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.

To discover how Kianda can help you, start your free trial today!

START YOUR FREE TRIAL


Related articles:

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

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

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 small, simple steps you can take to start your journey.

Organisations who realise 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. For instance, they take different approaches to accomplish their 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 ones to look for. So, I’m going to talk about digital process automation technologies. 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, Digital Process Automation is transforming a business process into its optimised digital version.

As an example, take a simple approval process.  Perhaps you use papers in folders that are kept on shelves to handle this. Or maybe, you do manual entries into excel spreadsheets when someone approves via email.

On the other hand, there is the digital version of this. To be more clear, a business application, which is made of online forms where users can interact and consult information from anywhere. The approval flow happens in one single place and is managed via end-to-end automation with reminder notifications and reporting dashboards.

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

One of the digital transformation initiatives that digital process automation covers is solving existing business challenges. In addition, integration 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, integrated automation can optimise and digitalise processes from start to end.

Digital process automation solutions generally provide software platforms under the concept of integrated automation.  Not only does it focus on Technology, but also People and Process.

Workflow management
Process management

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

All of these can cause bad reputation, data loss and long resolution times. As a result, this drags productivity down and companies miss out on valuable business opportunities.

Digital process automation helps companies to transition into a Digital Workplace. Consequently, teams can collaborate in a single place. It centralises the data for internal and external processes. As well as that, it frees employees’ time to do more valuable work by removing repetitive, boring tasks.

Some of you might be concerned about the investment you have already done for your IT systems until now. However, you don’t have to give up everything you have invested in to start improving things.

There are ways to make legacy technology easily adaptable to the coming changes. Most new technologies can integrate to your IT systems allowing you to syncronise 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 experiment new technologies to meet consumer demand and stay ahead of competition. With these trends, the following factors 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. For example, delivering 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 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 currently done and how you want it to improve.

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

According to a Forrester survey, cost reductions and improving productivity are two main reasons for process advancement.

Process development platforms require outsourcing of developers for those without technical knowledge. Therefore, it is important to note the numerous benefits a user-friendly platform has in comparison. For instance, process development platforms are more suitable for non-technical users. Therefore, making it accessible for everyone.

They can help you reduce costs significantly by delivering fast applications. Also engaging your team and 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 simply because they lack digital initiatives.

If you haven’t started your digital transformation journey yet or have started it but aren’t 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!

 

IT process optimisation with prebuilt workflow templates

IT process workflow management
IT process workflow management

Why should you start your IT process optimisation?

Today’s IT departments are crucial for efficient operations and more importantly, survival of the business. Hence why it is important to kick off your optimisation process.

For instance, countless issues are raised by users on a daily basis to IT. Dealing with these over and over again without any standard system, creates frustration and difficulties in tracking and communication for IT teams.

Fortunately, 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 mature as the company grows, people move departments and requirements change due to the market shifts. If you adopt a technical solution today, it should be able to evolve with you tomorrow.

Process optimisation has a huge impact on output.

In other words, IT departments who adopt workflow software, achieve efficiency, reduce workload and increase productivity. As a result, providing 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.

IT process optimisation is simple with Kianda platform. 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. Certainly, meeting your organisation’s needs for IT processes such as IT Helpdesk, Asset management, Change request management, Incident report 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 optimisation process.

In the meantime, check out Kianda Template Store when you sign up. There is a lot more we believe you can use, not just regarding your IT process optimisation. These workflow templates will be a starting point for you to build great workflow solutions meeting your organisation’s unique requirements.

Digital Transformation Journey will lead you to success

Embrace digital business transformation

Digital transformation journey is the accelerating transformation of business activities, workflows, processes and models. Moreover, to fully leverage the changes and opportunities of the latest digital technologies. It is digitizing organisation’s business processes and improving technological foundations. In addition, it involves seamlessly integrating with providers. As a result costs are reduced and customer experiences significantly improve. Continue reading “Digital Transformation Journey will lead you to success”