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

Remote working

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

Across the globe, more and more people and companies are taking an interest in remote working. 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 from home.

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

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

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

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

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

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

On another note, having an option in place to work remotely can be beneficial for operations, if necessary.

Why is ‘working from home’ so popular?

Remote male workerThe rising emphasis in remote work 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 business process automation industry continues to grow, making digital business possible, so does ‘smart working’.

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

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


Remote working in the event of a crisis

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

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

CoronavirusPrepare for the worst, but hope for the best!

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

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

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

Remote working for better quality of life

remote-workers

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

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


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

First of all, tasks must be carried out digitally to allow remote working.

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.

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

Don’t need paper for remote working!

Busy office with paperSustainability comes in many forms.

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

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

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

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

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

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

Human resource management automation

1. Employee Onboarding

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

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

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.

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 remote working will be simplified and made possible from anywhere!


Considering remote working as an option?

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


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

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

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

Request a live demo


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

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

Digital process management

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process? If your answer is yes then, it is time to boost your buying steps.

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

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

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


What Does Procurement Process Mean?

purchasing agreement

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

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

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

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

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

What are the steps in Procurement Process Flow?

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

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

Procurement Process flow includes eight purchasing steps:

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

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

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Example Procurement Process Flow
Example Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software that can provide automated workflows can convert manual tasks into automated processes without human intervention. As a result, repetitive events can automatically up-scale.

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

Procurement software can include all the steps you’ve always used in your purchasing process. There is no difference in procurement meaning whether you’re using digital or manual processes. Certainly, there are distinctions though, efficiency and transparency changes. In other words, automating repeatable tasks cuts the risk of human error.

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

Gain visibility and increase transparency

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

It can help to track the way your buying department manages their part of the process.

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

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

Communication is key

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

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

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

Procurement Software and Tail Spend

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

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

The procurement management system should monitor:

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

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

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

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

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

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

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

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

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

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

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

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

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


Kianda Procurement Dashboard
Kianda Procurement Dashboard

Are you looking to boost your procurement process?

Discover how you can reduce risks and bring efficiency to your purchasing. Kianda Procurement Process App is designed with our experience and best practices in mind.

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

Request your live demo

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 
 
Other articles you might be interested:
 

Purchase Order Process

Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip.

Purpose of Per Diem 

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

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

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

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

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

Digital forms improve the Per Diem processEmployee receipt records

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

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

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

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


Expense management using a digital form

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

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

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

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

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

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

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


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

Want to see what Kianda can do for you?

Request your live demo


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How to optimise Per Diem Management for Aviation

Aviation per diem management
Aviation per diem management

What is Per Diem anyway?

Per Diem means Per Day. Also, referred as daily allowance.

It is a particular measure of money an organisation provides for an individual. To be more clear, it is frequently a representative of the organisation.

It covers everyday costs when travelling for work. A per diem can incorporate part, or the majority of the costs acquired. And most companies pay the government rate, which is based on the cost of living in the location being visited.

In aviation, it is usually available to a pilot, flight attendant, crew member or office staff who are travelling for business. Specifically, it is the reimbursement for his or her meals and incidental expenses. And, every airline pays differently per diem rates.

Read – How an aviation company streamlined their HR and Finance processes

One method is employees request the actual cost of meals, lodging, and incidental travel costs may be deducted. That is, subject to certain limitations, providing the invoices and receipts.

On the other hand, there is the allowance method. In short, an employee is only required to prove where they were, and that they were travelling as a requirement of their work. Generally, in the aviation industry, most employees and independent contractors use the allowance method.

How to optimise per diem management

Kianda Forms allow users to manage per diem, all in a single platform. With an automated workflow, flight personnel or office staff can easily make per diem requests. And they can submit their requests, before or after they travel.

This automated process empowers personnel to do their per diem calculations and request rapidly. It is presented as a simple online form where employees can consult what is available to them.

Kianda platform provides capabilities for users to work offline. That is to say, it is highly suitable for industries that involve a lot of remote working, in remote areas.

As employees in the aviation industry frequently fly on long-haul flights, remote access is essential.

With Kianda, they can submit per diem requests, even when they are off-line during a flight.

Employees can easily reach the information they need and submit their requests. More importantly, they can do so without any delays or unnecessary email communications.

Information related to the submissions can be stored in the company’s existing data systems. Moreover, to ensure regulations and compliance, all information can be managed and tracked efficiently.

Looking for a better solution?

Talk to us today!

Eliminate the errors to bring consistency in your per diem management process. In addition, managing processes digitally reduces the amount of time a task would normally take. Because of this, saving time allows you to instantly save costs. With more time on your hands, you can devote it to other aspects of the business.

Moreover, per diem allowances enable better expense management. As a result, managers have greater control over financial spending across the business.

Discover how Kianda Forms can allow you to achieve great results. Above all, you can take your operations to the next level within Aviation industry with digital process automation.

To see how Kianda can help you, request a free live demo today!

Request your demo


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

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


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Per Diem Approval Workflow

4 Great Reasons to Streamline New Hire Onboarding Process for Aviation

4 good reasons to automate your travel and expense management

mobile expense management system
mobile expense management system

Still managing Employee Travel and Expenses manually, with paper receipts, spreadsheets and emails?

Then you must consider not only time and money you are wasting. But also, inconsistency and error-prone results your business might be exposed to.

Process automation can help eliminate issues like these and let you focus on productivity. That is, without worrying about the typical difficulties of manual processes. With an automated travel and expense management solution, submission, approvals, and auditing can be a lot easier. Continue reading “4 good reasons to automate your travel and expense management”