Our COO, Derya Sousawas interviewed by RTE (Radio Television of Ireland) for the Boost My Business feature, showcasing Kianda’s easier approach to digitalisation. Kianda no-code platform helps companies from all over the world to implement digitalisation smoothly. And, without limitations. Moreover, Kianda has played a key role in how many companies adapted to the pandemic. And how those businesses have minimized the impacts of COVID-19.
Digitalisation is ever-growing
More and more companies are undergoing digital transformation in order to improve business operations. However, digitalisation can be a complex process without adequate resources or the correct tools.
Much of the business process automation platforms out there require some level of coding knowledge. Meaning, only a software developer or somebody with significant coding experience can build and implement a digital system. With that, business users might have to wait months or even years for a new system to be introduced. And in some cases, the digital system may even fail or work improperly.
Because of this, digitalisation can be seen as tricky. But, it doesn’t have to be. Kianda no-code business process automation platform was built to bridge the gap in the business process automation industry. More so, to make digitalisation easier.
“We had seen the struggle companies go through when it comes to implementing new technologies or new business systems. So, we said there has to be a better way. Not just for ourselves as developers. But, also so people who are not technical could be more hands on in the digitalisation journeys of companies.”
And that is why Kianda was founded. So that, business users without technical knowledge or coding experience can build and implement new systems. Most importantly, to undergo digitalisation without any barriers.
As a no-code business process automation platform, Kianda significantly reduces the time it takes to build and implement a new digital system. As well as that, it allows you to deploy rapid digital solutions. That is, much faster than before.
Digitalisation has been a growing trend for a number of years. However, it became a considerably important need in the last few months. Most notably, digital transformation has been a crucial element in a bid to tackle COVID-19. More specifically, in tackling the challenges businesses have faced and are still facing as a result.
Adapting to the pandemic
Like most businesses, Kianda have faced some issues throughout the duration of COVID-19. Due to uncertainty, many businesses are hesitant to begin digitalisation. This is potentially due to factors relative to the cost of digitalisation.
Digitalisation is an investment.
Digitalisation requires additional costs, but the benefits are substantially rewarding. A great deal of organisations who have adopted business process automation have realized the advantages and benefits derived. Hence why more companies have sparked an interest and are moving forward with digitalisation.
Simply put, companies are increasingly becoming more interested in digital transformation.
Our team primarily concentrated on providing premium support to our current customers in the early days of the pandemic. More importantly, to help our clients address and overcome challenges. Particularly those related to coronavirus. That is, with the use of Kianda’s no-code business process automation platform.
“Our platform helps businesses to adapt to pandemics or to big changes that might be happening in the market. It helps companies adapt to their operations in a fast and agile way,” says Derya.
Following this, SharePoint 2010 workflows have already been retired since August 1st, 2020 for new tenants. Along with that, SharePoint workflows will be removed from existing tenants by November 1st, 2020.
If your SharePoint Online site is currently using 2010 workflows anywhere, those workflows will no longer work after November 1st.
And it doesn’t end here. Furthermore, Microsoft has indicated that SharePoint 2013 workflows will also be switched off for new Office 365 tenants. That is, from November 2020. With that, they mentioned that SharePoint 2013 workflows will follow a similar retirement path in the future.
So, if you’re going to migrate your SharePoint workflows, it would be smart to include 2013 workflows as well in your migration project.
What’s a SharePoint workflow anyway?
A SharePoint workflow is a pre-configured application that streamlines a business process. SharePoint workflows can range from collecting signatures, feedback and approvals for a document. Or, a request to tracking the current status of a routine procedure.
Overall, workflows are automated flows of requests through a sequence of steps that require actions or tasks from individuals. Simply, to manage a business process.
In a nutshell, workflows take care of things related to people, systems and processes. More clearly, they take care of things behind the scenes. Therefore, making your work easier and giving you time to focus on more valuable tasks.
Some of the out-of-the-box workflows that will be impacted:
Approval workflows: This workflow is to send an item or a specific document for approval.
Three-state:This workflow lets you track progress to track a high volume of issues or items, such as support issues, or project tasks.
Collect Feedback: This workflow is to send a document or an item to people for feedback.
Collect Signatures:This workflow routes a document to people to collect their signatures.
What should I do now to migrate my SharePoint workflows?
If you have been using SharePoint workflows for your business processes, there’s a couple of paths you can take.
I will focus on two of them here.
1- Migrate to Power Automate
There is Microsoft Power Automate available to you and it connects to most of the Microsoft 365 services. Subsequently, allowing you build enterprise custom workflows.
However, Microsoft Power Automate does not come as “flexible” as you might think.
It is a good solution and comes as “low-code” option for software developers to create workflow solutions with it. Power Apps borrows from app development paradigm which can be quite confusing for non-developers.
As said, you will still need to invest in software developers or expert partners. That is, to make these workflows fully reflect your unique business requirements.
If you are looking to implement end-to-end business processes you will face limitations.
For instance, you will need user licenses for multiple platforms to build end-to-end solutions. Licenses such as Power Apps, Power BI and Flow so you can you can fully leverage Power Automate.
As a result, you will incur additional costs and further integration work to make the system fully function for you.
2- Use a modern workflow automation platform to replace SharePoint workflows (like the one Kianda offers)
Second option you have, is to use a modern workflow automation platform for migrating from SharePoint workflows.
More clearly, a platform that can seamlessly integrate with SharePoint. Precisely a platform that empowers non-developers such as business users, knowledge workers to take the lead and create intuitive workflows within hours (not days or months). Connecting to your SharePoint data, 0365 users and your currently analytical systems.
Workflow automation platform such as the one Kianda offers, is a standalone system. Meaning, the system does not require SharePoint or other Microsoft tools for it to operate. But, most importantly it can integrate seamlessly to most of the Microsoft systems.
In doing so, your cost will be based on licensing of a single platform. As well, the time your internal staff will spend on creating these workflows and successfully migrating from SharePoint workflows.
As a result, while migrating your legacy SharePoint Workflows into a modern workflow automation platform, you will also increase productivity and reduce your costs.
And let’s face it. There is not enough IT talent available. So, why not leverage your current staff who can actually be part of your IT projects such as this one.
Business users can actively create complex workflow automation solutions for your business without writing a single line of code.
Why not talk to an expert in workflow automation?
If you are looking to migrate your SharePoint workflows you can talk to our experts to discuss what options you have.
At Kianda we help business users technical or non-technical to create enterprise technology. Simply, by providing them easy-to-use no-code platform to create intuitive workflows.
Above all, Kianda seamlessly integrates with SharePoint and many other IT systems such as SAP, O365, Oracle, SQL server, File systems and more.
Talk to us today email@example.com and learn how we can help you with your SharePoint Workflow migration!
About Author: Osvaldo Sousa – Enterprise collaboration and Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
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 business process automation, 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 process automation software 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, wisedigital leaders understand that change associated with automating processes 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
Instead, encourage your employees to embrace the complex change. For instance, explain the benefits of business process automation.
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 advantagesof 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, automating processes with no-code 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 types of 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 tool for automating processes. One that addresses the gaps between people, systems and processes, removing all manual tasks.
A flexible business process automation tool is an investment of time and money
There 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 automation process flow 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 tool
The main benefits of a flexible business tool for automating processes 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 recentDemos 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 automating processes, 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.
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 automating processes doesn’t mean employees are redundant – instead they will be required for more fulfilling and challenging tasks.
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?
Author: 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.
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.
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, business process automation 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
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.
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.
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.
In short, business process automation 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 business process automation. 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 workflowyou 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;
Business process automation 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.
And 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!
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 business process automation 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 business process automation platform can help you by requesting a free live demo.
Investing in fixed assets has a strong impact on both short and long-term financial standing of a company. Therefore, managing capital expenditure / CapEx approvals requires enormous effort and attention to detail to avoid errors.
Many organisations hesitate when it comes to investing in new and advanced systems for operational activities. This is simply down to trying to “cut costs” and avoiding spending. Even for good reason.
However, investing in software that allows the capital expenditure approval process to operate effortlessly does wonders. And, this investment actually contributes to less cost. And more profitability in the long-term.
It is critical for businesses to use appropriate guidelines and tools to carry out efficient financial analysis. And subsequently, finance and budget approvals. In other words, capital expense management can be much more expensive and complicated than necessary. That is, when using insufficient systems or methods.
Capital Expenditure commonly known as CapExor CAPEX is the expenses needed for businesses to either acquire or maintain their fixed assets. This includes fixed assets such as land, plant, machinery, equipment and so on.
Operational Expenditure / OpEx on the other hand refers to the funds needed for day-today operations of a business. This might include rent, lighting, inventory and other utilities for instance.
CapEx and OpEx appear to be terms that are frequently confused by people. They both relate to required funds. But, they distinguish between type of expenses.
Some organisations still use outdated financial systems for capital expenditure and budget approvals. Despite being in the digital era with plenty of technological solutions available. What’s more, many are even carrying out budget approvals manually. For example, with spreadsheets, emails, paper-documents and even ledger books.
Are you one of them?
If so, keep reading and find out how you can digitise your capital expenditure workflow and easily speed up budget approvals!
COVID-19 is accelerating digital transformation
However, with COVID-19 in mind, accelerating digital transformation is becoming the norm. That is, for business survival and to continue to grow throughout these uncertain times.
A recent article by Silicon Republic highlights a significant benefit derived by those who have digitally transformed their business. Moreover, the organisations who have mostly embraced digital business technologies. This competitive advantage simply wins against their competitors.
Challenges of manual management of capital expenditure approval workflows
Today, many organisations still largely rely on manual methods to carry out CapEx approvals. Unknowingly, they enable the business to fall victim to many potential issues. More clearly, to problems that revolve around the drainage of business resources.
From lost time to lost CapEx requests, organisations tend to look for ways to cope with the issues that arise with manual budget approvals. That is, to compensate for the lack of efficiency.
Certain issues that often erupt with manual CapEx approvals:
Low visibility and transparency of requests and approvals
High % of errors, duplication of data or missing data
Inaccurate budgeting and forecasting
Unauthorized spending, over-spending and loss of profit
Missed deadlines, projects not being closed and new projects being opened
Inefficiencies and bottlenecks in approvals
What is the meaning of CapEx software?
A capital expenditure workflow software is specially designed to allow the budget approval process to flow quickly and smoothly. And, without incurring any inefficiencies throughout. Capital expenditure software aims to digitse CapEx workflow. It enables businesses to standardize, track and approve requests, all in a single platform. Using an automated capital expenditure workflow helps speed up requests and budgets approvals while aligning with strategic goals.
Digitalising CapEx approvals helps reduce cost, save time, enhance productivity and improve profitability. Overall, a digital capital expenditure process capitalizes on the saying “work smarter, not harder”.
As previously mentioned, manually handling your CapEx approvals is an insufficient method. Additionally, tedious manual work threatens the quality of the process. Not to mention, these challenges unavoidably have knock-on effects on the entire business.
In short, the adoption and implementation of a potent CapEx approval workflow software is simply to mitigate risks. Particularly, risk associated with a manual capital expenditure workflow.
Replacing your inefficient CapEx approval workflow with a robust workflow software like Kianda will not only tackle challenges above. But, will derive substantial benefits for your organisation.
Benefits of using CapEx software to manage budget approvals
In order to meet expected end year financials, capital expenditure budgets are set in place. Using CapEx software helps businesses to align with these strategic goals. Simply, by accurately managing capital spending.
With thorough insight into budget approval, it is easier set realistic financial forecasts. And, it is easier to meet and achieve those objectives and goals. Specially in terms of profit and business growth.
Let’s have a look at the benefits of using a business process automation platform for CapEx approvals.
CapEx software minimizes risk of human error
A major driving force to implement an automated capital expenditure solution is to slash risk of manual error. Way too often, mistakes can happen whereby requests and budget approvals are routed in the wrong direction. Because of this, requests can regularly go unanswered. As a result, delays and bottlenecks occur in capital expenditure processes.
Additionally, many projects can easily get lost. So, new projects open while teams are unaware or forgot to close ‘lost’ projects. Before you know it, the previous requests are completely hidden. On the other hand, fixed assets are critical for businesses to operate. As an example, not completing approvals for integral components of a critical production line is dangerous for business. Simply because, it can cause defects and errors in production and operations.
With a digital capital expenditure workflow, all data is centralized in a single system. This offers visibility and transparency to all stakeholders involved. As well, you can send automatic notifications and reminder alerts to stakeholders. Simply, so they approve requests on time.
As a result, you will never miss a deadline and you can minimize back-logs in requests. Moreover, completing all CapEx approvals on time allows business to run smoothly. For example, a critical piece of equipment could need maintenance or replacement. So, an employee raises a request. Automating the capital expenditure workflow ensures that this request is sought to.
Automated workflow assists in providing accurate and realistic financial forecasts
When budget approvals are not completed on time or they simply get lost, it is a difficult process. For instance, it is hard to include their expenses when undergoing capital expenditure budgets. More importantly, this can result in inaccurate representations of capital spending. These capital expenses are not accounted for in budgets and can initiate overspending.
Consequently, transparency lacks into the short-term financial standing of the company. And therefore, financial planning and long-term strategic goals become a complex process.
Abandoning manual CapEx approvals and digitally transforming them makes budget approvals seem like a breeze. With higher visibility, business process automation assists in greater control. Particularly over capital spending and budgeting. You can easily track and manage budget approvals. That way you can ensure budgets align with financial plans. And that is without being bombarded with unanticipated expenses. And, or emails with queries.
A digital workflow increases productivity and profitability
Automation increases the pace of routing requests and approvals. Overall, it gets the job done fast and efficiently. Many potential issues can arise throughout capital expenditure approvals when using spreadsheets and emails. Consequently, the process of CapEx approvals pause at many stages. Manual errors in the life cycle of any process drive down productivity.
As well as that, many organisations just accept these faults in their traditional CapEx approval processes. They then end up devoting more time and money to overcome them as they occur. Rather, they could look for a win-win solution. One that avoids negatives and brings positives.
Automating capital expenditure workflows focuses on preventing disturbances in the CapEx request/approval life-cycle. By simply eliminating errors from arising, the process is already much faster than before. Then, preserved time can also be dedicated to completing more budget approvals. That way, a lot more capital expenditure work is being completed rapidly. Ultimately, scaling both productivity and profitability.
It is time to leave manual re-work behind you by digitally transforming your inefficient capital expenditure approval workflow.
Why you should automate your CapEx approval workflow
Investing into a state-of-the-art business process automation platform will help you digitally transform your financial approval processes. For the better!
Hassle free capital expenditure management doesn’t only aim to save time and costs. But, it makes employee work that bit easier and less stressful. Budget approvals and financial analysis require careful consideration. In which, only passes on pressure to employees.
Automating CapEx approvals simply relieves this pressure. Simply by tackling any challenges caused by manual budget approval workflows. Providing an easier method for CapEx approvals is not only beneficial to your employee. But, it is a key contributor to quality in your business processes.
Easing the capital expenditure workflow with digital tools allows employees to pay less attention to “preventing human error”. But, more attention on completing financial approvals with quality in mind. And, at a faster pace.
With CapEx approval software, employees can sharply get their work done. What’s more is that they can do it without feeling strained or burdened.
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
Also 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
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 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
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.
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.
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.
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.
Employee absence and leave management without an efficient leave management system is a cumbersome task. That is, when handled across paper-based documents, spreadsheets and emails.
Using these methods is lengthy, time-consuming and prone to human error.
With that in mind, the spread of COVID-19 has made employee absence management even more agonizing. That is, for administrative staff, HR managers and even employees. And, it is only expected to get worse.
Leave requests and employee absences spike during COVID-19 Pandemic
The global spread of the Coronavirus has amounted huge pressures on professional as well as personal lives.
Many employees face a new working environment with their office in their homes. On the other hand, some employees have had limited options regarding working from home or working at all.
Millions of people across the world have been directly affected by COVID-19 from contracting the deadly virus. Deeming them medically unfit to work, ill-related employee absences have risen. Not to mention, the amount of people waiting to be tested and in self-isolation. Unfortunately, also unable to work.
In addition, occupational roles that require physical presence cannot implement working from home. Because of this, many workers have had no other choice. But, to avail of annual leave or temporary time-off. That is, under specified circumstances.
For example, many front-line staff depend on childcare facilities in order to go to work. With restrictions in place and no creches or schools open, significant amounts of essential workers had to stay at home. This has created both shortages of staff due to employee absence, as well as a substantial increase of leave requests.
Administrators and HR managers bare with these demands. Simply, as a consequence of employees being directly and indirectly affected by the virus.
On top of these causes of employee absences, there are general leave requests. For example, maternity and paternity leave, bereavement leave, sick leave unrelated to COVID-19 and other leave requests.
Leave dedicated to holidays or vacations is usually the most common type of annual leave requests. However, with various restrictions across the world, employees are ‘saving’ their annual leave days.
Without a good leave management system, employee absences and leave requests can quickly accumulate, complicating leave management processes.
Leave requests expected to plummet after COVID-19 restrictions are lifted
Worldwide, most mass gatherings, events and holidays have been cancelled. And, regardless, many countries have legally obliged people to stay indoors unless they are out for essential travel.
With nowhere to go and nobody to see, people have no essential reason to take annual leave for pleasure purposes.
Looking forward to overcoming the Pandemic, employees are optimistic about a sunny getaway before the year is up. This is expected to have a knock-on effect for business operations in two ways.
1) Overflowing of leave requests, giving administrators and HR managers additional paperwork.
2) Shortages of staff if approved, depending on managers approval.
Employers are becoming overwhelmed with possibility of employees submitting leave requests for the same time periods. Hence, it is important to utilise the most appropriate leave management system to efficiently manage employee absences and leave requests.
To be specific, leave management systems that are paper-based make employee absence and leave requests even more complex.
Also, the deferral of annual leave in bulk will create an additional problem for companies. Of course, if approved. The lack of employees post COVID-19 will inevitably strain business operations.
With a robust leave management system, you can prepare for employee absences. In short, managers can track and monitor the number of employees absences. Simply, to ensure there are enough workers to sustain business.
Digital transformation is reconstructing how companies carry out business processes such as leave requests and overall, management of leave.
In particular, digital transformation can convert leave management from a laborious, painful task, to an easy, efficient digital process. With an online leave management system, you can reduce time and errors and centralize leave management, all in a single system.
Streamline employee absence and leave management with digital leave request process
Paper documents and spreadsheets are considerably the main tools used to handle employee absences and leave. While these methods can get the job done, they soak up a great deal of employee time.
Before a leave request even receives approval, administrators need to fill out a form. Then, assign it to several people across other departments. And, manually submitting documents makes collaboration harder to achieve.
It is important for employee absences and leave requests to reach all relevant people involved. And to do so, quickly. Ideally, accepting or approving requests works best when done instantly after receiving them.
However, sometimes this is simply not possible. Managers need to make sure that there are enough employees to sustain business as usual. In addition, using paper forms for annual leave requests or employee absences is certainly not reliable.
Paper documents can easily get lost. The form could have a mistake or wrong information. Or, it could land on the wrong persons desk. Similarly, a digital file could also end up in the wrong folder on a PC or sent to the wrong email address.
Human error is inevitable. You might have highly skilled and intelligent staff, but these are simple and common mistakes that are easy to make.
Because of these issues, the approval process is pro-longed and leave requests can pile up. As a result, the task becomes difficult and confusing. On the other hand, managing leave and absences can be a breeze with an efficient online leave management system.
A manager needs to be in a position to react fast to prevent bottlenecks and delays in approvals.
Business process automation platform can swiftly transform leave management from a paper-based system to a digital process. With an online leave management system, employers can better manage employee absences and leave requests.
Overall benefits of automating management of employee absences and annual leave
These key features of digital employee absence and leave request form will ease the process. Specially for administrators, managers and HR teams. But, that’s not all, there are overall benefits to the efficiency of your business.
1- Customisable dashboards
With customisable built-in dashboard, managers can track and monitor numbers of leave requests and approvals. In short, the dashboard provides a transparent overview of the number of employees absences. As well as staff availing of annual leave. As a result of improved visibility, HR teams and managers can make better decisions when carrying out approvals.
2- Request modifications
Managers can even request employees to modify their leave request if necessary. The manager might suggest altering the date. This reduces lack of required staff or employee shortages, allowing business operations to sustain.
3- Scheduled reminders
Automated emails are sent to the manager if approvals or rejections are not completed on time. This allows teams to not let any leave requests go unnoticed and prevents delays and a build-up of requests. Because of this, administrators don’t get an uncontrollable overload of work. As well, employees are better satisfied as they are not waiting around for approvals or answers.
4- Calculate annual leave days
An online leave management system automatically calculates employees remaining days of annual leave. Therefore, there is no need for either an employee to keep track of their annual leave days. Managers also don’t need to manually keep a record by tracking, calculating and inputting data into spread sheets and so on.
Why you should use a workflow software for employee leave management
Managing leave and employee absences using traditional methods is laborious and drains resources such as time, money and technically human resources. By dedicating so much time to this process, it costs your business money that can be saved.
On the other hand, using workflow software to streamline leave requests and handle employee absences can bring efficiency to your business. All three factors, time, money and human resources can be retained with an online leave management system.
The COVID-19 epidemic postponed many holidays and vacations for people around the world. But, normality will return. Meaning, employees will be eager to getaway once restrictions are lifted.
Kianda’s digital leave request form will allow you to eliminate risk of human error and speed up the entire process.
Prepare for your employee’s leave requests and manage employee absences efficiently. Avoid the administrative burden by transforming your employee leave management system with Kianda no-code workflow software.
Ticketing helpdesk is not only useful for customer support. But, also for improving employee collaboration for better business outcomes and faster resolution. To successfully conduct cross-functional business processes, co-working is fundamental.
On that note, effective communication between departments is more crucial now, than ever before.
The rapid spread of COVID-19 has forced remote working strategies in place, ready or not.
As a result, many organisations are on the look-out for ways to improve internal communications. More importantly, to boost employee performance. That is, for teams to efficiently work from home.
A helpdesk ticketing system is put into effect in order to enhance employee collaboration.
What is a ticketing helpdesk?
Collaboration across different functions of a business requires useful methods of communication. Without the appropriate level of co-working, productivity will ultimately be affected. Hence, work standards can and should be maintained when employees are remote working.
A ticketing helpdesk system is used to aid support and provide information between relevant users. As well as that, to ultimately implement resolutions. For instance, employees requiring information from HR departments or IT teams look for quick responses to their needs.
Ticketing helpdesk is used to manage, track and prioritize internal inquiries between employees. With a helpdesk support system, employees can receive, process and respond to each other.
When employees are working together on a particular project or process, individual inputs are required. Many business processes involve workers from cross departments. For example, Finance Teams working with HR to determine the budget for hiring new employees. Or, Sales teams collaborating with Marketing Teams.
When issues arise throughout these processes, support is needed. An internal ticketing helpdesk system easily provides a platform to manage these issues and their resolutions.
COVID-19 has increased the need to efficiently manage collaboration for remote teams
The COVID-19 Pandemic has been the forceful driver of newly remote working teams. Because of this, many organisations have involuntarily executed remote working.
Interacting across messaging platforms, emails and online meetings have become significant for remote working teams. However, they are not sufficient and can be time consuming. For instance, information can get lost between message conversations. So, if you need to search for it and, or you need to take extra notes, your options are limited.
Implementing potent methods of communication is essential to a functioning remote working strategy.
Many organisations are directing towards a digital solution such as a ticketing helpdesk. That is, to better manage their remote working teams. As well, to gain full visibility over their operations.
Today, digitalisation is long-standing.
Companies have already undergone or are currently enduring digital transformations. To clarify, the change to a digital workplace amounts huge benefits to businesses.
With that being said, COVID-19 is accelerating the move to all things digital. Simply, remote working is easy to achieve when you take advantage of provided digital solutions.
From HR and Finance, to Marketing and Sales, process automation scales up productivity. Digital transformation can help your team to successfully work from home.
Digital process automation can transform a ticketing helpdesk into an easy-to-use digital app
It is usually assumed that a ticketing system is only applicable for IT or customer support. However, most people are now working remotely. Hence, internal support is essential to carry out business processes.
Organisations are increasingly moving beyond messaging apps to more sufficient apps such as a support ticketing helpdesk system.
With the power of automation, you won’t have to worry about missing tasks or issues caused by using messaging apps.
Providing a ticketing helpdesk for support for cross-department interactions is essential to increase productivity and efficiency within an organisation. And with a support helpdesk, your teams can collaborate efficiently.
Use Kianda ticketing helpdesk for faster resolutions and better collaboration.
4 Benefits of using a Ticketing Helpdesk App
1. Better communication
Information can easily get lost or convoluted when located in email threads or messaging apps. Consequently, the initial conversation becomes pointless and a waste of time. As well as that, same issues could be raised numerous times. Two employees working independently could be responding to the exact same question. And this, automatically wastes time. With a ticketing helpdesk system, the information can be easily recorded. As well, communication can occur all in a single platform. This reduces duplication of requested support and improves collaboration. In turn, productivity increases.
2. Improved organisation and structure
Similarly, hidden material in conversations can be difficult to find. This makes it impossible to prioritize queries. By missing important queries, major issues can easily arise. On the other hand, a ticketing helpdesk compiles tickets based on levels of urgency. That way, you can monitor the status of an issue and prioritize requests. As a result, resolution times are faster and issues don’t slip through the cracks.
3. Solves problems
Without a competent support ticket system in structure, problems can increasingly go unsolved. From this, major bottlenecks in business processes can occur. This is simply due to one problem getting absorbed into a pile of many. A ticketing helpdesk solves problems in accordance with their importance. In other words, issues that need to be solved by tomorrow are ironed out today.
4. Time and cost savings
Using messaging apps and email threads to collaborate is time consuming. And time is money. As a consequence, it becomes more expensive to carry out particular processes. Examples of this are, extra costs dedicated for the length of time a process takes. Also, more required costs for additional workers to conduct operations. A helpdesk support system can significantly reduce costs. By reducing the amount of time or number of people to carry out business processes, expenses will naturally decrease.
A digital ticketing helpdesk system that is user-friendly allows you to track, manage and prioritize tickets. All the while making sure users don’t turn to messaging apps and cause important issues slip away. As a result, collaboration becomes more focused, organised, effective and efficient.
Start using Kianda Digital Ticketing System for faster resolution times and easier collaboration
Enable efficient collaboration between your remote teams with process automation. A ticketing helpdesk can scale productivity for your team. And can do so, while working from home.
Kianda is a true NO-CODE platform. We empower business users to transform how they carry out business processes on a daily basis.
About Author: Osvaldo Sousa – Enterprise collaboration and Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
Introducing digital sustainability into the workplace through process automation plays a key role in corporate social responsibility.
Digital technology and sustainability 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
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 (SOx) are 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.
Digital technology and sustainability provide 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 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, digital technology and sustainability is 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 examples and how they 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
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. Digital technology and sustainability 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.
Author: 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.
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.
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 from home during Covid-19 or not, can be beneficial for operations, if necessary.
Why is ‘working from home’ so popular?
The 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, so does the digital workplace and ‘smart working’.
Have you included digital process automation in your business continuity plan?
The digital workplace enables more effective ways of working and collaboration, without being constraint to the office. Now more than ever, it is crucial to leverage digital technologies to implement successful remote working strategies.
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.
Prepare 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
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 businessprocess 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.
The digital workplace and more specifically, 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!
Sustainability 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 digital workplace can do for you
More organisation – information stored digitally in single place
Better communication between departments
Improved collaboration from higher visibility and transparency
Costs reduce as buying and disposing of paper is no longer required
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
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 with a digital workplace!
Considering remote working as an option?
Start your digital business journey with the digital workplace by automating your critical business processes. Visit kianda.com for more info.
Author: 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.
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 for managing business processes.
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 business 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 is a business process that involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, using workflow software to optimise a business process like onboarding 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.
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…
Again, time is being wasted that could be valuable elsewhere, on a different business process perhaps.
As well as that you can conveniently monitor and track them in a dashboard. Automating a business process like your holiday request form provides transparency to both employees and managers.
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 is a critical business process that needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate, considering they are key to promoting health and safety. Using paper isn’t really a safe way to store valuable information and therefore, does not ensure maximum health and safety practises. Recording and storing data safely will improve the overall quality of the incident reporting business process and the outcomes.
To clarify, a digital incident reportautomatically increases accuracy by storing data more efficiently. Automating this business process enabes easier tracking, allowing managers to quickly come up with measures to prevent future occurences.
4. IT help desk
Without a structure put in place for your IT business processes, 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-madeIT help desktemplate that effectively supports end-users. In short, the automated business process allows the IT team to track, prioritize tickets and solve them rapidly.
5. Procurement process
The procurement process flow entails quite a few steps which can easily slow things down, fast. For instance, if this business process is managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, frequent misconceptions in different stages of the procurement process may arise.
In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. With business process automation tools, 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, improving business processes 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 or business process 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. On the other hand, it can be spent elsewhere. Perhaps, for R&D, new employees or could be for expansion purposes. 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.
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.