Digital incident reporting in construction can save lives

Digital construction

Digital construction

Digital advances in the construction industry

Digital construction is becoming far more ingrained in the built environment, with business process automation at the forefront of streamlined processes. QHSE workflows and management approval processes are utilised in many departments, including procurement teams issuing purchase orders, design teams automating the steps to approve drawings and quality control teams managing inspection and test procedures.

Health and safety naturally lends itself to automated business processes, with incident reporting and near miss, good catch practice forms being significantly improved through automation.

Safety and the construction industry

Construction is a high-risk industry. Busy construction sites are full of potential hazards. Over the past two decades, there have been vast improvements in the safety performance of construction companies. This has come from legislation, improvements in construction methods and an increase in internal health and safety management systems.

Implementing digital QHSE workflows

With more and more companies going digital, it is imperative to introduce automated systems and workflow software into your business processes to demonstrate current safety practices and keep up with competition.

Incident reporting guidelines and procedure

Traditionally, incident reporting was reactive and tended to use only prior incidents as the basis for review. The incidents may have only been recorded through phone calls or meetings and a note in the accident book, without any real health and safety quality control.

Standard industry guidance for managing health and safety sets out incident reporting guidelines to those implementing arrangements in their organisation. One of the common features of industry guidance is to ‘Plan, Do, Check, Act’ . This can be implemented through an automated construction incident reporting process.

Construction incident reporting tools

A standard incident reporting procedure will normally involve specific incident reporting tools such as a form to fill in and a process to follow to escalate the incident to management, depending on the severity. A digital workflow and process automation result in reduced process failure, as there is less reliance on employees to take positive action, such as making phone calls and sending emails.

Legislation and incident reporting

Legislation can vary from country to country, but generally places a duty of care upon those working in construction to manage their own health and safety and the health and safety of those around them so far as it is reasonable. More information on this can be found on the relevant government website for your region.

There are numerous regulations that you must be aware of, which include things such as lifting operations, personal protective equipment, control of hazardous substances and incident reporting guidelines. Compliance with legislation can be automated through online forms and QHSE workflows.

Forward-thinking companies use business process automation for effective audits of construction sites for compliance with laws, regulations and good industry practice. This can identify strengths and opportunities for improvement, which can improve overall health, safety and quality on construction sites. It can also highlight areas for immediate concern and expedite corrective action.

Why is your safety incident reporting procedure important?

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

If there is no incident reporting system, it becomes difficult to learn from past mistakes and implement changes to avoid recurrence. This would be viewed adversely in any accident investigations or prosecutions.

incident reporting system
Incident reporting system

Identifying Trends

The ‘Check’ stage is recommended when managing health and safety which requires measuring of performance and investigating accidents, incidents and near misses. Therefore, an incident reporting workflow needs to be in place for incidents to be reported, which captures the required details for escalation to the appropriate level of management.

The procedure must also be able to identify trends. For example, minor hand injuries may not require serious escalation, but a large number of reported minor hand injuries could signal a worrying trend and require investigation to understand if there is a pattern emerging.

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

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

Where regulations set out minimum reporting timelines for specified injuries, dangerous occurrences and occupational diseases, an effective safety reporting process is critical to ensure that these issues are captured and reported in the statutory timescales.

Kianda software is easily tailored to meet specific laws and regulations, and readily adaptable to any changes in legislation as they occur.

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

Penalties

If you don’t report a reportable occurrence to the appropriate health and safety enforcement agency, there can often be a custodial prison sentence for the responsible person, or persons and a large fine for the business.

Learning from incidents reduces the risk of recurrence (and the severity if they do reoccur) and is key to keeping workers safe and incident free. This in turn contributes to keeping a business profitable and successful.

incident reporting software
Incident reporting software

Why use digital workflows to manage incident reporting?

Digital workflow software can be used to implement incident reporting forms. An online form is used to simplify the reporting of incidents, provide visibility of incidents to management and provide key metrics related to the number of near misses and incidents.

It should also collect information about why incidents may have happened and suggested actions on how to prevent recurrence.

Effective use of an incident reporting form can reduce the time it takes for people to report incidents, reduce additional paperwork and track actions that have been identified to prevent incidents recurring.

It also allows for a high standard of quality control by setting mandatory fields for data input.

Management information and monitoring

Management can view weekly, monthly and yearly overviews of performance via dashboards. This means that decisions can be targeted at reducing the risk of future incidents.

There is also a track record of the steps that have been taken, to help demonstrate a company’s commitment and efforts to improve their health and safety record.

By reviewing health and safety performance, lessons can be learned and shared through several mediums, such as additional training, toolbox talks, changes to construction methodology, purchase of new equipment, or a review of approved sub-contractors.

Implementing effective construction incident systems

The end users of the system must be considered when implementing the systems, as well as those in the management chain. Barriers to reporting should be minimised, so employees should be trained and able to submit forms online or offline and capture data from the incident easily (such as pictures from a smart phone or tablet).

Software for construction processes
Software for construction processes

Good practices

Effective incident reporting systems also have a focus on near miss reporting and good practices. Near misses are useful for looking at close calls where someone has been lucky and putting steps in place to ensure that luck does not play a part in people’s future safety.

An example of an incident report that involves pro-active management is good practices. Good practices look at what is going well and provide feedback to the teams to improve morale and belief in health and safety, whilst also allowing for these good practices to be distributed to other teams.

Kianda is a software platform that allows companies like yours to automate and streamline business processes such as incident reporting via easily built online forms and workflows.

Start your free trial today at www.kianda.com

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

RELATED ARTICLES:

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

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

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

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

Osvaldo Sousa - Kianda Technologies
Osvaldo Sousa – Kianda Technologies

A recent Forrester report shows that 22% of companies haven’t begun their digital transformation journey.

These organisations still use traditional methods to meet their business goals. As a result, they face many challenges and they get average results in their operations.

If you are one of them, not to worry. There are simple and small steps you can take to start your journey slowly but steadily.

Organisations who have realised the importance of digital business have started to embrace digital transformation. They’ve invested in business technologies that create value for customers and transform their businesses. They take different approaches to accomplish their digital transformation goals.

Some struggle and some succeed during their journey… However there are two important things I can’t highlight enough from my years of experience. These are:

1) Success ratio is a lot higher when companies start their digital journey with SMALL STEPS

2) It will be a waste of time and money if people don’t EMBRACE THE CHANGE

New technologies that are agile, easy to use and that can adapt to companies changing needs are the ones to look for. Digital Process Automation technologies are what I will be talking about. This is one of the core concepts of Digital Transformation.

But what is digital process automation? Why are we so interested in this?

Well, to find that out all the ins and outs of it, let’s start with the basic concept of it.

What is Digital Process Automation?

In easy words, transforming a business process into its optimised digital version is called Digital Process Automation.

As an example, take a simple approval process.  To handle this, perhaps you use papers in folders that are kept in the shelves or perhaps you do manual entries into an excel spreadsheets when someone approves via email.

Digital version of this is a business application that is made of forms where users can access from anywhere to interact and consult information. The approval flow happens on a single place. It is managed via end-to-end automation with reminder notifications and reporting dashboards.

The difference between two versions of the same process is that digital one brings efficiency and most importantly consistency to the process. It gives easy insights to the data, eliminates the errors. Overall it provides better user experience with online forms, automated reminders and so on.

Some of the digital transformation initiatives that digital process automation covers are: using technology to solve existing business challenges,  integration of new technology into company processes and transitioning from a non-digital business into a digital one.

In other words, this is an evolution of business process management (BPM). While managing business processes introducing integrated automation to optimize and digitalise processes from start to end.

Digital process automation solutions generally provide software platforms under the concept of integrated automation that not only focuses on Technology but also People and Process.

Workflow management
Process management

Most employees waste a lot of time searching for data. Sometimes to answer a simple query, they have to  consult multiple systems.  They are not given any other option rather than using emails to manage basic customer queries.

All of these can easily cause bad reputation, data loss and long resolution times. This drags down the productivity and companies miss out on valuable business opportunities.

A digital process automation technology helps companies to transition into Digital Workplace by helping teams collaborate in a single place. It centralises the data for internal and external processes. Frees employees’ time to do more valuable work by simply removing repetitive boring tasks.

Some of you might be concerned about the investment you might have already done for your IT systems up until today. The good thing is that you don’t have to give up everything you have invested to start improving things.

There are ways to make legacy technology agile to make it easier to adapt to the coming changes. Most of the new technologies can integrate to your IT systems so that you can syncronise your existing users and data.

In addition, there are low-code and no-code platforms that you can opt for. They are here to lower the costs and enable faster application delivery.

Low-code or no-code concept is not only considered for cost reduction. It is for empowering users and accelerating digital transformation journey.

What are the core features of Digital Process Automation?

In today’s digital world, customers are forcing businesses to become more mobile and agile. Businesses must rapidly experiment new technologies to meet consumer demand and stay ahead of competition. With these trends, features below have become central features of digital businesses:

– Restructuring process workflows

– Automating and streamlining existing business processes

– Focus on data-driven processes

– Focus on the customer experience

Where to use Digital Process Automation?

This is something that I have been asked many times. Where can I use a process automation technology?

Well you can use it in several places. It can be for delivering any business applications that require interaction of people, systems and processes.

Examples of digital business processes are:

HR processes to manage onboarding, appraisals, holiday approvals, employee requests;

IT processes such as helpdesk tickets, asset requests, change management;

Quality processes for incident management, corrective action plans, inspections, document generation;

Finance processes such as budget approvals, project approvals and so on…

The important thing here is to define one area that needs your immediate attention due to the challenges you might be facing. Start with that to experiment new technologies… Map out how it is done currently. How you would like it to improve.

Digital Process Automation ReasonsChart
Source: Forrester’s Q1 2018 Digital Process Automation Survey

Two main reasons behind companies process improvement efforts are firstly cost reduction and secondly improve worker productivity according to a Forrester survey.

It is important to highlight here again that user friendly process development platforms that don’t require extensive technical knowledge can bring you a lot more benefits than the ones that require outsourcing of developers.

They can help you reduce costs significantly by fast delivering applications. Also engaging your team, keeping knowledge in-house to maintain your business applications will help improve workforce productivity.

It is also worth telling that digital business can always help grow a business. The marketplace is constantly evolving and the competition is getting harder and harder. Many businesses cannot expand just because they lack digital initiatives.

If you haven’t started your digital journey yet or have started but not satisfied, it is time to start looking at new technologies to help you boost your business.

Digital Process Automation
Award Winning Digital Process Automation Platform

AUTHOR: Osvaldo Sousa CEO of Kianda Technologies
Digital business process expert  & No-code Platform Innovator

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform for a greater control and agility. 10 times faster implementation with NO-CODE  automation software.

START YOUR FREE KIANDA TRIAL TODAY!

 

Kianda – Digital Process Automation Platform – sponsored in the European SharePoint Conference in Copenhagen

Workflow automation
Workflow automation

We had great time sponsoring in the European SharePoint Conference this year in Copenhagen. We met our customers, partners and had interesting talks about how empowering no-code solutions can be with many people from around Europe.

Thank you all who stopped by our stand and showed interest in Kianda – digital process automation and application delivery platform.

If you would like to know more about nocode process workflow automation and applications with Kianda contact us at info@kianda.com for a quick one-to-one demo.

Start your IT process optimisation with prebuilt workflow templates

IT process workflow management
IT process workflow management

Today’s IT departments are crucial for business continuity and efficiency in operations. They face countless issues raised by users on a daily basis. Dealing with these over and over again without any standard system, creates frustration and difficulties in tracking and communicating for any IT team.

Technology is here to help organisations to solve these challenges. However while adopting a new technology to help you, you should not be limited to what off-the-shelf solutions can offer.

Why does this matter?

Every organisation operates in its own way. Operations evolve as the company grows, people move across departments and requirements change due to the market changes. A technical solution you are adopting today should be able to evolve with you tomorrow.

IT departments who adopt to workflow automation, achieve efficiency, reduce workload and increase productivity to provide better service levels.

NO-CODE development solutions such as Kianda Forms and Workflows platform can allow you to transition in to Digital Business more effectively.  No-code means anyone in an organisation can build technical solutions without having the coding skills.

With easy-to-use development interface, any employee can help drive change, not just those with technical skills.

How can you actually use this?

Your team with or without coding skills, can build process automation and workflow applications meeting your organisation’s unique needs for IT processes such as IT Helpdesk, Asset management, Change request management, Incident management  and more. All integrated with your current systems.

That’s not all…

We have designed IT workflow templates to give you a hand when you are designing your own. But that’s not all.

Check out Kianda Template Store when you sign up. There is a lot more we believe you can use. These workflow templates will be a starting point for you to build great workflow solutions meeting your organisation’s unique requirements.

 

 

Purchase Order Process

Pruchase Order Management

Purchase Order Process can be used to control purchasing of products and services from external suppliers. Optimisation of this process will allow you to maintain control over the entire purchasing process from requesting a PO to paying the supplier.

Using manual  processes (like emails, spreadsheets), may put your company finances at risk caused by lack of visibility and error-prone results. 

Automating this process is not only going to save you time, but also will help you to put a structure to your purchasing process to avoid unexpected expenditure and its disappointing results.

You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers.

Purchase order process starts with requester providing vendor information, prices and description with a couple of clicks and submitting for approval. Manager/s receive notification and approve request or deny based on the criteria provided.

In addition, this process includes supplier’s invoice payment step to allow end-to-end optimisation of Purchasing Process.

When manager approves the purchase, supplier can be notified and their invoice or any other quote document can be stored in the workflow.  This triggers notifications to the Finance team to proceed with the payment according to the payment terms. agreed.

This process focuses on the approval and PO PDF generation . For a process that covers a wider range of areas like vendor selection and management check-out our procurement process.

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

Get started with this template now!

Get the template

Per Diem Approval

Per-Diem-Request-Dashboard

Per Diem Approval workflow includes employees providing the travel plan and the manager either approving or rejecting the travel expense which 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 and submitted avoiding any errors or misunderstandings.

In this sample template employee has option to request only Per Diem, Travel or both. Procedure starts with the employee initiating the process 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, Manager approves or rejects. Then 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. They can easily monitor what is waiting for their approval, what has been approved with full visibility of the progress of each request.

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

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

Get started with this template now!

Get the template

Employee Onboarding Process

HR Employee onbaording dashboard - min

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

Eliminate the need for papers and emails rapidly by setting up your digital onboarding process that covers sending job offer to new hire, new hire accepting it, capturing their data, manager approvals and digital signatures.

This workflow will help you effectively manage onboarding process. It will allow HR team members and new hire to collaborate in a single place.

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

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

Admin tasks that are required for HR teams to effectively manage re-employment, onboarding and induction are often repeated for each new hire over and over again.

This gets more complicated and worrisome when you don’t have an easy solution available to automate some of these repetitive tasks. An automated process assures the step-by-step tasks are efficiently carried out, a standard way is being followed for each new hire and valuable time is not wasted.

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


Employee onboarding template

This important process should not be time-consuming, should be more manageable and smoother.

With Kianda onboarding process you will be manage the entire workflow from beginning to end via single platform connected to your back-end systems.

Workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details, then it continues with assigning tasks to managers for approvals, IT team for providing devices and right access and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts (Kianda also provides easy integration to DocuSign or you can use Kianda digital signature feature). This would allow capturing new hire information such as bank information, next of kin and making sure that new hire has read and signed critical company policies before they start in the company.

Overall the workflow template contains forms (steps) assigned to each department or individuals involved in the process, facilitating the communications between team members and the new hire, allowing them to interact, digitally sign and collaborate.

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

Don’t forget to explore Kianda Template Store when you sign up and check out all other HR workflows designed to help you get started.

Get started with this template now!

Get the template


Check out more HR workflow templates:

Easy-to-manage Travel Request Form
Say goodbye to papers with Holiday Request Form
Performance reviews are not hassle any more with Performance Review Workflow 

Workflow automation software Kianda sponsors European SharePoint Conference – as featured in The Record Technology Magazine

Kianda BPMWe talked about our Kianda journey to date to The Record Technology Magazine and about our sponsorship in the upcoming European SharePoint Conference #ESPC18.

Workflow automation software Kianda was launched in 2017 in European SharePoint Conference in Dublin.

“We are thrilled that, since our launch last year, more than 5,000 enterprise users are now building cutting-edge digital process automation solutions across several industries using Kianda,” said Derya Sousa, the company’s co-founder and commercial director.

To read the full article click here Record Magazine

 

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. It is also referred as daily allowance.

It is a particular measure of money an organisation provides for an individual, frequently a representative of the organisation, to cover everyday costs when travelling for work. A per diem can incorporate part or the majority of the costs acquired. 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. It is the reimbursement for his or her meals and incidental expenses. 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, subject to certain limitations, providing the invoices and receipts. The other method is the allowance method, which employee is only required to be able 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.

How to optimise per diem management

A per diem request workflow designed with a process automation platform like Kianda Forms provides a single platform for flight personnel or office staff to make a request before or after they travel.

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

They can submit their request even when they are off-line during a flight.

Employees can easily reach the information they need and submit their requests without any delays or unnecessary email communications. Information related to the submissions can be stored in the company’s existing data systems so that this all can be tracked ensuring regulations and compliances.

If you are planning to streamline your organisation’s per diem management and eliminate the errors to bring consistency then talk to us.

Discover how Kianda Forms can allow you to achieve great results and take your operations to the next level within Aviation industry.

Kianda aims to streamline business process – as featured in The Irish Times

Kianda
Kianda

We are thrilled to be featured in The Irish Times Business today.  Our founders explained how Kianda differs from other BPM (Business Process Management) platforms and how it can bring in-house control to organisations over their IT solutions and help them bring efficiency in their operations.

“There is some debate as to whether Albert Einstein actually defined insanity as doing the same thing over and over and expecting a different result, but the sentiment certainly struck a chord with tech entrepreneur and software developer Osvaldo Sousa, who spent 17 years pounding the same ground building similar automated process solutions for different companies.

In July 2016 Sousa and his wife, Derya, (an IT consultant), decided to pool their skills and develop a solution that consigned this constant reinvention to history. They set up business process management and automation company Kianda, and have spent the last two years developing a cloud-based platform that enables users to easily build forms and workflows to streamline complex business operations.”

To read the full article click here Irish Times

 

 

See how automated workflow can help your organisation to improve workplace productivity

Kianda
Kianda process and workflow automation software

Repetitive tasks are the biggest motivation killers in workplaces. Who likes to do the same daily task, over and over again?

Motivation is the important element in ensuring productivity. When we are dealing with monotonous routines, we easily get bored and lose our enthusiasm to complete challenging tasks.

One effective way of motivating staff is through engagement. For better engagement and contribution their time needs to be freed to let them do more valuable work.

How do we free up time to do more valuable work?

A workflow automation solution can bring productivity and efficiency to a workplace. It eliminates repetitive, manual and paper-based tasks. It transforms manual operations into automated digital forms and workflows, cutting down the human error and increasing productivity.

Helping businesses to compete in this increasingly digital world is one of the key focus of workflow automation. From simple to complex workflows can be automated with a few clicks.

This will allow staff to get more valuable work done and reduce the amount of time and money spent on unnecessary tasks.

Where you can benefit from workflow automation

Human Resources

If your HR department is dealing with paper-based documents, unnecessary phone calls and emails when a new hire starts, then it is a good time to start looking for a workflow automation solution to eliminate unnecessary paperwork and repetitive tasks performed for each hire.

In a way, this will allow you to cut down these manual tasks, let HR do their work and new hire be more welcomed when everything is well organised before they start.

Customer Services Solution

Customer Services

Take Customer Service department, agents spend more time on trying to access IT systems and ringing departments for resolutions than the time they spend on a call to help solve a customer problem.

This is a common scenario that causes long waiting times. One of the most important aspects of customer services is time. Information must be easily accessible to agents so that they can answer customer queries in a rapid way.

An automation solution like Kianda can improve customer service operations by delivering one single platform to allow users to access information from multiple IT systems rapidly and log customer queries into the system while reducing waiting times.

With a streamlined process for handling customer queries and complaints, call centre staff can be more effective and productivity can be increases.

Marketing and Sales

Scenario for Marketing and Sales department is not too different. Workflow automation can improve the efficiency of marketing and sales teams. Marketing teams commonly use different applications to access the information needed to do their jobs for lead management, trade show materials, advertisements, website content approvals and more.

All of these tasks can be centralised on a single platform to enable full visibility and rapid outcomes, while making marketing sales operations move faster and easier.

It doesn’t matter whether you are a small business or a big one, if your employees are happy with their jobs, their productivity will increase, and that’s exactly what you need to help your business grow.

Automated workflows diminish busywork, leaving the employee to tackle work that is most important to the job.

When it comes to achieving digital workplace goals, for the best results, sometimes the hardest thing is not choosing the right workflow automation solution, it is getting the solution to do what your business uniquely needs.

A process workflow automation solution like Kianda can adjust to your needs, giving you control over your IT solutions.

It can bring productivity to a workplace while eliminating repetitive, and paper-based tasks. With Kianda’s NO-CODE workflow development approach, anyone in your organisation can easily develop IT solutions without technical expertise.

If you would like to learn more about Kianda, request your demo today.

Kianda BPM sponsors European SharePoint Conference #ESPC18

European SharePoint Conference
European SharePoint Conference

Kianda BPM is delighted to announce that we are once again Silver Sponsors for the upcoming The European SharePoint, Office 365 & Azure Conference #ESPC18 takes place at The Bella Center, Copenhagen from 26-29 November 2018.

We are proud to be partnering with such a prestigious event that gathers SharePoint, Office 365 & Azure experts from around the world in one European location for the largest conference of its kind.

Check out here our sponsorship page

How I moved my invoicing from spreadsheets to a few clicks solution in just a half day

Easy invoicing solution
Easy invoicing

Start-ups and small to medium size companies will love what I am about to tell.

Is month-end invoicing a huge source of stress for you? Rather than spending time on triple checking the calculations, daily rates, customer addresses and so on, you could be doing something more valuable like spending more time with your family or cleaning your car which has become unbearable lately.

If you are lost in spreadsheets every month, struggling to remember accounts of last month, you are not the only one. Inconsistency on your invoice numbers and descriptions due to the lack of visibility and automation is very common. Errors like these are inevitable as a result of being human and of course trying to prioritise a million things at the same time.

Maybe you are planning to look for accounting solutions but you are just getting started and can’t afford an accountant or you have started long ago but prefer to keep accounting internally or maybe like me, you are outsourcing your accounting but prefer to prepare customer invoices yourself. After all, it is crucial for any business to have visibility of their cash flow.

I have just the solution for you.

This is how I automated my month-end invoicing in just a half day using Kianda BPM (process management and automation platform) from invoice generation to automated customer follow-ups.

1- Design a simple form to capture invoice details and generate a PDF

Starting with Kianda is easy, designing a new form could take only a few minutes, one or two steps you are good to go.

In Kianda NO-CODE designer, anyone can develop workflow solutions. You simply drag and drop fields from a predefined menu to your new form. Fields like ‘Invoice Date’, ‘Invoice Due Date’, ‘Customer PO’, ‘Reference number’, ‘List of customers’ and more. Once you select a customer, all the details of the customer such as address details, email and daily rate get all pre-populated into fields without you worrying if they are correct or not.

The good thing is that you don’t need to have a data source for this, you can manage all of this within Kianda.

 

You can also design your invoice template with your logo, address, and invoice details directly within Microsoft Word, then use it as your base template to generate your invoice.

2- Send automated emails to your customers as elegant as you wish

Wouldn’t it be more professional, if you send your invoices from an automated email to your customers? You can put together an email template in Kianda and re-use as many times as you wish, letting you save tons of time on writing the same emails every month.

With a click of a button, you can send your invoices attached to these email templates to your customers.

3- Dashboards for review and follow-up

Kianda comes with easy-to-customise dashboards, where you can see a list of invoices and documents attached to each of them. You can view monthly cashflows, year-end totals, filter these by a customer or by unpaid invoices and more. Kianda can remind you when an invoice is due so that you don’t get your follow-ups delayed. It can even do automated follow-ups for the unpaid invoices on your behalf.

This will give you a full control of your accounts with maximum flexibility and without spending much of your resources.

 

4- Now you are operating like a million-dollar business

Organising financials even at the early stages will always be an advantage when things start moving faster than you expect and you regret not taking this as serious as you should have.

Depending on your business, you will decide what’s the best system for you. If spreadsheets method works for you, then go for it. If you want to use technology to keep track of your financial activity then start with an automation solution like Kianda, in a very short time, you will be set up.

Even though you are a small company there is nothing to stop you from operating like a million-dollar business.

workflow automation success
Workflow automation success

You will be able to automate not only invoicing but many other simple or complex tasks you might be doing manually such as Time-keeping, PO request, Expense claims, and Customer support queries. With minimum time investment, you can easily organize your financials.

Contact me today, I would be more than happy to talk to you and give you a quick demo of what you can do with Kianda BPM.

4 good reasons to automate your travel and expense management

mobile expense management system
mobile expense management system

If you are one of the organisations who is 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.

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

5 common HR scenarios where Business Process Management solution can be a great benefit

HR process automation
Human resources management

Recruiting, leave requests, appraisals, approvals and employee feedback are some of the workflows typical human resources (HR) department deals with. All of these HR workflows involve multiple department approvals, system entries, communication channels and documents making it lengthy and expensive in terms of resources and effort.

In addition to this, it is very common that employees don’t follow established operating procedures and complete required tasks as opposed to how they are supposed to complete them, leaving the organisation with unstructured and ad-hoc task management.

Automating these processes can increase productivity, cut costs significantly and eliminate bottlenecks by making these scenarios easy to manage. Continue reading “5 common HR scenarios where Business Process Management solution can be a great benefit”