5 key challenges of manual approval workflows and how to overcome them

Challenges of manual approval workflow and how to overcome them

There is no better feeling than being able to complete an approval workflow rapidly and smoothly. But, as much as you strive to achieve this successfully, somewhere along the process there is always disruption. Moreover, something that interferes with your individual schedule of work.

As a result, planning your day becomes a task in itself. Simply because it is a manual approval workflow. These issues have a tendency of causing delays and unnecessary stress for you. As well, the delays create bottlenecks in the business’ overall operations. 

Wouldn’t it be great to perfect approval workflows in a timely manner. And, without anything interrupting the flow of the process?

Wouldn’t it be great to have a weight lifted off your shoulders if approval workflows were easier to manage?

Ideally, yes and certainly possible. Using workflow software, organisations are digitalising their approval workflow and thriving. 

In particular, what used to be an unavoidable challenge is no longer an issue. In other words, you don’t need to bear with the unwanted stress. Optimizing approval workflows with process automation tools can make your workday a lot easier and less stressful.

Transforming a manual approval workflow into a digital process with workflow software not only saves time and costs. But, increases productivity as well as making a positive impact to the environment. Paperless approvals allow organisations to engage in sustainable initiatives. 

Spreadsheets, emails and paper-documents devour company resources

paperless-business-processesWhile paper in the office is still a go-to method for work, more organisations are aiming towards a paperless office. Additionally, businesses are switching from using emails and spreadsheets to more efficient digital tools. That is, when it comes to optimising their approval processes.

With workflow software, you can manage the approval process from start to finish without signing paper forms. Or, using spreadsheets or emails.

The utility of paper, spreadsheets and emails is specifically down to convenience of use. Simply because, many are so embedded in their natural ways of carrying out work. However, those who have decided to adopt digital transformation have realized how inconvenient traditional methods actually were. In other words, manual approval processes drain your businesses resources and you will see that once you upgrade with the help of an approval workflow software.

The COVID-19 Pandemic has forced many organisations to begin digitalisation in the workplace. For instance, digital transformation was key to implement a successful remote working strategy. That is, to operate throughout the epidemic. Without the help of digital tools, working from home can be a complex situation for all.

According to market research firm IDC, organisations who have already begun digital transformation are far more resilient and agile.

They have already adapted to a digital workplace. So, going forward they just need to alter business models. 

Managing your approval workflow with paper requires substantial amounts time and effort. Specifically, resources dedicated to move paper documents around the business. As well, it can involve printing spreadsheets and manually inputting data into those spreadsheets. After that, requests and approvals need to be sent via email for the next approver and so on. Again, requiring much of employee time and effort, easily causing delays in critical business approval processes. 

The submission of a request, the approval of that request and the kick-start of a particular business process can and should run smoothly.

However, many issues can arise throughout the approval process when using spreadsheets, emails and paper. 


5 key challenges of a manual approval workflow 

1.  Manual approval workflows soak up employee time

Outdated systems and tools used to carry out the approval process overly consume employee time and productivity. For instance, using a paper form for requests might require manual input into a spreadsheet. Or, it may need to be physically delivered to a different department. 

Whatever the case may be, there will always be secondary manual re-work involved. Certainly, needing more time than necessary. That is, from carrying out approval workflows manually.

On the other hand, workflow software can help you retain much of that previously wasted time. Simply by digitalising the approval process. Conserving employee time allows for better allocation of time and increases in productivity. Work can be completed at a faster pace, scaling operations better than ever before. 

2. Slow approval workflows cause delays and bottlenecks

It is no surprise that there are delays and bottlenecks. That is, due to the significant amount of time consumed when undergoing document approval. More clearly, it is not only approvals that are held up. But decision making and the overall business process in question are too. 

Bottlenecks in business processes are a recipe for disaster in terms of operational efficiency levels. For instance, delays lead to inaccurate decision making due to the pressure of getting it done fast. Therefore, it is extremely important to manage approval workflows with an easy to use, robust system.

With an approval workflow software like Kianda, automatic reminders are sent so that you never miss a deadline. Not only does this allow you to keep on track of approvals. As well, streamlining approvals with process digitalisation prevents a back log in requests. Also, approval processes can be completed in a way that aligns with relevant internal factors, in a timely manner.

3. Lack of visibility affects communication and productivity

Using spreadsheets, emails and paper does not provide a clear overview of any approval process. For example, you might find yourself digging through a long thread of emails, tracking how long ago you submitted a request. Or, how about sending follow up emails, where you feel like you are bugging your manager or colleague?

frustrated-employeeThese situations are not ideal. Without transparent insight into approval status, number of requests or approvals, it is impossible to create a productive schedule.

Also, good collaboration is harder to achieve when the idea of success is based on communicating through emails that can easily become hidden.

Approval workflow software platforms like Kianda offer a crystal-clear view of the approval process from start to finish. With customisable dashboards you can track and monitor your approval workflows based on real-time analytics. And, you can tailor your approval process flow and dashboard to your organisation’s unique needs.

Stop wasting your time chasing approvals. Let the system do it for you!

4. Compliance with company policies is difficult to achieve with manual approvals

Without deep insight into approvals, it is difficult to check if the process is being carried out in accordance with company policies. There is no straightforward way of seeing who is accountable for each approval, without having to search for it. And again, this could take up from your valuable time.

As a result, monitoring and tracking becomes difficult when undergoing an audit trail. 

With approval workflow software, you can easily and quickly capture information. An example of this is easily identifying who is accountable for a particular process. As well, approvers can provide a digital signature. This is a lot safer and more reliable than a wet signature on a paper document. 

5. Repetitive tasks from a manual approval workflow are demotivating and stressful 

Manual data entry is a repetitive, boring task that is prone to human-error. Mistakes are inevitable when using spreadsheets and paper-documents. Because of this, emails and other forms of communication bombard you with queries. For example, misinformation, errors or lack of clarity such as difficulty of understanding handwriting.

Physically taking charge of such inefficient processes like inputting data into spreadsheets is tiring. On another note, it is not particularly rewarding. Neither is trying to play catch-up in your inbox by spending half of your day responding to emails.

Automating approvals minimizes these stressful issues from arising, keeping employees engaged and motivated. Additionally, with a built-in query functionality, employees can collaborate all in the one platform. Meaning there is no need to waste a chunk of your day answering emails. All of the needed information regarding an approval will be at the tip of your finger. 


Hypothetical situation of manual document approval

manual-approval-workflowEmployee prints off a paper form to submit a request to start a new project. The request needs approval from 3 different stakeholders. The Project manager and department head need to approve the request based on certain factors. For example, having enough team members to cover the project. The Financial director needs to approve based on cost. For example, ensuring the project is within the budget threshold and aligns with company projections. 

Project manager is on the same floor, so can approve immediately. The request form is stamped and signed; one approval is completed. 

Next, the Department head and Financial Director are on the 6th floor. So, the employee sends the request to Department head first.

Department head approves 3 days later. Employee received the form and now sends it to the Financial Director. However, receives no response for a week. Then, the employee emails the Financial director to see if they received the request form. Unfortunately the document is nowhere to be found. And, that is the beginning of a delayed approval followed by hindrance in the kick-start of a project.

This is a scenario that can happen way too often, especially for large companies. It is time-consuming, laborious and stressful trying to keep on track of process and its current status. 

Why you need to adopt workflow software today

Outdated systems and tools prevent you from completing approvals fast and effectively.

On the other hand, you can digitalise your approval process with approval workflow software. The cumbersome workflow turns into a set of user-friendly online forms that manages multi-stage approvals. Digital signatures are captured and communication overall streamlined. With Kianda platform you can streamline your approval process rapidly and efficiently.

Kianda approval workflow dashboardOptimizing your approval process with process automation can help your organisation cut costs, save time and improve productivity. Also, eliminating repetitive, boring tasks will help employees to regain motivation that was once lost from using outdated methods. 

See what Kianda can do for you by requesting your live demo today!

Request your live demo

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Why you need to have a Ticketing Helpdesk for Remote Working Teams

enhancing remote working teams with ticketing helpdesk

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.

ticketing helpdesk supportA 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

man working from homeThe 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 ticket 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. 


Benefits of using a Ticketing Helpdesk App 

1. Better communication

ticketing helpdesk improves collaborationInformation 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

ticketing helpdesk helps prioritizeSimilarly, 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

solving problemsWithout a competent 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

saving time is saving moneyUsing 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 ticketing 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 software 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. 

Want to see what Kianda can do for you?

Request your live demo today!


Osvaldo SousaAbout 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.

 

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Digital Sustainability – Process Automation Creates A Green Office

Digital process automation can make your office greener

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

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

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

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

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

Paper is useful but also extremely wasteful. 

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

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

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

What is Digital Sustainability?

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

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

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

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

Why you should ditch paper and introduce digital and sustainable initiatives 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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


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

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

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

paper-based-documents

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

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

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

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

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

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

Digital processes are more efficient and they bring agility to organisations

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

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

Digital sustainability isn’t only beneficial to the environment.

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

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

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


Digital sustainability creates a green office environment and improves efficiency

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Go paperless today!


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

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

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

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

Want to see what Kianda can do for you?

Request your live demo today!


Ashley HennessyAuthor: Ashley Hennessy Marketing Executive at Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

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

 

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5 Core Business Processes You Should Automate to Increase Agility

Kianda Technologies wins the Fingal Enterprise Awards 2020

Fingal Enterprise Awards winners 2020

We are absolutely ecstatic to announce that Kianda has won Fingal Enterprise Awards 2020. CEO, Osvaldo Sousa and COO, Derya Sousa were awarded the winning plaque on March 5th at the ceremony, “Making it Happen”.

In February, Local Enterprise Office Fingal shortlisted 10 businesses to compete at the Fingal Enterprise Awards. All 10 companies went head to head for the final spot at National Enterprise Awards 2021. 

The competition was strong as there were very promising businesses among us. Therefore, winning, despite the level of competition was a great achievement for Kianda.

As winners of the Fingal Enterprise Awards, we received beautifully crafted award

Mayor of Fingal, Eoghan O’Brien, Chief Executive, AnnMarie Farrelly and Head of Enterprise, Oisin Geoghegan presented our award to us. 

Fingal Enterprise Awards winner

To the National Enterprise Awards 2020

As a result of winning, Kianda will represent Fingal at the National Enterprise Awards 2021. This will take place in the Mansion House in Dublin, January.

Across Ireland, 31 Local Enterprise Office’s nominated their final winner to compete at the National Enterprise Awards. 

In other words, Kianda Technologies will compete against 30 other businesses in the running for winning on a National basis. 


Kianda continues to grow and develop

The support and recognition Kianda has received is outstanding. Moreover, it allows the business to continuously grow and reach optimum potential.

After winning the Fingal Enterprise Awards, Derya states:

“It is amazing that our digital process automation business Kianda is being recognised as a business with significant potential to continue to grow and develop, globally…”

The Kianda is a cloud-based platform helping companies to eliminate paper and automate all existing manual processes in a single place – and critically it empowers non-IT staff to build powerful business applications quickly with no coding.

In other words, we take a modern approach to process automation so that it is flexible for all users.

For the reason that Kianda is a no-code platform, users without technical knowledge can easily use the platform. Hence, anybody can build business apps and workflows with Kianda.


We want to thank everybody who supported us throughout the awards and overall.

Good luck to all contenders in the National Enterprise Awards 2021. In addition, we wish the very best of luck in the future for those we competed against in the Fingal Enterprise Awards. 

Seems like crossing our fingers worked the last time.

So again, fingers crossed for Kianda to now win the National Enterprise Awards 2021. 


Want to see what Kianda can do for you?

Request your live demo today!

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5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

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

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

Let us emphasize.

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

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

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

But, why is business process automation a growing trend?

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

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


1. Onboarding process automation

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

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

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

2. Holiday request form 

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

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

holiday-request-form
holiday-request-form

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

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

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

3. Incident reporting

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

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

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

4. IT help desk 

IT helpdesk
IT helpdesk

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

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

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

5. Procurement process 

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

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

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

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


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

Yes, a lot! 

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

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

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

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

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


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

Request your live demo today!

Author: Osvaldo Sousa

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

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Engineered Simplicity – Digital Process Automation Made Simple

Digital process automation - Kianda
Digital process automation – Kianda

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

A modern approach to process automation

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

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

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

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

No-code

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

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

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

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

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

Read more here


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Digital Construction Process Automation

Kianda at Ireland eGovernment Awards

Osvaldo Sousa - eGovernment Awards
Osvaldo Sousa – Ireland eGovernment Awards

Kianda at Ireland eGovernment Awards and Summit 2019

Our CEO Osvaldo Sousa presenting Kianda at the Ireland eGovernment Awards. Certainly, it was a pleasure to introduce the Kianda platform to an audience of government leaders in digital services. This took place on 11 September 2019 in City Hall, Dublin.

It was fantastic to have the opportunity for us to present Kianda to such a prestigious audience. And talk about how we help organisations to accelerate and simplify their digital journeys with our innovative process automation platform Kianda.” says Osvaldo.

Benefits for public sectors

During, Osvaldo demonstrated use of the Kianda platform, at the Ireland eGovernment Awards giving clear examples of purpose.

Process automation software is a growing platform that can benefit many industries. For instance, the public sector is one that frequently carries out processes that can be easily simplified.

To clarify the simplicity, paper can be eliminated, costs can be reduced and time can be saved. 

As a result, less paper means less waste and more organization. Secondly, reducing costs converts into more finances for other business aspects. Finally, more time results in dedicated effort to neglected tasks.

Often use case of our platform with public sector is online application forms or public queries. These require some sort of background process to get resolved after they are submitted.”

Sometimes, there are issues though. For example, the documents can get lost or forgotten, when travelling from A to B. Consequently, slowing down processes.

Osvaldo states to the audience at the Ireland eGoverment Awards and Summit:

“What Kianda does is that, it transforms these interactions to an entirely digital and traceable process from the beginning until the end. Not just the first online form. This brings huge savings and eliminates inefficiencies for organisations.

The Ireland eGovernment Awards and Summit, recognise the innovators and forward thinkers. Those, who are pioneering changes and helping deliver better online services on the island of Ireland today.


Kianda is a process automation platform that allows companies like yours to automate and streamline business processes. Easily build online forms and workflows.

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

Request a live demo

Managing Quality Control Through an Effective Corrective Action Plan

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

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

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

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

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

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

What is an action plan for corrective procedures?

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

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

Quality management system
Quality control procedure

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

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


What should be included when thinking about corrective action planning?

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

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

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

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


How Corrective Action and Preventive Action (CAPA) can help

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

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

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

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

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

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

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

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


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

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

Continuous Improvement in CAPA Quality

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

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

Make the improvements last

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

Reduce risks and admin tasks

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

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

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

Collaborate effectively with all your office and on-site teams 

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

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

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

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

Reliable reporting and tracking

Corrective action plan process
Corrective action plan process

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

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

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

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

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

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


Further Reasons to Invest In A Digital Quality System

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

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

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

Quality audit process
Quality audit process

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

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


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

Want to see what Kianda can do for you?

Request a live demo

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

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Digital construction and online forms

Digital incident reporting in the construction industry

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

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

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

Safety and the construction industry

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

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

Implementing digital QHSE workflows

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

Incident reporting guidelines and procedure

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

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

Digital construction incident reporting tools

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

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

Legislation and incident reporting

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

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

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

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

Why is your safety incident reporting procedure important?

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

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

incident reporting system
Incident reporting system

Identifying Trends

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

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

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

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

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

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

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

Inefficiencies and inaccuracy in safety reporting can be fatal.

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

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

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

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

Penalties

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

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

incident reporting software
Incident reporting software

Why use digital workflows to manage incident reporting?

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

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

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

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

Management information and monitoring

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

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

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

Implementing digital construction incident reporting

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

online forms for construction processes
Digital construction processes

Good practices

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

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

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

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

Request your live demo today!

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

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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/

Why you should embrace Digital employee onboarding and induction in construction

Digital Construction Onboarding Induction

Employee onboarding software is on the rise to correct the inefficiencies with manual employee onboarding and induction processes.

Employers spend a lot of resources on recruiting the right talent but not enough on employee onboarding and induction. Over 20% of staffing turnover that companies suffer occurs in the first 45 days. Imagine the cost of recruiting, training and breaking in a new worker only to have to hire another one two months later.

It means that when you don’t invest in an employee retention strategy your company can incur significant monetary losses by year-end.

HR employee onboarding process should be integrated into the recruitment plan

Employee onboarding and induction processes are designed to minimise this risk. Simply by improving the competency, productivity and satisfaction of workers. This process is an opportunity to sell your organisation to an employee. It is why HR employee onboarding process should be integrated into the recruitment plan.

The construction sector is no different than any other sector. Companies in construction deal with people from professional employees to workers in the skilled labour trades. Onboarding of employees serves as a starting point to introduce a culture of the organisation. Trying to keep key employees has always been vital to the long-term success, for any industry/sector. But, especially for construction sector. Not only in terms of onboarding employees. But, a properly managed and monitored induction is vital.

Employees without proper health and safety inductions tend to have a higher tendency for negligence to regulations.

Moreover, these workers are also prone to injuries and fatalities. Simply, because of misinformation to properly deal with hazards in the workplace. Onboarding and induction processes ensure workers are fully informed about the organization and are aware of their responsibilities.


Technology and Employee Onboarding

Over the years, technology changed how construction companies conduct their employee onboarding. For example, the availability of the internet has changed how people communicate. Also, people have easy access to information.

Relationships are easy to manage now, and that is part of a great induction process. Digital construction onboarding relies on software and other tools to assist in the different elements. Employee onboarding software like the one Kianda offers simplifies the entire process from start to finish.

The digitalisation of the employee onboarding process comes with certain benefits like cost-efficiency, reliability and speed.

Companies in the construction sector that lag on their employee induction process should understand the various benefits that it offers. That way, they can capitalise.

Concrete Foundations

Construction BPM Software

Initial experience that an employee has about your company is vital. It shapes how workers perceive their stay in the organisation.

How you handle employees during the induction process will determine if they stick with you or not.

A construction or engineering company can use employee onboarding software to accelerate the set up of the company’s foundation. In which, employees will develop their careers.

A rewarding onboarding and employee induction process should strive to mentor, educate and support individuals. Moreover, employees should see that their employer is interested in them as individuals. And, not only as resources to help achieve the bottom line.

Workers should have the fundamental basics of the duties that they are supposed to carry out. Additionally, they must know the company culture to make it easy to them to acclimate.

All these elements contribute to a strong foundation that will give an employer confidence.

Enhance Safety

The construction sector has many health and safety requirements that employees have to meet. For instance, in the case when bringing in new people for a project. A supervisor or project leader must ensure that each member is up to date on the latest safety standards.

The building industry has some of the biggest numbers of workplace injuries. Some of the accidents can be fatal.  Failure to observe safety standards can cost a company millions in injuries and lawsuits.

A good way to prevent that is to provide proper training and information for every work. Employee induction is one of the HR processes that offer this. Hence the importance of a well structured and functional system.

Implementing a digital onboarding and induction application in your business will assist workers in learning critical aspects. For example, project processes, equipment handling and safety protocols.

In short, employee onboarding software makes it easy for a company to track what employees are learning. And, it prevents some things from falling through the cracks.

Reduce Costs

The expenses that come with the onboarding process is one reason a number of building companies don’t bother investing in it. Establishing training programs for different new hires and offering them the right resources can be expensive. Especially for small enterprises. However, business process automation comes with enticing cost savings that make the investment worth it.

Unlike physical onboarding, you don’t have to rent training space, hire trainers or travel to remote locations to get required information. Recruits can get when what they need from anywhere they are.

Another way you reduce costs is by improving employee retention rate. A well thought-out employee onboarding process will help keep your workers loyal. Meaning, you don’t lose money on recruiting new hires every few months.

Save Time and Boost Production

Business process automation ultimately reduces paperwork for your staff. Admin tasks that several different departments are required to take action before a new hire can start can all be digitalised.

This aims to transform paper forms and questionnaires to digital forms with automated notifications. As a result, digitalisation will enable better management for the entire process. That is, from pre-employment and onboarding to induction stages.

Construction Workflow Software.png

Onboarding alone requires employees to fill different forms that can take time when doing it the old-fashioned way. Using paper forms is outdated and drains resources.

On the other hand, digitally managing this process significantly saves time. Simply, employee onboarding software makes these forms available to employees at anytime, anywhere.

An employee onboarding software like Kianda platform allows you to completely eliminate use of paper. By doing so, your business not only engages in sustainable initiatives, but saves critical time too. Additionally, a digital employee onboarding process is faster which enables managers to carefully hire new employees. That is, rather than rushing the process with improper decision making.

Besides the paperless forms, staff don’t have to travel for the induction procedure, and that saves time. Not to mention, reducing the need to travel for this process lowers expenses, allowing you to save costs.

The less time that workers spend on the onboarding process, the more time they have to dedicate to other duties. Subsequently, time savings lead to enhanced productivity. Particularly for a workforce that knows how to capitalise on every available opportunity.

Companies with poor retention rate lose a lot of time. Calculate the time it takes to recruit the right candidates for certain positions then train them. Imagine losing even a single employee after investing that time. The HR employee onboarding process, when done right, saves you this time wastage.

Reaching Workers Anywhere

Digital Construction Process

Technological advances have allowed building companies to have projects across different regions. With digital onboarding, an enterprise can easily get to employees who are far away.

Just because you have remote workers a thousand miles away doesn’t mean that they have to travel to the headquarters for induction or you have to incur extras costs to train them from where they are.

Onboarding software allows regional and global enterprises to give their employees the training and support that they require. You only need the necessary devices for remote workers and employees in different parts of the globe to access the same material.

Digital process automation ensures that you can give your company flexibility without letting some elements suffer. All workers will have access to the same quality of training.

Customisation of Induction Procedures

Software for construction processes

Enterprises have an easy time customising onboarding programs when using specialised software.

Workers at a building company have wildly varying roles, meaning that the induction processes are not always the same. Workplace-specific induction is a mandatory requirement in the building sector.

A company can go further and offer task-specific onboarding.

For instance, employees at a site who have to work at heights might receive training on the use of fall arrest equipment. The engineering department can have different onboarding from the contractors.

The advantage of this is that project leaders, managers and supervisors don’t have to spend time onboarding staff members for roles that don’t apply to them.


Digital Employee Onboarding promotes Continuous Learning

Employees should be able to keep up with the dynamic times in which they work. Various elements in the building sector change with time.

One day a worker is using this machine, and next month a different type comes around.

Employee onboarding software makes it possible for an organisation to provide continuous learning to its people. Onboarding is not a clear cut process and, therefore, some aspects will evolve with time.

With technology, you can ensure that your company doesn’t miss any steps as it grows. You can reduce the risk of your employees getting left behind as other building businesses leverage evolving technologies.

Besides making your company safe, you get to build its reputation. A company that is always updated in its business operations is attractive to employees and clients.

Onboarding is one of the HR processes that can shape or break your company. The induction procedure lets an enterprise show its support to employees through training, mentorship and education.

Digital onboarding allows you to do this excellently.


If you would like to find out about how we help companies in construction sector to enhance their employee onboarding and induction procedures please get in touch with us: discover@kianda.com

Request your live demoAUTHOR: Derya Sousa COO of Kianda Technologies 
Helping companies to build custom business applications rapidly with no-code digital process automation platform Kianda.

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform.

Want to see what Kianda can do for you?

Request a live demo


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Digital Construction Process Automation

Digital Construction
Digital Construction Process Automation

CIF Digital Construction Summit 2019

We look forward to sponsoring in CIF Ireland, Digital Construction Summit 2019 in Dublin, 13th June. Come and talk to us to discover how Kianda can help you. Accelerate your digital construction journey with process automation.

DIGITAL… THE END OF CONSTRUCTION AS WE KNOW IT?

CIF Digicon 2019 will bring together developers, planners, architects, engineers, contractors,  and other key stakeholders. That is, in the construction industry. To sum up, it will explore best strategies and solutions to embrace digital transformation. With focus on the road to Construction 4.0.

Digital Process Automation can help you manage construction processes efficiently

Kianda is a digital process automation platform helping companies to undergo digital transformation. Through digital forms and workflows, companies can easily automate and manage their business processes.

Want to see what Kianda can do for you?

Request a live demo

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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

Digital process automation is becoming a necessity in many organisations, rather than just a ‘nice to have’. However, 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 digital transformation 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 transformation 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 begin your digital transformation journey.

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 transformation 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.

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

Request your live demo

 

How Construction Industry Can Benefit From Digital Process Automation

Engineering and Construction industry can benefit with digital transformation

Many organizations such as engineering and construction companies are changing at a rapid pace due to technology. They are experiencing significant digital transformations in several areas. Engineering and construction can benefit by adopting new technologies to carry out business processes.

Digitalising business processes is one of the areas that is supporting companies in improving processes and decreasing costs.

Technology driven innovation for construction has been delivering real benefits to the industry in the recent years.

Certainly, companies who adopt the latest technologies, software innovations, equipment and process automation will most likely succeed.

Digital Process Automation solutions are technologies that help companies run operations, smoothly. For instance, they minimize manual, time-consuming tasks with streamlined processes. As a result, reducing operating costs.

Simply, they handle certain tasks by building online forms and automating workflows. Some examples include capturing data, task assignments and scheduling notifications.

What’s in it for you?

For example, rather than chasing manual project approvals, you can spend more time on valuable commercial relationships. In other words, you can focus more on revenue generating activities.

Inefficient communications should not delay time-sensitive key commercial decisions

manual process

Today many organisations still use excel and email communications to manage processes such as Bid Proposals and Contract Management. They store data in spreadsheets, print and approve manually and communicate via email.

This is mainly due to the lack of technical staff or amount of required time to digitalise such processes. This laborious process can cost companies a lot of time and money when they grow beyond a small sized company.

Especially when companies are dealing with business-critical bid proposals or contracts. Time-sensitive commercial decisions should not be delayed due to manual processes and inefficient communications channels.

Most importantly, losses that are caused by risk and error-prone manual processes should not be ignored.

Certainly, the level of transparency and efficiency that can be achieved via process automation software is compelling. In other words, it can eliminate inefficiencies and become the central point for task approvals and decision making.

New technologies can easily transform any manual processes from paper to digital.

Using new technologies to automate tasks has many long-term benefits from engineering and construction companies.  Simply because they can easily transform manual processes from paper to digital. As a result, companies generate less paper by managing processes online and overall, become more efficient.

Say good-bye to everyday chaos caused by paper piles and manual work in the office or on site.

How construction industry can benefit from digital process automation?

  • Key business decisions can be better made, without any delays.
  • Digital documents / online processes are easier to track and manage.
  • Admin tasks can be automated, meaning more work can be completed on time and budget.
  • Better project and data management.
  • Easier collaboration between people involved in the workflow regardless of where they are.
  • Higher visibility of the progress and smooth analytical reporting.

Construction processes such as:

construction-process-automation

  • Approval to start a project
  • QHSE Management
  • Incident Reporting
  • Bid Proposals
  • Document Control
  • Action plans 
  • Administrative tasks
  • Employee onboarding and induction
    or simply sending automatic notifications on-the-go can all be digitalised and improved. In addition, allowing web and mobile access from any location is important for companies with workers across remote locations.

Clear understanding of company performance

Moreover, process automation solutions bring a very clear understanding of the performance of a company. For instance, detailed analytics and customisable dashboard reports, demonstrate performance. Based on departmental requirements, customising dashboards can help with productivity.

Easy project management for construction companies

To be clear, project information, communication between workers and live monitoring can be centralised in a single place.

Above all, this can be accessed online or offline from anywhere and any device. Workers in the construction industry can benefit a lot with this, considering many projects can be carried out in remote areas.

Finally, new technologies are here to help organisations to quickly spot bottlenecks, make decisions on time and operate efficiently.

Business process automation solutions can help bring quality and standardize processes. Ultimately help them with competitive advantage in business.

process-management-engineering

Read Case Study: How Mercury Engineering streamlined project approval process, enhancing compliance and agility with Kianda forms and workflows.

Irish Engineering company introduced Kianda to simplify and improve their project approval process called “Authority Matrix”…

Learn more about digital process automation solution that can help you achieve greater outcomes, eliminate in-efficiencies for construction and engineering.

Request your live demo today!

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

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.

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

Request a live demo

Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers. Moreover, PO software can help you accelerate your purchase order process.

Every business has a goal to cut costs and increase profitability. But, using the wrong tools and systems to carry out business process actually do the complete opposite. Put clearly, insufficient systems spike costs and shrink profits. 

Manual purchase order processes require a significant amount of time. If the necessary time is not dedicated, then you are prone to encounter risks and other issues that affect both the process and the business overall. 

Everyday organisation’s continue to switch to  more efficient methods to carry out their Purchase Order Process. Using out-dated methods like paper-documents and spreadsheets ultimately put a cap on businesses capabilities. On the other hand, using digital methods such as a PO software helps company’s reach their optimum potential levels.

Optimising your inefficient purchasing process using PO software will maintain greater purchase control over the entire process. Additionally, transforming your purchase order process into a digital system will consequently open several opportunities for you to introduce efficiency.

For instance, digitalising your purchasing process will help you mitigate risk. As well, it will reduce costs and enable you to improve decision making allowing you carry out the process, rapidly and efficiently.


Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets, it increases the risk of lack of visibility and error-prone results. As a result, compliance and efficiency will suffer.

Without a transparent overview of your purchasing process, it is difficult for managers to make clear decisions when planning purchases. As a result, it is quite easy to make mistakes and overspend.

Lack of structure in your PO process will inevitably incur additional expenses. Because of this, budget is automatically affected followed by company financial forecasts.

In order to align with strategic goals, it is essential to implement the correct system to carry out purchasing management. Gaining better control over purchase order processes will help your business avoid unexpected costs while succeeding in reaching end year goals.


Digital Purchase Order Benefits

Manual purchasing management is expensive, time-consuming and overall, difficult to efficiently maintain. Using PO software will not only save you time, but also help you structure the purchasing process. With the help of a process automation platform like Kianda, you can transform your cumbersome PO process into a time and cost-effective process.

Key benefits of using PO software:workflow software productivity

    1. Improved compliance 
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks 
    4. Better decision making
    5. Eliminate paper
    6. Better control over spending reduces costs
    7. Improved relationship between vendor and buyer

Multi-step Approvals Based on Limits

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 a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.

Automated Reminders Keep Approvals Flowing

automated reminder with PO softwareIn short, PO Approvers simply receive a notification and approve or deny based on the criteria provided.

With a digital PO process like the other approval processes Kianda offers, stakeholders can receive automatic, scheduled reminders. With this useful feature, purchase order requests don’t go unnoticed, allowing you to keep on track with all purchase order requests.

Scheduled reminders notify approvers of when they need to approve or reject automatically. Above all they can do this from anywhere using an intuitive interface.

In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received. When you approve a purchase request, the supplier can be notified automatically if you choose to.

As well, you can easily keep PO PDF and any related documents centrally available from a process.

PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more. Because files are stored centrally within the process it makes it easy to find them when needed.

Your supplier will be able to upload their invoice and any other documents linked with the PO process. Your team will then have available a single view of a supplier. As a result, you can view expenditure by account easily.

Once approval is complete your finance team receives notifications and reminders proceed with the payment.

Automated Purchase Order PDF Generation

This process focuses on the approval and PO PDF generation. Vendors and internal users are guaranteed to always receive a PO PDF that looks consistent and matches company branding.

With PO software, you can fully customise the look of the PO PDF at any time, allowing you to suit the need of vendors. 

A unique PO number is generated per request and is customisable. This can follow advanced rules for generating  PO numbers. The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.

For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.


Optimise your purchase order process with PO software

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

Request a live demo today!



Related Articles:

How a digital approval process can help you accelerate decision making

https://www.kianda.com/blog/5-key-challenges-of-manual-approval-processes-and-how-you-can-overcome-them/