5 key challenges of manual approvals 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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How a digital approval process can help you accelerate decision making

Improve-approval-process-with-business-process-automation

According to McKinsey, 60% of employees could easily save 30% of their time by automating business processes such as paper approvals and processing documents. Business process automation helps improve decision making to carry out ripe approval processes. 

In one way or another, before beginning many business tasks, a formal approval process is undertaken. With that said, one business process alone can require multiple approvals. That is, depending on particular variables such as project size, departments involved and so on. Therefore, business processes can quickly be prolonged or delayed if approvals are not completed on time. 

Handling approval processes without an agile method or system can be chaotic and quite difficult to manage. On the bright side, there is a solution; workflow software.

So, we want to show you how a digital approval process can help you accelerate decision making. As a result, your organisation can maximize efficiency and become more agile.

What is an approval process?

An approval process is implemented in order to allow business processes to run more smoothly and efficiently. In particular, it helps to digitally transform approval stages of business processes through automation. 

Overall, business process automation standardises tasks in an organisation by efficiently routing request information and related documents to relevant personnel.

You can rest assured that work will be approved the same way each time through by automating approvals through business process automation. 

Traditional ways to complete an approval process involve stakeholders having to manually approve data and documents. Additionally, a lot of time is exhausted tracking down and transferring documents whether it be via email, shared spreadsheets or paperwork. Not to mention the additional phone calls or messages regarding queries and so on. 

Might we say, many organisations have already began moving away from paper-based methods to digital ones to carry out approvals and other business processes. With that said, some have still not begun their business process automation journey.

Yes, these methods do get approvals completed. However, are they sufficient? The answer is no.

Using many forms of communication and methods slow down the approval process and automatically cause delays and bottlenecks in overall process. As well as that, it can be confusing to say the least.

In other words, still actively using traditional tools to carry out approval processes could well be limiting your organisations levels of productivity and efficiency. 

With workflow software you can easily approve, digitally sign and collaborate, all in a single place.


Types of approval processes to automate with workflow software

Here are 4 examples of approval processes that you can automate:

1. Capital Expense Approvals

CapExAlso known as CapEx approvals, this process can be difficult for any organisation, especially when it involves multiple approval levels. And, it normally does. Capital expense approval processes require careful consideration and decision making. Simply because, investing in machinery, equipment and other assets is largely expensive.

And without transparent insight and inaccuracy, decision making for an approval process is inevitably affected. 

On the other hand, using workflow software for your CapEx approval process provides consistency, accuracy and improves visibility. As a result, managers and teams can confidently make better decisions when approving. 

2. Purchase Order Approval

purchase order PO Approval can be lengthy and time-consuming as it is, never mind how long the process is when handled manually. Using paper, emails and spreadsheets is without a doubt slowing your purchase order approvals down.

Needless to say, they can incur quite a lot of expenses also. But, we don’t need to tell you that, right?

Workflow software can mitigate these issues by allowing you to streamline your purchase order process. Business process automation provides a faster approach to purchasing, facilitating a reduction in time and money spent on the job. As well, automation reduces the probability of human error in a PO approval process. 

3. Budget Approval

Budget approval processBudget approvals are essentially put in place to ensure that financial projections and priorities are in line. In order to plan strategically, businesses need to firstly, set out realistic budgeting guidelines and abide by them. And secondly, to observe these budgets with an eagle’s eye to decide whether to approve or reject. 

Without a consistent and skillful system to manage budgeting, it is a complex process that presents a lack of visibility into the financial state of an organisation. As a result, the business can fail to see an authentic view of the future due to an unrealistic projection.  

Automating your budgeting approval process will allow financial teams to guarantee that expenses align with the company’s financial forecasts. By accurately managing expenses, organisations can ultimately reduce operational costs. 

4. Project Approval

Project approval Undergoing a new project entails a variation of different project documents and deliverables. Hence, a close eye is necessary for review and approvals of certain documents to ensure efficient management of the overall project. 

Handling project approval processes through emails provides an opportunity for emails to become lost or convoluted in threads. As a result, approvals can pile up and the overall task can be delayed and if multiple projects are awaiting approvals, a back-log of projects will occur. 

The ability to transform tasks with business process automation presents better tracking, monitoring and approving at a faster pace. In doing so, projects can kick-start without any delays or issues in the process.

There are many approval processes that can be optimised through business process automation. For more insight read articles on our procurement process, leave/holiday requests or travel requests 


Benefits of an automated approval process

Your organisation can retrieve substantial advantages from a single approval process automated. 

1. Rapid approvals save time

Business process automation entirely speeds up the approval workflow from initiation to completion. As a result of rapid approvals, business processes accelerate, allowing your organisation to complete tasks in a timely manner. By reducing the amount of depleted time and other resources dedicated to business process management, companies instantaneously cut costs. 

2. Increase productivity

Emphasizing on the capabilities of faster approvals, business processes are accomplished quickly and efficiently. In other words, business process automation allows companies to become more agile as it scales productivity. On that note, thriving productivity helps you keep in line with competitors and not fall behind. 

3. Improve transparency and collaboration

Having a better overview of approvals is better for everybody right?

With an intuitive workflow software, customisable dashboards provide insight into status of approvals as well as outstanding ones. Also, tracking allows you to see who is responsible for each approval and improves decision making. The ability to collaborate in a single place reduces errors and miscommunication across relevant departments involved in the process. 

4. Reinforce accountability 

Approval workflow software clearly demonstrates who is assigned to which tasks or approval. Subsequently, all involved know exactly who is responsible, allowing for superior communication and accountability

5. Enforce compliance with company policies

Automating your approval process enables better record keeping and tighter security control across the organisation. Also, controls ensure the correct measures and validations are in place. Because of this, you can easily review and check whether approvals comply with company policies in audits. 


Why you should automate your approval process

Business process automation derives many advantages for both the company and persons undertaking the task in itself. Besides reducing costs, improving productivity and decision making, and generating competitive edge, professionals can reduce overloading work through automation. That is, from the C-suite level right to the front line.

For instance, CEO’s spend a significant 20% of their time analysing, reviewing and approving work that could be easily automated. And that is one person. Many other employees throughout an organisation could also have a lot more free time on their hands to spend on other tasks. 

Digital transformation continuously grows and evolves everyday. We at Kianda suggest starting slowly but surely to convert your business into a digital workplace.

Many organisations have already digitized and automated many business processes, while others are only beginning their journey. Some particularly undergo business process automation to improve a particular business process. While, others focus more on the end-user experience of a business process and how to make their everyday work life a tad bit easier. Additionally, improving quality of work in your organisation will reflect the quality externally, by satisfying your customers. 

Regardless of the objective in question, business process automation has ultimately provided competitive advantage for many.


How does Kianda approval process work?

Approval-process-Kianda-business-process-automation-platformKianda workflow software provides a user-friendly approval software. 

As a requester you simply input relevant details about the approval process in question via Kianda form. For instance, description of the request, related department, purpose and estimated cost. Providing information relative to cost and department allows for better allocation of expenses accordingly to the overall budget of the business. 

You can also upload documents that go hand-in-hand with the approval. That way, all necessary information is included in the request, avoiding miscommunication. 

Kianda provides an intuitive process designer interface for admin users to easily tailor approval process without the need of coding. Based on your organisation’s unique needs, you can customize your approval process to suit specific requirements.

Admin users can assign particular users’ access to approvals, enabling better transparency, security and accountability. In addition, you can easily add extra approval levels based on a business logic such as the project size or required number of approvals

Managers and relevant personnel can track, monitor and manage approvals with a built-in, customisable dashboard based on real-time analytics. As well, you will receive notifications to ensure that approvals are completed on time. 

Read case study: Mercury Engineering transforms project approval process using Kianda.


Transform your inefficient approval process with workflow software

Streamlining approvals will prevent delays and bottlenecks in business processes. Improving the quality and flow of approvals makes decision making easier for stakeholders. As a result of better management of the approval process, productivity and profitability drive up.

Let us show you with a free live demo, how Kianda can help you.

Request your live demo today!


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

5 Core Business Processes You Should Automate to Increase Agility

Kianda workflow software helps companies tackle COVID-19 impacts

Kianda Technologies FoundersMany companies are searching for rapid ways to tackle COVID-19 impacts to the business. 

Local Enterprise Office Ireland highlights how Kianda workflow software is helping companies across the globe throughout COVID-19.

Using Kianda, companies have implemented rapid and effective digital business applications. That is, in response to COVID-19.

May it be for a new process that was developed specifically during the Pandemic. Or, a process that has been altered accordingly. Due to rapid business changes caused by the virus. 

Our COO Derya Sousa was interviewed by the  Local Enterprise Offices and shared how we’ve adapted our business to the needs of ever-changing world. Also, how we can help to curb the spread of COVID-19.

Kianda platform is being used globally to overcome COVID-19 business challenges 

“Now, more than ever, businesses will realise how important technology is for day-to-day operations. And post-crisis transition phase, when we go back to some sort of normality, risks for employees and customers will have to be minimised.” says Derya.

Many businesses have turned to automated workflows to adapt to new working conditions. From employee health assessment forms to remote teams collaboration workflows. Also, preparation for when normality returns.

Some are trying to cut costs and using workflow software to do so. 

“In the past month, Kianda has already seen an increased global interest in its platform. As more customers at home and abroad are prioritising digitalisation projects and implementing rapid solutions” adds Derya.

Investing in workflow software such as Kianda will allow companies to save costs, retain time and will bring agility. Additionally, it allows them to tackle COVID-19 impacts.

Many organisations are still adapting to the new world order. However, some are now preparing to bounce back once the world has recovered from the epidemic. 

Read the full article here and learn how Kianda platform is helping organisations overcome COVID-19 business challenges. And, how it will be beneficial to companies when it comes to managing post-crisis transition phase.

Kianda COVID19 Response
Kianda COVID-19 Response

 


5 Core Business Process Examples to 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 for managing business processes.

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 business 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 is a business process that involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, using workflow software to optimise a business process like onboarding 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 efficiently achieved. Most noteworthy, it can be achieved all in a single place with Kianda business process automation platform

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, on a different business process perhaps. 

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. Automating a business process like your holiday request form provides transparency to both employees and managers. 

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 is a critical business process that needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate, considering they are key to promoting health and safety. Using paper isn’t really a safe way to store valuable information and therefore, does not ensure maximum health and safety practises. Recording and storing data safely will improve the overall quality of the incident reporting business process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Automating this business process enabes easier tracking, allowing 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 for your IT business processes, 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 business process allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

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

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. With business process automation tools, 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, improving business processes 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 or business process 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. On the other hand, it can be spent elsewhere. Perhaps, for R&D, new employees or could be for expansion purposes. 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


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


Discover Digital Workplace revolution with Kianda.

10 times faster implementation with intuitive workflow software, driving digital transformation across the workplace and operations.

Want to see what Kianda can do for you?

Request a live demo

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How to manage site inspections efficiently, while easing the process and raising the standards

Digital Construction Process Automation

How to manage site inspections efficiently, while easing the process and raising the standards

Site inspection checklist
Site inspection checklist

Are you managing your site inspections with Excel sheets?

Then it is time you consider digital site inspection checklists to ease this process for you.

Many inspectors, auditors or site managers use traditional ways to run their inspections jobs. Hard to manage paper forms, emails and scanned documents with signatures can easily become a cumbersome work…

Modern technologies that are available today, have made it far more efficient to capture and track site inspections. From scheduling a visit, sending automated alerts to capturing information and pictures. As well, with online forms you can easily generate rich PDFs, on the go…

First of all, let’s have a look when site inspection checklists are used?

Construction, engineering and industrial companies are required to keep sites, staff and assets safe. And to make sure they are working according to regulations. For this purpose, an inspector visits a site and runs inspections to go through defined checklists. Simply, to assess risks and to report their observations.

Construction site inspection
Construction site inspection

These checklists are defined based on the type of an inspection. For example, is it an internal inspection or an external one for a client? Or, is it a scheduled or emergency one and so on…

What are the current challenges companies are facing today when it comes to managing their inspection jobs?

There are three main challenges companies are facing regularly:

1 – Managing site inspections with paper forms

Main challenge here is to manually complete large numbers of questions in paper checklists… Scanning these checklist paper forms or re-typing into a spreadsheet. Then, uploading and emailing them, back and forth.

If an inspector has to rely on paper forms and documents for their job, then this becomes a complicated process. One that can increase compliance risks.

An inspector needs to make sure that they have all the right tools and documents they need before their visit. Moreover, during their visit they need to make notes of all their observations.

Using paper forms means when they go back to the office. That is to scan documents, and even sometimes re-type all the info. And, all of this take up a lot of valuable time.

2- Document management and unreliable reporting

Pulling together an inspection report can be extremely time consuming. Conventional ways require an inspector to re-type the captured information in spreadsheets and reconcile them. Subsequently, this can take long time and much effort.

In addition, this data will need to be transformed manually into graphs and charts to achieve insights. And this is not ideal…

One of the key aspects of managing site inspections is making sure that there is accuracy on reporting.

It can be frustrating for everyone involved in the process if the reports are not reliable.

3- Not being able to handle pictures and signatures on the go

Traditionally, an inspector would take pictures on site. Then go back to office download these pictures and store in company systems.

It can be time consuming trying to attach the right pictures to the right logs within inspection reports.

Simplify site inspections by taking as many pictures you need on the go.

Similarly, when signatures are required from clients, subcontractors or owners, they are often taken on papers. Then, scanned back in the office. This whole process can be slow, error-prone and not easily accessible for searching.

To modernize your site inspection checklists, you should consider going mobile and paperless. That is, for higher control, compliance and simply for faster outcomes.

Here are 4 important tips on how you can transform site inspections and ease the process

1- Digitalise your inspection checklist and eliminate paper

Site inspection form
Site inspection form

After all, it is not efficient to rely on papers, emails, phone calls when the most important aspect of site inspections is to ensure that work is being done properly to the highest quality.

Digital site inspection checklists can be achieved with an online forms and workflow software like the one Kianda offers. 

This speeds up the entire procedure. Inspections can be scheduled on a regular basis and automatically assigned to inspectors.

 

Automated notifications and reminder alerts can easily be sent to inspectors to remind their schedules.

Inspectors can complete the checklist on a tablet or smartphone on site. As well, they can attach photographs, media evidence and annotate them when needed.

Then, final reports can be shared and made available in real-time to anyone who needs to see them.

2- Use data reporting to increase quality and compliance

Data gives us the ability to see and understand progress of things. It is crucial to provide clear overview of the job progress to project managers or other decision makers.

It is important that inspector flags issues on time to avoid any project delays.

Data can help you with your inspection strategy and make better decisions. That is, with the right digital solution, such as online forms.

By using real time reporting not only data can be shared easily. But, any delays, bottlenecks can be spotted and dealt with in a faster manner.

Moreover, working with a digital solution means the records of site inspection tasks and results are saved. Particularly for future reference and auditing purposes. And it can be very valuable when a hand over to another inspector is needed.

Ultimately, you will be able to manage tasks in real time. And review progress from your browser, tablet, or mobile device at any time.

You will store the key data, not just scanned documents. All the while, optimising the process and collaboration between the teams.

With online forms, reacting fast can be a major advantage for companies of any sizes. Simply, to save time and resources immediately.

3- Attach pictures and signatures on the go

Mobile online forms that allow you to take pictures, annotate and attach them to the form instantly is a must have. This eases the way pictures are attached to the reports. 

They can also capture digital signatures from client’s and inspector’s. As well as generating a PDF report instantly on the go.

4- Look for flexible inspection checklist solutions

You must consider solutions that allow you to customise checklists, flow, rules, alerts and more. That is when you are looking for digital solutions to manage site inspections. Nowadays only capturing data is not enough.

You can always start with a site inspection template. But, it is vital to have the ability to make changes… big or small depending on your own needs.

With a tailor-made approach, a comprehensive site inspection delivers a better user experience.

Also, reporting should be provided in a flexible way. Different managers might have different needs.

Flexible reporting dashboards that allow exporting data into a format you need are important. Specifically, to help you achieve business goals and save time.


At Kianda, we build modern process apps that are both flexible and user-friendly.

Why not try our Inspection Checklist Process App today?

Or let us show you witch a free customised demo what else 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.

 

Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department. But also, for the employee who submits the request. Moreover, many potential issues can arise in your leave management processes. That is, when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence why it is critical for businesses to implement and use a sufficient digital leave management system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave. But, receives no response. Managers are busy, some more than others. However, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some. Even the important ones. As a result, holiday request forms become lost or convoluted in email threads. This is a prime example of how leave requests can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. An example would be when an employee is out of work for a day or more. Employers need to ensure that there are enough staff to cover. So, in this case, specific information needs to be acknowledged. More clearly, required information might be dates or person/employee role. As well, number of annual leave days requested and even priorities.

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easier to rush decisions and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave are necessary and useful steps. Simply because they influence decision making. In other words, they assist managers in making correct decisions, based on whether to approve or reject employee holiday requests. When your holiday request form process is deployed using multiple tools, decision making becomes difficult. More clearly, it is impossible to have a clear overview of all leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper holiday request form.


Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods. And, or legacy leave management systems.

Many HR departments face challenges with manual processes. Even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise. Simply due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that assist them in meeting employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out leave and holiday request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. Resulting in completing operations at a much faster pace, ultimately scaling productivity.

Needless to say, optimising holiday request forms largely reduces administrative burden. So, along with improving quality in processes, work can be less stressful for many. Moreover, completing tasks with less challenges is much more motivating. And subsequently, a lot more rewarding.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo


4 reasons why you should adopt a digital holiday and leave management system 

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Moving to a digital solution eliminates inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be. Leave of any form will not affect business operations when using an efficient digital leave management system. Digitally managing and tracking leave makes the process easier for managers and employees.

Manual holiday request management can take a significant amount of time to organise. Therefore, it is important to deal with these requests proactively. Especially when it is holiday season or when sick leave requests increase significantly. For example, due to an outbreak such as COVID-19.

Holiday approval form

To calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers. Not mentioning distributing data or information to other relevant personnel.

On the other hand, if the information is in a digital system, it will only be a click away. To improve the efficiency, the first step is to move from paper to online forms.


A digital leave request form can do many things

With an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your organisation’s unique needs. In doing so, you gain a crystal clear overview of everyone’s requests.

As a result, you can take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

Optimising your holiday request form process quickly ensures a fair and transparent management to the staff. Consequently, improving employee satisfaction.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments. Subsequently, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well, scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

Remove the hassle of paper leave requests with the use of an automated workflow software. 


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

Request a live demo


Related articles:

5 Core Business Processes You Should Automate to Increase Agility

Travel Request Form

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

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

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

We will be sponsoring the European SharePoint, Office 365 & Azure Conference in November 2018. The Microsoft partner officially launched during the 2017 conference.

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

To read the full article click here Record Magazine

Kianda is a no-code business process automation and workflow software.  It makes it easy for companies to automate complex business processes connecting people and existing company systems.

Headquartered in Dublin, Ireland. Kianda is being used by many businesses across the globe to digitally transform their core business processes. Also, improving compliance, enabling faster decision making, and higher productivity.


Want to see what Kianda can do for you?

Request your live demo today!

How to optimise Per Diem Management for Aviation

Aviation per diem management
Aviation per diem management

What is Per Diem anyway?

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

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

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

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

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

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

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

How to optimise per diem management

Kianda Forms allow users to manage per diem, all in a single platform. In turn, this strengthens overall expense management in an organisation.

With an automated workflow, flight personnel or office staff can easily make per diem requests. And they can submit their requests, before or after they travel.

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

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

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

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

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

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

Looking for a better solution?

Talk to us today!

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

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

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

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

Request your demo


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

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


Related articles:

Per Diem Approval Workflow

4 Great Reasons to Streamline New Hire Onboarding Process for Aviation