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

Remote working

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

Across the globe, more and more people and companies are taking an interest in remote working. This comes about for many reasons, one being the benefits of the digital workplace. Secondly, the global development and transmission of Covid-19 has forced employees to work from home.

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

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

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

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

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

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

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

Why is ‘working from home’ so popular?

Remote male workerThe rising emphasis in remote work comes about from both, internal and external factors. For instance, internally, people are aiming to achieve a better balance between work and personal life. On the other hand, external factors like the global spread of Covid-19 (Coronavirus) has forced people to work at home.

Certainly, it is important to have the option for remote working if in desperate need. Even if a company does not incorporate it permanently.

Most noteworthy, companies are viewing it as a crucial factor for their business continuity plan.

As the business process automation industry continues to grow, making digital business possible, so does ‘smart working’.

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

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


Remote working in the event of a crisis

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

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

CoronavirusPrepare for the worst, but hope for the best!

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

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

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

Remote working for better quality of life

remote-workers

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

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


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

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

Secondly, an employee must have all of the necessary digital and non-digital tools at home. That is, to be considered suitable for remote working.

There are numerous manual processes that businesses have automated. As it turns out, technological advancements have made it possible for remote working.

Human resource management involves quite a few lengthy processes. Similarly, financial teams also carry out time-consuming and repetitive tasks. Different departments must communicate and play their own role to complete the overall process.

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

Don’t need paper for remote working!

Busy office with paperSustainability comes in many forms.

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

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

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

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

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

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

Human resource management automation

1. Employee Onboarding

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

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

Digital onboarding process is less time-consuming and more efficient.

2. Leave Request Form

A digital leave request form allows better tracking and management of employee absences. Because of this, managers can prepare by taking actions so that absences don’t affect operations.

For instance, hiring temporary staff becomes easier to manage when needed e.g. sick leave, maternity leave, holiday season.

In short, employees simply provide the details of their request and submit it. After that, managers are notified to review and approve/reject the request. And finally, it is recorded in a system where employees can view the balance of remaining annual leave.

3. Employee Appraisal

For the reason that a performance appraisal requires huge effort and time, they get put on the long finger.

Employee performance appraisal software allows collaboration between relevant departments to review employees performance. This enables better visibility and tracking becomes easier.

Digital finance processes to simplify ‘working from home’

1. Purchase Order Approvals

Digital PO approval process will help to enforce better structure on the purchasing process. As a result, managers will gain more control of purchasing products and services from requesting a PO to supplier payment.

By automating purchase order process, finances are managed more efficient. For instance, a structure will help avoid unexpected expenditure in accordance with its disappointing results.

2. Invoicing and Accounts Receivable

Issuing and tracking invoices soak up a lot of employee’s time and it is very easy to make mistakes. With that being said, mistakes are not acceptable as receivables are what keeps a business afloat!

Streamlining this process with a workflow software will automatically reduce mistakes and will speed up the process.

3. Procurement Process

Using a digital procurement system contributes to your paperless office. Keeps your documents in one place.

Procurement documents define contractual relationships, and automation helps to prevent important losses. Keeping all your contracts in the digital sphere.

Eliminate the errors and increase the efficiency of procurement process by building a digital process.


And remember, the more time it takes to complete these processes, the more they will cost. Likewise, the less time it takes to carry out such procedures, the less it will cost.

So, eliminate paper and save time and money by automating business processes. Overall, business operations will be more efficient and remote working will be simplified and made possible from anywhere!


Considering remote working as an option?

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


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

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

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

Request a live demo


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5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to adopt business process automation.

Repetitive tasks without 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.

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 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 platform with workflow software.

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 workflow software 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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Travel Request Form


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

Digital process management

Is your procurement process slowing things down?

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

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

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

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


What Does Procurement Process Mean?

purchasing agreement

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

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

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

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

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

What are the steps in Procurement Process Flow?

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

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

Procurement Process flow includes eight purchasing steps:

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

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

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Example Procurement Process Flow
Example Procurement Process Flow

Why Automate Your Procurement Process?

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

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

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

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

Gain visibility and increase transparency

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

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

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

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

Communication is key

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

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

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

Procurement Software and Tail Spend

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

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

The procurement management system should monitor:

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

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

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

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

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

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

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

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

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

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

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

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

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


Kianda Procurement Dashboard
Kianda Procurement Dashboard

Are you looking to boost your procurement process?

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

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

Request your live demo

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

Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers.

Transforming this process into a digital will maintain greater purchase control over the entire process.

Transforming a purchase order process into a digital system will consequently open for you several opportunities to introduce efficiency.

Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets.

It consequently increases the risk of lack of visibility and error-prone results. 

And as a result compliance and efficiency will suffer.

Digital Purchase Order Benefits

A digital PO process will not only save you time, but also help you structure the purchasing process.

The key benefits are:

    1. Improved compliance
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks

Multi 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

PO Approvers  receive a notification and approve or deny based on the criteria provided.

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.

Keep PO PDF and any related documents centrally available from a process.

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 will be able to view expenditure by account easily.

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.

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 receive always a PO pdf that looks consistent and matches company branding.

You can fully customise the look of the PO PDF at any time.

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.

Don’t forget to explore the Kianda Process Apps  when you sign up and check out all other apps designed to help you get started.

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

Request a live demo today!