Automating processes – why is it so difficult?

Automating processes

Automating processes, the practice of introducing innovation through technology in an organisation is never straightforward. Many people claim that they love the idea of maximum productivity and efficiency. However, they may be worried that their role will be undermined and could even be made redundant.

This article explores four main reasons why automating processes can be problematic. It also addresses ways that you can manage the change of automating processes, smoothly and fairly.


1- Automating processes: Introducing Change and Managing Change

The main reason for the majority of the issues delaying business process automation initiatives can be down to one simple word, ‘change’. Reason being, change comes with a lot of heavy lifting.

The success of any introduction of automating processes is directly related to the company’s capacity to empathise with employees’ concerns. And, to plan and manage the change, which is usually classed as ‘complex’.

Many experts believe that despite its capacity for innovation and evolution, human nature is hardwired to resist unfamiliar and potentially threatening change. And this includes automating processes in an organisation.

You might be tempted to think staff are reluctant to embrace the challenge of learning new skills because of the increased workload. But, this is actually rarely the case.

It is because as humans, we are anxious about anything where the end destination is unknown. However, the good news is that it is relatively easy to reassure concerned staff. Particularly, about the likely impact of automating processes within a business.

Understanding the threat of complex change is key to success. This is because automating processes involves significant change. This affects not just the physical structure of the organisation. But, the socioeconomic and psychological factors that determine your operation.

Moreover, wise digital leaders understand that change associated with business process automation is personal, emotional and operational.

Employees at companies with fewer than 100 staff are almost three times more likely to say their business digital transformation was a success. That is, in comparison to employees at companies with more than 50,000 employees.

Digital leaders should try to avoid forcing change in a heavy-handed way

automating-processes-intro

Instead, encourage your employees to embrace the complex change. For instance, explain the benefits of business process automation.

Therefore, explain that automating processes will inevitably involve extra training, monitoring, management and updates. However, explain that the extra effort that comes with automating processes will be a worthwhile investment.

Above all, it is key to involve all stakeholders in the process of implementing a new system. Specially, from the beginning of the journey.

For instance, users can become easily overwhelmed by the many uses automation can take to optimise their day-to-day workflows. And because of this, users are unsure on exactly where that they should start when it comes to automating processes.

The best response is to simply compile a list of time-consuming routine tasks. As well as end-to-end workflows that are not working well in which need streamlining.

Simply, identify which processes promise immediate success if they are automated. Not only does this save you time for valuable resources. But, you can also use a practical example to show the advantages of automating processes.

For example, the advantages of automating processes in a supply chain are evidently supported by the rapid economic growth. That is, in the supply chain industry over the last few decades.

The journey to automating processes can be somewhat rocky for some companies, but it doesn’t have to be. Effective planning and approaches to change management are crucial in achieving success in your next business process automation project.

In fact, digitally mature companies are 23% more profitable than their less digitally sophisticated peers.


2- Solutions available for automating processes are designed for developers

Although there are many low code solutions in the market, they still require a substantial amount of programming. Namely, to enable automation of end to end complex business processes.

Many examples in the business sector reveal a gap between those who define which processes to automate and those who implement and programme these processes in software.

It is this gap that has divided business and IT for the past 50 years. In the opinion of many industry experts, removing this rift is the most significant potential benefit of no-code solutions.

On the other side there isn’t enough IT talent out there to meet the ever-growing digital transformation demands. Business users, knowledge workers have to wait months or years to implement new systems.

Bridging the gap to automating processes successfully

To close this gap, no-code business process automation solutions should be used. Moreover, solutions that automate processes without the need for software programming. We are at a time where the marketplace is filled with misleading claims about no-code, low-code, and easy-code digital solutions.

Hence, we must understand why no-code is a good viable option. More clearly, a better option for automating processes.

In the age of digital change, a lot has been written about automating processes and business process automation. Although every company approaches things a little differently, there are several general factors to keep in mind.

Especially when it comes to implementing improvements quickly and efficiently. And more importantly, achieving the intended results and end-goals.

After all, the digitisation and automation of business operations should not be an end in itself. Or an attempt to follow a current trend. It should make daily life more comfortable and achieve competitive advantages.

For IT professionals, no-code solutions allow them to focus on defining processes and workflows and optimising them easier and faster. Thanks to – among other things – to real-time monitoring.


3- The need for flexible business process automation solutions

Solutions available out there for automating process are usually not flexible enough to adapt to each business’ unique requirements.

Companies rather than adapting software to their need, they are adapting their needs to what software can offer.

Firstly, there are numerous off-the-shelf solutions from which to choose. Inevitably, the software platform you choose will depend on your specific requirements.

Most people choose a platform that is capable of solving the majority of their problems. So, if you need to keep track of business opportunities, a CRM system could be the best option. If you would like a package that manages the entire company, including forecasting, an ERP system might fit better.

The problem with either of these choices is that they are designed to address generic issues faced by many businesses. Therefore they don’t necessarily address your specific requirements. In practice, this means that as well as the licence fee, you’ll probably need to spend a considerable amount of costs for maintenance.

That is, on consulting from the provider to adapt their software to your needs. And there is still a strong chance that you’ll even need other spreadsheets and systems..

However, if you need a bespoke solution you will need a flexible business process automation platform. One that addresses the gaps between people, systems and processes, removing all manual tasks.

A flexible business process automation system is an investment of time and money

investment-automating-processesThere are significant benefits to having your business processes created for you in-house. Still, to get the optimal results; you will need to spend a certain amount of time and money to make it work.

With a no-code business process automation platform like Kianda , business users, knowledge workers can automate processes without limitations.

In other words, users with or without programming skills can do most of the heavy lifting. Additionally, they can work closely with the business and IT teams to ensure the business process workflow works for your business. Especially at the start of the project.

This will involve not only the leadership of the company, but other vital stakeholders too.

The benefits of a flexible business process automation system

The main benefits of a flexible business process automation system are improved efficiency and in-house control.

A custom piece of software configured with your exact needs streamlines workflows. Meaning, processes simplify, issues resolve, and departments connect. Information flows freely between teams. And management get the birds-eye view they need to make vital decisions via customizable dashboards.


4- Employees are terrified that automating processes will lead to redundancies

People are afraid and think they will lose their jobs due to automating processes. But this is far from the case. In essence people can skill up by using low-code or no-code automation technologies.

According to a recent Demos survey, 35% of Britons feel their job is at risk from artificial intelligence and business process automation.

Digitalisation is on the rise in response to the current pandemic. Hence why easy to use business process automation platforms are becoming more and more attractive.

Another point is the worries many employees have about their workplace when they hear the phrase business process automation. While optimising numerous tasks through increased automation can justify downsizing, most companies take advantage of business process automation to get projects done faster, promising quicker ROI. They gain additional productivity by releasing employees from tedious routine tasks.

Automating processes can be particularly useful in sectors like manufacturing, where workers carry out strenuous labour. Machines can reduce the load, alleviating physical strain. Simply, by performing routine tasks, freeing employees to do more skilled and interesting work.

56% of CEOs claim that digital transformation has increased profits.

This does not mean that there’s not a prominent place for business automation in less strenuous roles. That is, from employee onboarding to company spending requests. Subsequently allowing employees to spend their time more effectively. Businesses need to emphasise that this doesn’t mean employees are redundant – instead, they will be required for more fulfilling and challenging tasks.


Looking forward…

89% of businesses have plans to adopt a digital-first business strategy.

Rather than feeling that machines are being installed to take over their jobs, employees can see business process automation as an additional benefit. Solely because, automating processes enable daily tasks to run more smoothly and quickly.

Let your team know that the future of work isn’t one where robots are coming to replace them. Albeit, one where technology will be on hand to help and work alongside people.

Would you like to see how Kianda business process automation platform can help you begin automating processes?

Request your live demo today!


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Holding vast experience working closely with 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.

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business process automation (BPA) explained

Have your teams reached capacity? Business process automation (BPA) is here to help. And is definitely here to stay! Moreover, as COVID-19 appears to be sticking around for much longer than expected, digital transformation through business process automation becomes more urgent.

Rather than a future prospect, shall we say. 

In a matter of weeks and on a global scale, many organisations literally bulldozed into digital transformation. Simply just to implement remote working, to continue business throughout the pandemic.

With that said, in a study conducted by Gartner, 82% of leaders in business will continue allowing employees to work from home, post-crisis. So, even though remote working was initially a last-minute decision for business continuity purposes, it will be considered the norm for many going forward. And business process automation will be key for many to successfully continue remote working strategies.

Today, many digital leaders cannot see how businesses would have survived COVID-19 up until now. That is, without digital technologies like no code business process automation. 

On another note, as the global economy tries to minimize the impact of the epidemic, businesses are finding it difficult to predict supply and demand.

Some strong organisations face weakened demand on the contrary to being market leader’s pre-crisis. On the other hand, some are facing unexpected, plummeting demand. 

Digital transformation and business process automation will play a significant role in the next couple of months. Specifically, a role in how businesses will weather these extreme and unforeseen market shifts. Moreover, optimising business process management (BPM) provides opportunities for businesses to regain control. In particular, automating processes will accelerate productivity for those who are struggling with demand that caught them by surprise.


business process automation (BPA) / business process management (BPM)What is Business Process Automation (BPA)? 

Most people think business process automation “steals their jobs”… But as a matter of fact, BPA actually makes your work-day and overall job easier.  

To simply define, business process automation uses technology to replace manual, repetitive tasks by automating them. The purpose of BPA generally comes down to organisations being able to create more value per work.

Business process automation provides capabilities to take away human intervention from time-consuming, repetitive tasks and automates those laborious tasks. By doing so, employees can then focus on other tasks that require their knowledge, skills and experience. Subsequently, adding more value to business processes. 

Digital leaders like you primarily choose business process automation to correct any inefficiencies caused by current methods. That is, by digitally transforming them to mitigate risk of issues arising.

In other words, BPA allows operations to scale better than before. As a result, organisations can reap benefits derived from automating processes. For example, cost efficiencies and productivity increases. Also, improving employee and customer satisfaction and reducing risk of bottlenecks and delays.

Business process automation can be either a self-contained action to autonomously improve several business processes. Or, it can be part of a much larger movement within business operations.

Types of Business Process Automation (BPA) – BPI, BPE, BPM

    1. Business Process Improvement (BPI) is where a particular process is re-evaluated to see where inefficiencies lie. In particular, it is the analysis, review and improvement of a business process to maximise efficiency. Business analysts, digital innovation leaders or IT specialists might map out a business process. Then, pinpoint any issues, re-design it to a good standard of quality and report on key metrics to see if it has been successful.
    2. Business Process Reengineering (BPR) is quite similar to BPI as it does focus on analysing, reviewing and improving a business process. However, rather than just re-designing the process, BPR actually strips the process to nothing. And, re-builds it from the ground up. Business process reengineering is particularly sought when a company’s goal is to cut cost and improve quality, productivity and profitability. 
    3. Business Process Management (BPM) on the other hand differentiates from BPI and BPR as it is an on-going process, rather a onetime initiative. BPM focuses on continuously improving steps in business processes or else the process as a whole. Automation plays a significant role in improving quality of business process management. Simply, as it speeds up processes, getting work done faster and more efficient.

business process automation eliminates paperIn short, BPA specifically focuses on getting rid of out-dated methods and insufficient systems. And replaces them with a robust business process management system (BPMS). Such as a no code business process automation platform, like the one Kianda offers.

So, if you are like most and feel like spreadsheets, emails and paper are making your job harder, read on. 


3 key benefits of optimizing business processes with an efficient BPMS

Increase valued, productivity and profitability;

The more time it takes for a task to be completed, the more it costs the company. To be clear, employees are being paid for their hours of work. Tedious, time-eating tasks, can be completed at a faster pace with business process automation.

Subsequently, more value is created per work with BPA. And in turn, productivity and profitability goes up. In addition, eliminating boring, repetitive tasks keeps employee’s engaged and motivated. Especially, when they are doing more work that requires their knowledge and skills. That in itself is rewarding.

Minimizes risk of human error; 

Mistakes are easy to make for even the most punctual and smart employees. Certainly, when tasks are carried out manually. Daily repetition almost makes us feel like we are robots completing a task.

For instance, as a HR manager, you might be approving holidays requests manually. Because of this, you can frequently overlook important information. But, with a digital holiday request workflow you don’t need to fear that you have made a mistake. Business process automation reduces our mistakes. Simply, enabling us to do our work efficiently. And without having to second guess ourselves.

Improves employee collaboration; 

BPA enables teams to collaborate in a central place. With remote working becoming more ingrained into our current roles, efficient employee collaboration is key. Emails sent back and forth, spreadsheets being passed around… It is not good enough anymore.

Employee’s need to be able to communicate fast and effective. With Kianda platform, teams can easily do this. As an example, all data is centralized in one place. This allows access to all stakeholders involved in a particular process. Information is just a click away.

automating business process managementAnd that’s not all. Business process automation allows you to eliminate paper in your organisation. This reduces the need for space to store paper documents and equipment (e.g. storage cabinets).

Also, automating business process management assists in audit trails. Digital processes are reliable and easy to track, reinforcing company policies and accountability. Simply because, you can see who did what, when and how. 


Popular use-cases of Business Process Automation

There are many use-cases out there that can be streamlined with a business process automation platform. We’ve compiled a list of processes that our customers have successfully automated with Kianda below. However, if you are struggling to identify a use-case in your organisation, we would love to help! 

Approval Workflows; Budget Approval, Contract Document Approval, Purchase Order (PO) Approval

QHSE Forms; Site Inspections, Incident Reporting, Corrective and Preventive Action (CAPA)

Human Resources (HR); Employee Onboarding, Employee Appraisals, Employee Leave Requests


Why would you want to automate business process management (BPM)?

Digital transformation is not a choice anymore.

In a bid to combat challenges of COVID-19 and to stay in line with competitors, digital transformation is a must have. Up until now, implementing business process automation was considered a competitive advantage. However, remote working is being made mandatory for many organisations worldwide. And BPA goes a long way with aiding remote working strategies.

While some businesses work from home on a short-term basis (until the pandemic eases), multiple enterprises are to continue remote working as an option. 

Although COVID-19 forcefully implemented remote-working, it has had a tremendous shift in the way we all work today. Many business models are under re-construction. Whereby digital transformation will play a centre-stage role. Moreover, a business process management system (BPMS) is essential for organisations to come back to full health. And at a fast pace. That way, they can minimize impact on business caused by the pandemic.

After all, what would we have done without digital technologies these past couple of months?

We are here to help you kick-start your digital transformation journey!

See how Kianda can help you by requesting a free live demo. 

Request your live demo

Related articles:

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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

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!


You might be interest in:

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

No code platforms drive innovation and empower business users

no-code-platforms-empowering-users

Why are no code development platforms emerging?

There is a rising demand for generating more software in today’s business world, but a limited number of skilled people who can create software. No code platforms are emerging because they’re much easier to learn compared to coding.

No code development concept has positively changed how organisations conduct business operations.

Simply, by helping them to transition to an agile development strategy.

If you are in IT department or the person who is responsible for digital strategies within your organisation, you know how hard it can be dealing with many requests from business. Or, how long it can take to deploy a simple software to meet internal or customer requirements.

There is absolutely an easier and agile way to manage these requests.

First and foremost, the ability to create enterprise apps using no code business process automation tools allows you to automate laborious and repetitive tasks. 

However, there is a distinctive difference that determines whether your business can create enterprise apps in-house. That is, depending on the software that you choose. 

What are no code platforms for?

codingLet’s have a look what we mean when we say no code platforms.

No code platforms are development interfaces that allow citizen developers to easily create enterprise apps, without coding. 

Citizen developer term is a growing trend in the IT world. It describes employees within an organisation who create new business applications by using development environments, no code or low code technology platforms without being limited to programming knowledge.

Meaning with no code tools, users with or without programming knowledge can create applications through drag and drop style graphical user interfaces. 

The idea of using no code platforms, most of the time focuses on the ability to bypass the IT department. In doing so, companies don’t suffer with constraints such as time, money and other scarce resources such as software developers. 

However IT departments can also benefit hugely with the use of low code and especially no code platforms. Mainly to help them deliver solutions faster and maintain them internally with an agile manner.

Traditionally, if a company wanted to carry out software development they would need to outsource or hire a software developer. Therefore, this incurs additional costs and time for production.

As companies continue to deal with an increasingly mobile workforce, low-code and no code technology is on the rise.

Simply because, codeless tools provide access to app development whether you are an IT Professional, or a Human Resource Manager.

So what is the difference between low-code and no code platforms?

The terms kind of speak for themselves. 

Low-code development is building apps that involve a certain amount of coding. In particular, it requires users to have a minimum level of experience in order to create their desired applications.

And of course, the better the coding knowledge, the better the outcome. 

Due to this, it is more expensive to implement low-code. In short, it speeds up the development and deployment stage but it still requires additional costs to hire a programmer to build the app or to outsource.  

No code development is building apps without writing a single line of code.  Using no code tools enables app development, even without knowledge of coding language.

No code platforms are specifically built so that the coding behind the scenes is left to the software developing experts.

So basically, you are building with code but the code is just hidden. And this is simply to make the app-creation process easy for end-users.

As a result, business users can quickly design, build and fast deploy digital solutions. Using no code technology is much more flexible and suitable for citizen developers or power users.

In addition, no code tools are less expensive compared to low code platforms to build solutions fast and maintain them in-house in the long run.


What are the benefits to using no code platforms?

Fast building and deployment

Building applications from scratch requires a significant amount of coding. With a no code app builder such as a business process automation platform, you can swiftly develop enterprise apps by avoiding the programming phase. In addition, execution of business processes is rapid and smooth, allowing tasks to be completed efficiently. 

Major cost savings

Creating a digital business app requires a technical expert who can do so. And, this instantly raises operational costs and wages.

No code platforms enable organisations to avoid these costs by simply putting non-technical users into the driving seat of automation.

In other words, employees from HR and Finance to Marketing and Sales can easily deploy tailored digital solutions. 

Productivity increases

App development is time-consuming. With no code software, IT teams can skip these stages and quickly create rich enterprise apps.

As a result, IT departments save a large quantity of time, that usually would have been spent in developing. Because of this, they can essentially invest this time into other aspects of the business and bring innovation to the business.

On another note, this also allows IT and other departments such as HR or Finance, to deploy rapid solutions. Simply, employee productivity increases due to the acceleration in business operations from using no code platforms. 

No code platforms offer dynamic and flexible development

No code development can conveniently tailor to your business’ unique needs.

In other words, users can readily build enterprise apps based on the organisation’s specific desires, without limitations.

So, if you want to include a specific question in an online form, or send a notification to certain user based on an answer given to a question, you can certainly and freely do so.

No code platforms are particularly designed in a way that provides business users with flexibility. And, this is so that process can be altered based on internal changes. 

Agility

As previously stated, no code platforms are dynamic and flexible. Because of this, organisations can react fast and implement changes effectively and efficiently. Being agile is considerably important, especially in a highly competitive industry.

Therefore, the ability to adapt to shifting market conditions can essentially provide competitive advantage. As a result, your business can stay in-line or ahead of competitors. 


Kianda – No code Platform for Business Process Automation

Kianda is a no code business process automation and application delivery platform that helps companies streamline every business process while eliminating inefficiencies and reducing development costs.

Derya SousaRecently, NoCode Journal – a digital magazine dedicated to cover the latest NoCode news – featured Kianda platform and our COO, Derya Sousa among other female leaders with emphasis on her role in the no code market. 

Kianda no code platform is helping companies across the globe to rapidly and successfully build tailored enterprise apps. Simply, Kianda’s no code platform brings agility to organisations and accelerates digital innovation. 

“Kianda provides a cloud-based Enterprise Process Automation Platform for organisations to transform business tasks automate digital forms, workflows, and dashboards”.

(NoCode Journal, 2020)

Read here


Why you should choose no code business process automation to develop enterprise apps

No code platforms such as Kianda allow you to implement fast digital solutions integrated to your ERP systems. Moreover, non-technical staff can create and maintain digital business applications. Therefore, you don’t need to allocate extra costs for a software developer.

In addition, business won’t be left waiting around for long periods of time for apps to be developed.

What previously took months or possibly years to build, can be done in days or as little as hours.

That is, with no code platforms such as the one Kianda offers.

 


Lead IT Business Analyst from Mercury Engineering highlights how easy it is to use Kianda Platform

Construction company, Mercury have been using Kianda to optimise their processes from project management to human resources. They have been successfully enhancing compliance and bringing agility to their business. 

Fiona McCabe, Lead IT Business Analyst highlights how easy business processes have become using Kianda. 

“Prior to Kianda, if someone had a problem, they would try to explain to me what it was, I took as much information as I could. And then, I rang the software experts to get them involved.

But now with Kianda, I’m having a 30 second conversation with someone in the corridor, able to ask some key questions. And, I’m walking away from that conversation, knowing whether or not I can fix this myself.

Fiona McCabe, Lead IT Business Analyst

Mercury Engineering have successfully retained significant amounts of time by using Kianda to deploy digital business processes. 

With Kianda, they can now iron out most of the requirements and changes internally, reducing expenses. And as a result of fast resolutions, productivity scales up, increasing efficiency of their processes. 


Key Features of Kianda NO CODE platform

Unlimited forms and workflows

Organisations can swiftly build any amount of forms or workflows using Kianda. Therefore, you don’t need to prioritise processes simply because there are only a certain amount of forms available.

You have unlimited forms and workflows to play around with, allowing you to transform business processes without limitations.

Mobile-friendly forms

Kianda is built as a Progressive Web Application. It is available in any device.

Mobility and flexibility allow teams who work in remote areas to successfully carry out business processes. Simply, Kianda allows you to access data and submit forms, even when you are offline. And, you can do this at anytime, anywhere.

Application template store

To help you get started, our app store provides 20+ pre-built forms. From this, you can easily implement any of these templates. In addition, they can provide insight into look and feel and layouts. 

This will then guide you when creating your own forms and workflows. 

Custom reporting dashboards

Kianda no code platform provides easy-to-use custom dashboards for data analytics and reporting. Users can swiftly build dashboards with exquisitely designed layouts, charts, lists and more widgets. 

Built-in detailed analytics makes visualisation of performance a breeze. 

Seamless data integration

Readily integrate workflows with ERP, CRM and IT systems on-premise or in cloud to efficiently share data throughout your company. 

Easy to connect APIs provide seamless single step connections to data sources such as SAP, SharePoint, O365,  SalesForce, Oracle, DropBox, Web Services and many more. 

no-code process automation platform Kianda


Typical business processes to rapidly digitise:

HR – Employee onboarding, Leave requests, Employee appraisals, Expense request, Timesheet management

Quality and Health and Safety – Incident reporting, Inspection checklist, Corrective action plan

Project Management – Project approvals, Document generation, Contract management

IT – Ticketing, Change request management, Asset management

Finance – Purchase order management, Capital approvals


To discover how no code process automation platform Kianda can help you, request your live demo!

REQUEST A DEMO

 


Related articles:

5 Core Business Processes You Should Automate to Increase Agility

https://www.kianda.com/blog/why-leaders-seek-quality-management-systems-to-ensure-compliance/

Digital Sustainability – Process Automation Creates A Green Office

Digital process automation can make your office greener

Introducing digital sustainability into the workplace through process automation plays a key role in corporate social responsibility.

Digital sustainability and process automation can help your organisation reduce carbon footprint. Moreover, it can contribute to the environmental sustainability of the eco-system, as it reduces many forms of pollution. 

Across the globe, in just 40 years, 1 billion hectares of forest areas have been cut down.

Today, deforestation areas are equivalent to the size of Europe.

Among other reasons, deforestation has a vital role in the production of paper.

Paper is useful but also extremely wasteful. 

Consequently, people and businesses need to take action. Advanced technologies create a space for people and businesses to introduce sustainable initiatives. 

To become more environmental friendly, organisations are transforming into a digital workplace with the use of process automation.

Technology and digital transformation significantly aid digital sustainability. Above all, companies can promote corporate social responsibility as they meet their goals in a more ethical manner.

What is Digital Sustainability?

Digital Sustainability refers to how a company adopts sustainable initiatives into the workplace through technological investments. Moreover, sustainability through digital transformation is on the rise.

Adopting technology into company practices has become a necessity in the corporate world. Simply because technology highly drives productivity and in turn, profitability. That being said, corporate leaders are looking for more holistic ways to carry out business processes. Such as, introducing digital sustainability as part of business practicality. 

With the help of technology, companies are seeking environmental justice with the help of digital sustainability innovation.

By participating in greener activities, we can commit to making a positive impact on our global environment.

Why you should ditch paper and introduce digital and sustainable initiatives 

Business-process-automation-is-a-sustainable-initiative

A lack of sustainable initiatives will continue to harm the eco-system. Consequently from paper manufacturing, our global environment suffers from air, water, soil and land pollution. 

And that is not to mention disposals and paper-waste.

The pulp and paper industry rely heavily on deforestation as a source for raw materials.

More than one hundred million hectares of forests are cut down to supply the pulp and paper industry.

Cutting down trees is the beginning of the production cycle in the paper and pulp industry. Once carved, they are burned, releasing carbon dioxide (CO2) into the atmosphere. 

During manufacturing, nitrogen oxides (NOx) and sulfer oxides (SOxare also emitted. Consequently, global warming occurs and people can suffer long-term health effects.

As time goes on, we are increasingly seeing the impact of global warming. Hence why many organisations are prioritising digital sustainability as an alternative to mainstream methods of carrying out business operations.

In addition, deforestation endangers natural habitats and species that lived in the forests.

On another note, the pulp and paper industry uses more water for production than any other industry.

It takes 10 litres of water to make one single A4 page.

That is not all, 40% of waste in landfills is from paper. Wastewater from paper and pulp mills contain solids, dissolved organic matter and inorganic materials such as chlorates and composites of metal.

Sustainability through digital transformation provides opportunity to change the status of our eco-system. 

Do you use a lot of paper? And are you ready to make a change?

Think about how much harm is done from paper-use in your office alone. More importantly, consider how much you can help with a paperless, green office. Incorporating sustainable initiatives into your organisation with process automation tools allows you to contribute to the health of our global environment.


Paper-based processes are expensive and they consume a lot of employees’ time

Many organisations are still using paper-based documents to carry out business processes. 

Handling business processes using paper is expensive and it soaks up a lot of employees’ time. As well as that, errors can be easily made. This then results in extra use of paper along with disposals.

paper-based-documents

Paper is used in multiple departments if not all, across businesses. For instance, HR, Finance, Purchasing and R&D manage a lot of processes using paper-based documents. 

Vast majority of organisations that still use paper simply do it out of convenience. 

Certainly, more and more companies are adopting sustainable initiatives to combat paper-use in the workplace. Also, digital sustainability is progressively becoming an interest for individuals outside of the work place. 

Even job seekers pay attention to corporate cultural values such as green practices. Therefore, they tend to search for employers that do take this into consideration. That is, equal values and beliefs regarding sustainable initiatives.

Simply put, digital sustainability is good for the environment and good for your brand. Hence the increasing numbers of businesses enforcing green actions into the workplace. 

In addition, sustainable initiatives using technology are more efficient in terms of cost, time and productivity. 

Digital processes are more efficient and they bring agility to organisations

Typical digital business processes include approvals such as ticketing, leave requests, employee onboarding, incident reporting, procurement, po approval, invoicing and so on. 

All of these business processes can be easily automated with process automation workflow software. 

Digital sustainability isn’t only beneficial to the environment.

Managing and tracking performance will be easier with a built-in personalized dashboard. Further, the overall process will be more efficient from start to finish.

Due to digitally performing tasks, employees can even work remotely. In terms of a crisis, such as the global spread of COVID-19, working from home has become the only option for some.

Let’s have a look at digital sustainability and how it can help you.


Digital sustainability creates a green office environment and improves efficiency

Think about how much paper is used in your office. As well as that, think about how many of those pages are disposed.

Adopting process automation will allow you to completely eliminate paper from your organisation. By doing so, your business does not need to buy, use or dispose of paper. Instantly, there will be a reduction in carbon footprint with the use of digital sustainability.

Engaging in environmental friendly and sustainable initiatives in the workplace, go a long way to conserving the global environment.

In addition, using technology to do so, can derive many internal benefits.

Manually carrying out the same repetitive tasks can get quite boring.

When they are managed across paper it is time-consuming, costly and prone to errors. Moreover, communication can be hard to achieve. For instance, when staff are collaborating using paper-based documents it can easily get complicated. 

Using process automation workflow software, processes can be streamlined. Access can be given to relevant departments if necessary. 

As a result, collaboration is significantly improved and the process can be completed within a single place. 

Process automation enables business tasks to be completed in a digital platform, enhancing transparency and visibility. For example, each staff member with access can see consistent updates. This enables the process to run more smoothly and at a faster pace.

Therefore, errors are reduced, less time is consumed and consequently, productivity increases.

Digital sustainability contributes to a greener global environment Save-the-environment

When one organisation adopts sustainable initiatives, it helps the global environment. However, when many organisations adopt sustainable initiatives, it significantly helps the global environment. 

Therefore, injecting digital sustainability into your organisation’s practises unquestionably contributes. For example, those engaging in sustainable initiatives are all striving to reach the same end goal. That is, TO SAVE THE PLANET.

If less offices require paper to carry out business processes, demand will weaken in the paper and pulp industry.

Subsequently, supply will decrease meaning more forest areas will be conserved. As a result, gas emissions such as Carbon Dioxide (CO2) will reduce. 

Furthermore, fewer natural habits and species will be endangered. And there will be a reduction in wastewater from paper and pulp mills.

Preservation of forest land by eliminating paper and introducing digital sustainability will make a huge difference!

Go green! Introduce digital initiatives into your workplace with Kianda platform

Paper can be so hazardous to the world, to people and other species. With that said, digital sustainability provides a solution. A digital workplace can substantially improve the condition of the environment.

Reduce air, water, soil and land pollution by eliminating paper in your organisation.

Go paperless today!


Kianda transforms business processes from paper into digital, completely eliminating the need for paper.

Manual, paper processes are prone to errors, delays and lack visibility, especially when collaborating across departments.

Easily build digital forms and workflows to streamline business processes with Kianda platform.

With paperless solutions, you can store data, not documents, while optimising collaboration between your teams. In addition, you can ultimately manage tasks in real-time and review progress with personalised dashboards. This can all be achieved from your browser, tablet or mobile device at any given time.

Want to see what Kianda can do for you?

Request your live demo today!


Ashley HennessyAuthor: Ashley Hennessy Marketing Executive at 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.

 

Related articles:

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

5 Core Business Processes You Should Automate to Increase Agility

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

5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to optimise business processes with business process automation.

Repetitive tasks without business process automation can easily become draining. However, they are critical for managing operations within an organization. 

Let us emphasize.

Today, leaders face multiple internal and external challenges. Hence why, it is important to be prepared, proactive and productive. Dynamic markets result in business managers facing changes such as competition and evolving technologies. So, to keep in line with competitors, technological advancements are highly useful.

Business process automation has received great attention along with adoption in the last number of years. Moreover, many organisations view it as a necessity rather just a ‘nice to have’.

According to a recent report from Forrester, automation and AI are moving deeper into organizations. As a result, they are becoming the “very makeup and operations of the company”. 

But, why is business process automation a growing trend?

Let us call a spade a spade. Every person at some stage in their working life comes across a particular task that they aren’t exactly excited about. These processes can generally consume a chunk of your time. Maybe they involve a lot of paper and slow down productivity.

Above all, we are aware that time is money and that wasted time means wasted money. So, lets explore 5 business processes to automate and how these tasks will then, be simple to manage. Certainly, workflow software will make your life a whole lot easier!


1. Onboarding process automation

In general, hiring a new employee involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, workflow software allows collaboration across departments. Even more, it eliminates the need for paper and multiple emails.

To put simply, you can send the job offer to the new hire and the new hire can accept it along with submitting their data. After that, approvals take place then the contract is automatically issued. Furthermore, digital signatures are captured and all the relevant departments’ tasks are distributed. This ensures that everything is ready before the new hire starts for a better first impression.

In short, the entire onboarding process from start to finish can be achieved. Most noteworthy, all in a single business process automation platform with.

2. Holiday request form 

Usually, employees request time off by filling out a paper form or sending emails. Once all of the information is written on the application, a manager then has to manually and digitally input the data. 

Emails are sent back and forward to HR, confirmation of status is next. You get the picture…

holiday-request-form
holiday-request-form

Again, time is being wasted that could be valuable elsewhere. 

A  digital holiday request form with Kianda platform allows you to manage and approve requests, all in the one place.

As well as that you can conveniently monitor and track them in a dashboard. 

3. Incident reporting

The main purpose of an incident report is to try to identify the cause of an incident or a near miss. By doing so, managers can take cautious actions to prevent re-occurrence in the future.

Incident reporting needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate. To be clear, using paper isn’t really a safe way to store valuable information. Therefore, recording and storing data safely will improve the overall quality of the process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Easier tracking allows managers to quickly come up with measures to prevent future occurences.

4. IT help desk 

IT helpdesk
IT helpdesk

Without a structure put in place, IT teams can get very overwhelmed with queries from end-users.

More importantly, satisfaction won’t be achieved for end-users if IT support teams can’t deliver answers. So, to enhance the user experience, queries need to be addressed fast. 

The Kianda platform offers a ready-made IT help desk template that effectively supports end-users. In short, the automated workflow allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

The flow of the procurement process entails quite a few steps which can easily slow things down, fast. For instance, if managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, enabling frequent misconceptions in different stages of the procurement process. 

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. All appropriate users can have access to relevant documents if needed. For that reason, collaboration and communication flows better than ever.

Using a business process automation platform for the procurement process delivers transparency to all involved, from buyer to supplier. As a result of better communication, the procurement process runs more smoothly and quickly.

In addition, management of cost and spending becomes more visible, meaning that profitability can be tracked and improved.


Can you imagine the amount of costs and time that is saved by speeding up these processes?

Yes, a lot! 

As stated by Gartner, optimising existing business processes does not only focus on efficiency, but efficacy too. To be exact, optimisation of business operations increases productivity, reduces errors and has capabilities to avoid potential risks.

“By automating predictable, standardized processes, application leaders enable the business to focus its attention on the exceptions that still require a human touch” 

Automating Business Operations to Scale Your Digital Business, Gartner (2019)

In other words, by saving a lot of time you can devote more attention to other aspects of the business. Perhaps, an area that you could never give enough time to, even though you probably should have. 

Further, reducing costs can symbolise many opportunities for the business. Firstly, it can reflect an increase in profitability as there are less operating costs which means saving money. On the other hand, it can be spent elsewhere maybe for R&D, new employees or could be for expansion. Whatever the case may be, saving costs is always a plus.


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

Request your live demo today!

Author: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

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Why Leaders Seek Quality Management Systems to Ensure Compliance

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Why Leaders Seek Quality Management Systems to Ensure Compliance

Quality management system

Quality management systems are widely used to ensure compliance. A quality management system is a set of integrated business processes. To deliver quality in the production process, organisations use integrated business processes.

A viable QMS (Quality Management System) should reflect the organisations’ vision, goals and objectives.

Why do quality leaders seek a viable QMS to ensure compliance?

Managers are pressured to implement quality management processes. Reason being, are the following:

1- Compliance with existing laws,
2- Compliance with standards of production, and
3- Developing a quality conscious culture.

Today, leaders use technology and systems to improve data analysis. They use it to make informed decisions. In doing so, ensuring quality in the production process.

Furthermore, the organisation workforce strive now more than ever, to transform goals and objectives into resources and policies. Consequently, the policies help every employee to follow standard operating procedures.

Above all, the quality management standard ISO 9001, advocates for strong leadership that impacts a quality-driven culture.

6 core elements to consider to improve quality management

Alignment of people, financial resources, and technology is a good combination to ensure that quality is maintained in production life-cycle.

Meanwhile, here are 6 core elements that you should consider to improve quality management:

1- Data Management is a technique to maintain quality.

Presence of real time data can go a long way. This can earn a company enormous profit. Further, modern organizations ensure compliance using quality management systems to manage data.

Moreover, long-term data management techniques can predict high profitability, good customer relations, efficiencies and consistency in product quality.

Certainly, to ensure there is effective quality control, you must hunt data to implement.

With the help of a quality management software, you can address data collection, disposal methods, data management and analysis.

2- Achieving customer satisfaction with product quality

The primary goal of Quality Management Systems is to ensure that quality objectives are met. The process involves describing product quality and setting up measuring tools.

Consequently, organisations should try to establish monitoring systems that can show if customer satisfaction is achieved.

3- Establishing a customer-mindful culture

Quality objectives are a tested and satisfied requirement of QMS. They are laid down to define strategic goals that will help achieve quality goals. In other words, objectives address the link between customer expectation and specific measurable goals.

So, quality leaders should lead employees in establishing a customer-mindful culture. Therefore, to deliver quality goods and services, a company should address gaps such as staff training requirements, inadequate resources and use of over-aged data.

4- Continuous improvement of quality controls across departments

An organisation should improve its data and its production methods. As a result, this will help to learn current trends and incorporate them into its production method.

To maintain a culture of quality, you should lead by being responsible, respecting the set quality standards and being accountable.

To design successful organisation processes, you should define a culture of clear documentation and improve quality controls across departments, for instance.

5- Communication and sharing of knowledge for the success of QMS

Reliable record keeping is essential for the success of Quality Management Systems. 

A quality-driven organisation ensures evidence-based data and a clear channel of communication. 

To retain all supporting evidence, an organisation should look for digital quality management solutions. As a result, this will maintain transparent record keeping. 

6- Defining organisational structure 

Quality management systems can ensure compliance by defining hierarchical order in an organisation. By doing so, the system should show what every employee is expected to do. 


Automating Your QMS

All businesses are starting to adopt technology in various processes, more and more. To compete fairly, you should shun away from the error-prone and cumbersome systems as these can increase risks and cost you money.

Using papers or Excel sheets to store your data  can complicated and prone to errors. Not to mention, it is also expensive to maintain in the long run.

Why should you as well endorse digital QMS?

Organisations are looking to save costs and time by adopting quality management software. They simplify tasks. As a result, they save resources that can be used in other areas.

When looking for a viable Quality Management System, you should focus on something that addresses your organisation’s business needs.

The system should be flexible, so that users can create digital processes via forms, workflows, fields, business rules and reports. The users should easily mould and shape it to fit business processes. By doing so, the organisation can use it to the best of their ability.

Here are several benefits your organisation will bring in from a digital QMS:

Digital QMS improves quality in business processes

Cloud Deployment

Technologies now allow you to move your business to cloud. In other words, this enables an organisation to store data in the cloud. Above all, it is time efficient and cost-effective.

Compliance to quality standards is necessary for every organisation. Therefore, companies should put some form of a system in place. In this way, it will help them manage and track quality.

With a cloud-based solution, companies can verify that all processes are accessible to everyone. Also, that they comply to industrial standards by instinct.

Continuous Employee Training

Human resource is the most vibrant resource in an organisation. Therefore, for consistency in quality, employees must for example, be trained continuously to adapt to changes in the market.

Once they are trained, the next big thing is motivating them to meet deadlines. Policies and procedures constantly change. It is wise to maintain highly trained staff who efficiently complete their tasks.

Improved Risk Management

With real time data, it is easier to identify potential threats that can affect your organisation. Using a digital process management system as such, managers can give tasks to employees and monitor their progress in respect to the timing.

Customer feedback is wisely used in making future business decisions.

When complaints emerge, notifications are sent to respective employees to inform them to take corrective action. Taking the best approach to risk assessment can help determine critical events from non-critical events. In this regard, prioritizing critical.

Efficient Reporting

Lack of organised data can make it daunting to account for primary activities. Above all, organisations receive loads of information every day. This is challenging to analyse manually. With the help of a digital quality system, one can report on any department within the system and thanks to that, make more meaningful information.

Furthermore, a digital QMS gives you all the features needed to abandon stressful and tedious manual tasks. All your documents are stored safely and ready when you are.

To conclude, a cloud-based system can be used as your digital Quality Management System. Allowing you to create workflow apps and better quality management processes.

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

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.


Quality management apps

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Managing Quality Control Through an Effective Corrective Action Plan

Engineered Simplicity – Digital Process Automation Made Simple

Digital process automation - Kianda
Digital process automation – Kianda

Great to see our expert Osvaldo Sousa featured in the TechPro Magazine December 2019 Edition focused on Business Automation.

A modern approach to process automation

Osvaldo explains how Kianda takes a fresh approach to process automation. As a result, users can move in a more agile and flexible manner.

Going through the big cycle of diagrams where you spend months and months trying to refine shapes is not suitable for everyone. Therefore, Kianda’s process automation platform avoids this by taking clients straight into building digital solutions

“We achieved this through simplified interfaces that are attractive, familiar and intuitive. We started with a modern approach, a modern interface so it makes everything familiar to users.

Drawing on our industry experience, we created ways of turning those mapped processes into automation systems, but in a simplified manner, hiding the complexity, so that beautiful front end allows you to leverage all the functions behind it. ” adds Osvaldo.

No-code

Consequently, the Kianda platform is a diverse one. In other words, it allows users from any industry to use it. Due to the simplicity of being a true no-code platform.

“What we really see as our strong suit, is that in the words of our customers, we are a true no-code platform, meaning they can build processes and systems without writing a line of code.”

Business automation can involve a lot of coding. Users with or without coding experience can use the Kianda platform.

For instance, those such as software developers can leverage their skills. In other words, a new module or widget could be created by a developer, if necessary. 

With that being said, added features may be created for those who do not have the necessary skills. One of our main priorities is customer feedback. Therefore, what we receive back converts into what we can do, to delivers customers needs.

Read more here


Discover Digital Workplace revolution with Kianda.

10 times faster implementation with intuitive workflow software, driving digital transformation across the workplace and operations.

Want to see what Kianda can do for you?

Request a live demo

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How to manage site inspections efficiently, while easing the process and raising the standards

Digital Construction Process Automation

Webinar: “How to create a dynamic business app, without coding”

In this webinar you are going to learn how to create a dynamic business app without coding.

So, as companies deal with the trends of an increasing mobile workforce and a limited supply of competent software developers, this raises the need for a solution. Subsequently, no code platforms have increased in popularity in the recent years.

You might wonder why. For instance, no code means flexibility. That is to say, you don’t need to be a competent software developer to use a no-code platform such as Kianda. 

No code platforms allow any user to build business apps through graphical user interfaces and configuration instead of traditional programming. In short, they are designed to ease and speed up the app development process. 

We hosted this webinar for you to see how easily you can create dynamic business apps using Kianda platform. In short, Kianda focuses on business functions such as data capture, workflow automation and integration with your existing ERP tools.

So, watch now if you would like to find out how to create a dynamic business app, without coding. Meanwhile, keep an eye out for our next webinar.


Don’t miss out – find out how to build business app – Training Record – in 10 minutes.

In this webinar our expert Osvaldo demonstrates an example Training Record Form using some of Kianda’s capabilities.

By the time you are finished watching this webinar, you will know how to:

  • – Create a dynamic business app to capture Training Record details
  • – Produce cascading lists that can read data from SharePoint
  • – How to capture an employee’s signature – digitally
  • – Generate a rich training PDF certificate
  • – Review all Training Records in a dashboard.

 

Presenter: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

This webinar was recorded on the 11th Dec 2019 10:00 AM UTC. Recording duration is 24 mins.

Want to see what Kianda can do for you?

Request a live demo

Read more:

According to Forrester report 22% of companies haven’t begun their digital transformation. Are you one of them?

How to manage site inspections efficiently, while easing the process and raising the standards

Site inspection checklist
Site inspection checklist

Are you managing your site inspections with Excel sheets?

Then it is time you consider digital site inspection checklists to ease this process for you.

Many inspectors, auditors or site managers use traditional ways to run their inspections jobs. Hard to manage paper forms, emails and scanned documents with signatures can easily become a cumbersome work…

Modern technologies that are available today, have made it far more efficient to capture and track site inspections. From scheduling a visit, sending automated alerts to capturing information and pictures. As well, with online forms you can easily generate rich PDFs, on the go…

First of all, let’s have a look when site inspection checklists are used?

Construction, engineering and industrial companies are required to keep sites, staff and assets safe. And to make sure they are working according to regulations. For this purpose, an inspector visits a site and runs inspections to go through defined checklists. Simply, to assess risks and to report their observations.

Construction site inspection
Construction site inspection

These checklists are defined based on the type of an inspection. For example, is it an internal inspection or an external one for a client? Or, is it a scheduled or emergency one and so on…

What are the current challenges companies are facing today when it comes to managing their inspection jobs?

There are three main challenges companies are facing regularly:

1 – Managing inspections with paper forms

Main challenge here is to manually complete large numbers of questions in paper checklists… Scanning these checklist paper forms or re-typing into a spreadsheet. Then, uploading and emailing them, back and forth.

If an inspector has to rely on paper forms and documents for their job, then this becomes a complicated process. One that can increase compliance risks.

An inspector needs to make sure that they have all the right tools and documents they need before their visit. Moreover, during their visit they need to make notes of all their observations.

Using paper forms means when they go back to the office. That is to scan documents, and even sometimes re-type all the info. And, all of this take up a lot of valuable time.

2- Document management and unreliable reporting

Pulling together an inspection report can be extremely time consuming. Conventional ways require an inspector to re-type the captured information in spreadsheets and reconcile them. Subsequently, this can take long time and much effort.

In addition, this data will need to be transformed manually into graphs and charts to achieve insights. And this is not ideal…

One of the key aspects of managing inspections is making sure that there is accuracy on reporting.

It can be frustrating for everyone involved in the process if the reports are not reliable.

3- Not being able to handle pictures and signatures on the go

Traditionally, an inspector would take pictures on site. Then go back to office download these pictures and store in company systems.

It can be time consuming trying to attach the right pictures to the right logs within inspection reports.

Simplify site inspections by taking as many pictures you need on the go.

Similarly, when signatures are required from clients, subcontractors or owners, they are often taken on papers. Then, scanned back in the office. This whole process can be slow, error-prone and not easily accessible for searching.

To modernize your site inspection checklists, you should consider going mobile and paperless. That is, for higher control, compliance and simply for faster outcomes.

Here are 4 important tips on how you can transform site inspections and ease the process

1- Digitalise your inspection checklist and eliminate paper

Site inspection form
Site inspection form

After all, it is not efficient to rely on papers, emails, phone calls when the most important aspect of inspections is to ensure that work is being done properly to the highest quality.

Digital site inspection checklists can be achieved with an online forms and workflow software like the one Kianda offers. 

This speeds up the entire procedure. Inspections can be scheduled on a regular basis and automatically assigned to inspectors.

 

Automated notifications and reminder alerts can easily be sent to inspectors to remind their schedules.

Inspectors can complete the checklist on a tablet or smartphone on site. As well, they can attach photographs, media evidence and annotate them when needed.

Then, final reports can be shared and made available in real-time to anyone who needs to see them.

2- Use data reporting to increase quality and compliance

Data gives us the ability to see and understand progress of things. It is crucial to provide clear overview of the job progress to project managers or other decision makers.

It is important that inspector flags issues on time to avoid any project delays.

Data can help you with your inspection strategy and make better decisions. That is, with the right digital solution, such as online forms.

By using real time reporting not only data can be shared easily. But, any delays, bottlenecks can be spotted and dealt with in a faster manner.

Moreover, working with a digital solution means the records of site inspection tasks and results are saved. Particularly for future reference and auditing purposes. And it can be very valuable when a hand over to another inspector is needed.

Ultimately, you will be able to manage tasks in real time. And review progress from your browser, tablet, or mobile device at any time.

You will store the key data, not just scanned documents. All the while, optimising the process and collaboration between the teams.

With online forms, reacting fast can be a major advantage for companies of any sizes. Simply, to save time and resources immediately.

3- Attach pictures and signatures on the go

Mobile online forms that allow you to take pictures, annotate and attach them to the form instantly is a must have. This eases the way pictures are attached to the reports. 

They can also capture digital signatures from client’s and inspector’s. As well as generating a PDF report instantly on the go.

4- Look for flexible inspection checklist solutions

You must consider solutions that allow you to customise checklists, flow, rules, alerts and more. That is when you are looking for digital solutions to manage site inspections. Nowadays only capturing data is not enough.

You can always start with a template. But, it is vital to have the ability to make changes… big or small depending on your own needs.

With a tailor-made approach, a comprehensive site inspection delivers a better user experience.

Also, reporting should be provided in a flexible way. Different managers might have different needs.

Flexible reporting dashboards that allow exporting data into a format you need are important. Specifically, to help you achieve business goals and save time.


At Kianda, we build modern process apps that are both flexible and user-friendly.

Why not try our Inspection Checklist Process App today?

Or let us show you witch a free customised demo what else Kianda can do for you.

Request a live demo

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.

 

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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Managing Quality Control Through an Effective Corrective Action Plan

Quality management system for corrective action plan
Quality management system for corrective action plan

All quality engineers and compliance managers face the need to correct some part of their process or quality management system from time to time.

Many businesses regardless of their industry, face increased regulatory pressures.

As a result, internal quality initiatives require companies to take a more proactive approach to their corrective action processes. This might be because of a fault in a product or component and it requires a form of remedial action to put right.

It is necessary that corrective action is taken with regard to currently manufactured products. For instance, a product recall could be a step forward to resolve any issues. This is an example of how an effective corrective action plan can help in quality assurance.

But, what is it and how do you implement one?

What is an action plan for corrective procedures?

Corrective action examples are things like changing existing work processes or improving a component on the production line, for instance.

Quality is assured before shipping to customers with better in-house testing. As well as that, a list of corrective actions for if anything goes wrong during a construction project.

Quality management system
Quality control procedure

A corrective action report is arranged by a quality control team when quality may be compromised. For instance, upturn in warranty returns, product failures or non-conformance all emphasize the need for a report to be gathered.

This is to ensure that future failings are minimized or ideally, gone away completely.


What should be included when thinking about corrective action planning?

Without a good understanding of the root cause of any failure, you should not try to correct the quality issue.

Unless you have collected data on non-conformance reporting and generated a log, accuracy is impossible. In other words, the corrective action procedure scope you come up with won’t address all of the quality issues.

The absence of the correct non-conformance reporting might allow you to fix one problem. However, it won’t address another one. So, your new quality system won’t be very useful in the long run.

Until you have identified the root cause of corrective action, your QHSE workflows will end up being interrupted. As a result, the entire process will slow down.


How Corrective Action and Preventive Action (CAPA) can help

When it comes to corrective and preventive action, a quality management system system can be vital.

A corrective action plan that will work needs to investigate faults properly. Subsequently, quality will improve in processes like design, manufacturing, on-site operations and so on.

You can think of a CAPA system as one that diagnoses faults and then creates a corrective action procedure for each of those faults.

Of course, it is possible to go about this work in a number of ways. Generally, CAPA requires expertise from a range of people within an organization to come up with a working, corrective and preventative action.

Some people rely on spreadsheets to manage inputs from many departments while some focus on QHSE workflows. On the other hand, others focus on incident reporting guidelines along with corrective action procedures.

A workflow software can simplify the approach to CAPA quality. In addition, it can reduce burden by turning the processes into digital forms and workflows.

The truth of the matter is, some approaches to CAPA can become complicated and may create quality issues.

To put it simply, such an approach can be hard to manage. However, a digital business workflow software is an easy solution to CAPA quality. For instance, it can reduce the administrative burden by changing the processes into digital workflows.


What does it do and what advantages will such workflow software offer your quality assurance teams?

Benefits of digital CAPA workflow / quality management system
Benefits of digital CAPA workflow

Continuous Improvement in CAPA Quality

To come up with a corrective action process for each of your production failures or non-conformities on site, you need to sort large amounts of data. Commonly, the larger the organisation and the more product lines it has, the more difficult such a task is.

Action plans can make your quality issues worse if your quality management process isn’t accurate. Therefore, investing in a workflow software system that assists in process management is so useful.

Make the improvements last

Using a workflow software platform to carry out incident reporting, helps to craft suitable corrective action processes. From this, you will start to see all of the additional factors.

Reduce risks and admin tasks

Certainly using a paperless incident reporting workflow helps everybody involved. For instance, communicating in the most up-to-date manner.

Software can help track defaults, highlighting particular areas of processes. Moreover, this helps identify why and when these faults occur.

For example, you may alter your incident reporting guidelines after studying the visuals. After that, you can quickly see which suppliers’ components have been used in a product failure. Further, allowing you to identify the root cause of the problem.

Collaborate effectively with all your office and on-site teams 

Investing in a workflow software platform like Kianda, will allow your entire organisation to continuously improve. You can assign tasks and controls and simply track them using an easy workflow.

For example, it would allow technical sales representatives in the field, not just quality engineers at your head office. In addition, input data in an incident report to also consider customer’s views.

This is something that a typical CAPA system can’t handle.

This means that to fully consider when and how fixes might occur, widening the corrective action procedure scope would be necessary.

Reliable reporting and tracking

Corrective action plan process
Corrective action plan process

In addition, business process automation software that offers quality management also allows you to inspect quality performance analytics. You can use this to fully monitor the production conditions where system failings occur. For instance, which production operatives see the most returns.

Indeed, any quality management software worthy of the name should be flexible. In the same vein, to help maintain and improve quality, the platform should fully link with your back-end systems.

As such, establishing the root cause of corrective action is only one part of what digital quality management software offers.

With an effective corrective action plan process like the one Kianda offers, not only can you establish and select the root cause. But, you can also submit any relevant comments to your request. Not to mention, the ability to integrate with your back-end systems allows you to retrieve and upload applicable documents to your request.

A digital quality management system can lead to greater efficiencies. Not just with in-house quality processes, such as delivering better customer satisfaction. As you learn more about potential issues, you can focus on enhancing production processes.

In other words, you can improve collaboration in your organisation as well as improve decision making for managers. All of this can be achieved by automating your core business processes and updating document management activities.


Further Reasons to Invest In A Digital Quality System

Increased regulatory pressures encourage many industries to implement proactive corrective and preventive action processes. If you are not investing in software that enables this to function properly, then your competitors are more than likely ahead of the game.

Today’s technology tools can work smoothly with your existing processes without needing big investments.

Furthermore, quality software of this type can link with all of the other apps and software systems you are currently using.

Quality audit process
Quality audit process

Automating CAPA quality means being able to produce data for national, regional and global regulatory inspectors as well as those all-important ISO auditors.

Not only will deploying one reduce audit times and time spent on gathering your findings but it will decrease business risks by helping you to identify the right preventive action to take every time.


Kianda is a workflow automation platform that allows companies like yours to automate and streamline quality management processes via easily built online forms and workflows.

Want to see what Kianda can do for you?

Request a live demo

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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Digital incident reporting in construction can save lives

Digital construction and online forms

Digital incident reporting in the construction industry

Digital construction, digital incident management and online forms are becoming far more ingrained in the built environment. For instance, the use of digital incident reports are growing popular. In fact, business process automation is at the forefront of streamlined processes.

Many departments in organisations use QHSE workflows and approvals. For example, procurement teams issuing purchase orders or design teams automating steps to approve drawings. Also, quality control teams manage inspections and tests to maintain quality for processes such as incident management.

Health and safety lends itself well to automated business processes. Good catch practice forms significantly improve through automation. For example, online forms more accurately record incidents and near misses. That is, comparing to unreliable and insufficient paper forms.

Safety and the construction industry

Certainly, construction is a high-risk industry. Furthermore, busy sites are full of potential hazards.

Over the past two decades, construction companies have had many safety improvements.  For instance, legislation and better construction methods are key factors. In addition, health and safety management systems increased. Particularly, improving incident reporting and incident management processes.

Implementing digital QHSE workflows

Today, more and more companies are going digital.  Automated systems, workflow software and online forms are continuously on the rise. Adoption will allow you to keep up with competitors. As well, it further displays current safety practices in your company.

Incident reporting guidelines and procedure

Traditionally, incident reporting was reactive and tended to use only past incidents as review basis. A phone call, meeting and note in the accident book might have been the only way to record incidents. Clearly, this isn’t a secure method for incident management or health and safety quality control.

In organisations, there are industry standard reporting guidelines to manage health and safety. One of the common features of industry guidance is to ‘Plan, Do, Check, Act’. An automated process can complete this for construction incident reporting.

Digital construction incident reporting tools

Standard incident reporting procedures normally involve specific incident reporting tools such as a form to fill in. Also including, a process to follow to escalate the incident to management. That is, depending on the severity.

Digital workflow and process automation reduce process failure. For instance, there is less reliance on employees to take positive action. For example, making phone calls and sending emails.

Legislation and incident reporting

Legislation varies from country to country. But generally places a duty of care upon construction workers. That is to say, it manages the health and safety for themselves. And for those around them, so far as it is reasonable.

More information on this can be found on the relevant government website for your region.

There are numerous regulations that you must be aware of. For example, lifting operations, control of hazardous substances or incident reporting guidelines. With online forms and QHSE workflows, legislation compliance can be easily automated.

Companies thinking ahead use business process automation for effective audits of construction sites. For example, compliance with laws, regulations and good industry practice. As a result, strengths and opportunities emerge, identifying room for improvement. Changes can then be made for better health, safety and quality on construction sites. Also, it can highlight areas that raise concern, to urge corrective action.

Why is your safety incident reporting procedure important?

Incident reporting workflow and procedure is incredibly important to any construction business. That is, from an ethical, statutory and profit point of view. Accidents are bad for business. Moreover, many clients ask for accident history when tendering for any work.

Without an incident reporting system, it is harder to learn from past mistakes. More importantly, to make changes that avoid recurrence. This would be viewed as a negative in any accident investigations.

incident reporting system
Incident reporting system

Identifying Trends

The ‘Check’ stage is recommended when managing health and safety. This involves performance measurement, investigating accidents, incidents and near misses. Hence why an efficient incident reporting workflow needs to be effectively in place. Simply put, incidents need reporting as soon as possible. Specifically, to capture details for escalation to appropriate managers.

The procedure should also identify trends. For example, minor hand injuries may not require serious escalation. However, larger numbers of minor hand injuries could signal a worrying trend. And therefore, is investigated to spot a pattern.

What could happen if your safety incident reporting procedure isn’t working?

Many countries have strict rules on the reporting of incidents. For example, the U.K. has Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Ireland has Safety, Health and Welfare at Work (Reporting of Accidents and Dangerous Occurrences) Regulations 2016. Further, the U.S. has the Occupational Safety and Health Act of 1970 where reporting is detailed in Section 8.

Regulations set out minimum reporting timelines. That is for specified injuries, dangerous occurrences and occupational diseases. Therefore, a safety reporting process is critical. Reason being, it ensures that these issues are captured and reported in the statutory timescales.

Kianda software easily tailors to meet specific laws and regulations. As well as that, it prepares to adapt to any changes in legislation, as they occur.

An example of an incident report required by these regulations would be if a scaffolding collapsed in Ireland. It must be reported to the Health and Safety Authority in ten days, or risk prosecution. On the other hand, in the U.K., an incident such as this should be reported immediately.

Inefficiencies and inaccuracy in safety reporting can be fatal.

According to the Health and Safety Authority, in 2019 a total of 46 deaths occurred within the workplace with 12 people on constructions sites alone.

“Construction workers engage in many activities that may expose them to hazards. For example, falling from a height, unguarded machinery or being struck by construction equipment”

Incident reporting should be prioritized and consistent with every incident. Accordingly, this improves the incident management process. Consequently, reducing the number of accidents in the work-place.

Fatalities must be reported and even near-misses so that workers can implement different and new methods. In doing so, the likelihood of an accident occurring in the future will decrease.

Penalties

Reporting a reportable occurrence is a legal obligation. And penalties are given to those who choose to ignore this. Consequently, there can be custodial prison sentences for the responsible person or persons. Also, a large fine for the business.

Learning from incidents reduces the risk of recurrence (and the severity if they do reoccur). Also, it is key to keeping workers safe and incident free. This in turn contributes to keeping a business profitable and successful. As well as promoting a safe or safer environment for employees.

incident reporting software
Incident reporting software

Why use digital workflows to manage incident reporting?

Digital workflow software can be used to implement online forms for incident reporting. An online form is used to ease the reporting of incidents. Simply by providing visibility to management. Along with that, key metrics related to the number of near misses and incidents are obtained.

It should also collect information about why incidents may have happened. Then suggestions on preventing recurrence.

Effective use of an incident reporting online form reduces the time it takes for people to report incidents. As well as reducing additional paperwork and tracking identified actions. Specifically preventing recurring incidents.

Online forms also allow for high quality control standards. Simply, by setting mandatory fields for data input.

Management information and monitoring

Management can view weekly, monthly and yearly overviews of performance via dashboards. Meaning, decisions target reducing the risk of future incidents.

A track record of the steps that have been taken is provided. This demonstrates company effort to improve their health and safety record.

By reviewing health and safety performance, lessons can be learned. And subsequently, shared through several mediums. For example, additional training, purchasing new equipment or a reviewing approved sub-contractors.

Implementing digital construction incident reporting

The end users of the system must be considered when implementing the systems. As well as those in the management chain. Barriers to reporting should be minimised. Further, employees should be trained and able to submit forms online or offline along with easily capturing incident data.

online forms for construction processes
Digital construction processes

Good practices

Effective incident reporting systems focus on near miss reporting and good practices. Near misses are useful for looking at close calls where someone has been lucky. With that said, essentially putting steps in place ensures that luck doesn’t play a part in people’s future safety.

An example of an incident report involving pro-active management is good practices. This looks at what goes well and providing feedback to the teams. Particularly, improving morale and belief in health and safety incident management. And distributing good practices to other teams.

Kianda is a software platform, allowing companies like yours to automate and streamline business processes. With online forms, you can easily simplify your incident management processes. In doing so, you can deploy rapid incident reporting forms pro-actively and effectively.

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

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.

RELATED ARTICLES:

https://www.kianda.com/blog/2019/06/19/digital-employee-onboarding-induction-for-construction/

https://www.kianda.com/blog/2018/11/06/benefits-of-digital-process-automation-in-construction/

https://www.kianda.com/blog/2019/05/29/according-to-forrester-report-22-of-companies-havent-begun-their-digital-transformation-are-you-one-of-them/