business has a goal to cut costs and increase profitability. But, using the wrong tools and systems to carry out business process actually do the complete opposite. Put clearly, insufficient systems spike costs and shrink profits. 

Manual purchase order processes require a significant amount of time. If the necessary time is not dedicated, then you are prone to encounter risks and other issues that affect both the process and the business overall. 

Everyday organisation’s continue to switch to  more efficient methods to carry out their Purchase Order Process. Using out-dated methods like paper-documents and spreadsheets ultimately put a cap on businesses capabilities. On the other hand, using digital methods such as a PO software helps company’s reach their optimum potential levels.

Optimising your inefficient purchasing process using PO software will maintain greater purchase control over the entire process. Additionally, transforming your purchase order process into a digital system will consequently open several opportunities for you to introduce efficiency.

For instance, digitalising your purchasing process will help you mitigate risk. As well, it will reduce costs and enable you to improve decision making allowing you carry out the process, rapidly and efficiently.


Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets, it increases the risk of lack of visibility and error-prone results. As a result, compliance and efficiency will suffer.

Without a transparent overview of your purchasing process, it is difficult for managers to make clear decisions when planning purchases. As a result, it is quite easy to make mistakes and overspend.

Lack of structure in your PO process will inevitably incur additional expenses. Because of this, budget is automatically affected followed by company financial forecasts.

In order to align with strategic goals, it is essential to implement the correct system to carry out purchasing management. Gaining better control over purchase order processes will help your business avoid unexpected costs while succeeding in reaching end year goals.


Digital Purchase Order Benefits

Manual purchasing management is expensive, time-consuming and overall, difficult to efficiently maintain. Using PO software will not only save you time, but also help you structure the purchasing process. With the help of a process automation platform like Kianda, you can transform your cumbersome PO process into a time and cost-effective process.

Key benefits of using PO software:workflow software productivity

    1. Improved compliance 
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks 
    4. Better decision making
    5. Eliminate paper
    6. Better control over spending reduces costs
    7. Improved relationship between vendor and buyer

Multi-step Approvals Based on Limits

You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers. Purchase order process starts with a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.

Automated Reminders Keep Approvals Flowing

automated reminder with PO softwareIn short, PO Approvers simply receive a notification and approve or deny based on the criteria provided.

With a digital PO process like the other approval processes Kianda offers, stakeholders can receive automatic, scheduled reminders. With this useful feature, purchase order requests don’t go unnoticed, allowing you to keep on track with all purchase order requests.

Scheduled reminders notify approvers of when they need to approve or reject automatically. Above all they can do this from anywhere using an intuitive interface.

In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received. When you approve a purchase request, the supplier can be notified automatically if you choose to.

As well, you can easily keep PO PDF and any related documents centrally available from a process.

PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more. Because files are stored centrally within the process it makes it easy to find them when needed.

Your supplier will be able to upload their invoice and any other documents linked with the PO process. Your team will then have available a single view of a supplier. As a result, you can view expenditure by account easily.

Once approval is complete your finance team receives notifications and reminders proceed with the payment.

Automated Purchase Order PDF Generation

This process focuses on the approval and PO PDF generation. Vendors and internal users are guaranteed to always receive a PO PDF that looks consistent and matches company branding.

With PO software, you can fully customise the look of the PO PDF at any time, allowing you to suit the need of vendors. 

A unique PO number is generated per request and is customisable. This can follow advanced rules for generating  PO numbers. The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.

For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.


Optimise your purchase order process with PO software

Let us show you with a free customised demo what Kianda can do for you.

Request a live demo today!



Related Articles:

How a digital approval process can help you accelerate decision making

https://www.kianda.com/blog/5-key-challenges-of-manual-approval-processes-and-how-you-can-overcome-them/

Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip. Overall, it helps businesses to gain better control over expense management.

Purpose of Per Diem and expense management

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records for expense management

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. Online forms for expense management allows the process to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, managing business processes digitally reduces the amount of time a task would normally take. In addition, it saves costs and increases efficiency. Simply due to process automation.


Expense management using a digital form

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form,  rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem expense management and eliminate the errors and achieve consistency.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

Want to see what Kianda can do for you?

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Change Request Process

Travel Request Form

Performance Appraisal Process

Employee appraisals dashboard

Most companies carry out performance appraisals annually. Annual reviews usually are not enough. Employees need more frequent performance reviews to keep them focused.

But why do companies do performance appraisals only annually?

This is because, employee performance is not easy to track. In short, it requires time and effort putting a structure on it.

Managing performance reviews via spreadsheets and emails can easily be a nightmare. Especially for companies with a large number of employees and operations in different locations.

Managing Employee Performance Review is not a hassle any more!

Kianda workflow provides a single place for Human Resource Management. This employee review template helps to organise the performance appraisal process for all staff.

The process flows digitally and efficiently without delays. Management and employees receive automated alerts until they assess and provide feedback on employee performance. That is, including guidance to enhance tasks as required.

HR templates

With a standard workflow and a central location to monitor the progress, the whole process gets simplified. As a result, employee performance appraisals become less time-consuming.

Automated workflow starts as on scheduled basis and sends alerts to task owners. Notifications remind employees to complete their tasks. As well as that, to update the relevant departments/individuals on the completion of tasks.

Performance is easier to track and manage at a rapid pace with Process Automation

With this template not only will managers just maintain accurate records of overall employee progress. But, also they will rest assured that employees understand the content of their feedback clearly.

This way, performance evaluations will be made faster and easier for managers to complete.

If you implement a digital process to manage performance appraisals, it will go a long way toward having a standard and efficient procedure in which Human Resource Management, other managers and employees are all aware of their tasks and they all have equal visibility of progress.

Want to see what Kianda can do for you?

Request your live demo today!

Other HR Workflow Templates

Employee Onboarding Process

Make your holiday request form an easy to manage digital process

Employee Onboarding Process

Onboarding process

Get started with Employee Onboarding Process and welcome new hires PAPERLESS!

Eliminate the need for papers and emails rapidly by setting up your digital onboarding process.

With Kianda, you can digitally send a job offer to the new hire and the new hire accepting it. In addition, the template captures employee data, manager approvals and digital signatures.

Business process automation eases the onboarding process, from start to finish

This workflow will help you effectively manage the employee onboarding process. Moreover, it will allow HR team members and new hires to collaborate, all in a single place.

Also, you will be able to capture and store new hire personal data GPDR complaint. Automated workflows with Kianda is in compliance with GDPR regulations. Simply put, it reduces risks while handling sensitive data across different departments.

An employee must be aware of workplace rules, policies and procedures before or shortly after they start. If ignored or left too late, an organisation can face risks and damages to their business.

HR teams frequently repeat the same admin tasks when carrying out particular processes. For instance, managing re-employment, onboarding process and induction. When conducting these procedures, there are often repetitive, manual tasks behind the scenes.

This gets more complicated and worrisome when you don’t have an easy solution available.

New technologies can increase efficiency and productivity in your business processes. For example, managers are increasingly adopting business process automation solutions. Simply because, digital processes reduce time and money and scale up productivity.

An automated process assures the step-by-step tasks are efficiently carried out. As well, ensuring a standard way is being followed for each new hire and valuable time is not wasted.

“You don’t want to be one of those companies that is not prepared for the new hire and let them down in their first day”.


Employee onboarding template

New hire onboarding should not be time-consuming. It should be more manageable and smoother.

With Kianda onboarding process, you will be able to manage the entire workflow from beginning to end. And, all in a single platform connected to your back-end systems.

How does onboarding process work with Kianda?

Workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details. Following, it continues with assigning tasks to managers for approvals and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts. Kianda provides easy integration to DocuSign or you can use Kianda digital signature feature.

This would allow capturing new hire information such as bank information, next of kin. Also, making sure that the new hire has read and signed critical company policies before they start.

Overall the workflow template contains forms (steps) assigned to each department or individuals involved in the process. This facilitates the communications between team members and the new hire. As a result, it allows them to interact, digitally sign and collaborate instantly.

In addition, onboarding process comes with a personalised reporting dashboard. The customised dashboard provides an overview of the progress. It includes how many requests have been completed, how many are in progress and what are the bottlenecks.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!


Check out more HR workflow templates:

Performance Appraisal Process

Travel Request Form

Make your holiday request form an easy to manage digital process