Preparing For New Workflow Technology
Workflow technologies have revolutionized how teams collaborate, automate tasks, and streamline processes. From Smartsheet to Microsoft 365, Co-Pilot, ServiceNow, Zapier, Make, and Power Automate, these tools promise efficiency gains and improved productivity. However, navigating their implementation isn’t always smooth. In my own experience, I have collaborated with clients who want to bring in a technology tool, but do not have a holistic view of the workflow and the obstacles teams face. As an example, ServiceNow has the capability of automating workflows, but if you don’t know what your current workflow looks like or what it should be, then you will not be fully leveraging the tool.
Let’s explore just a few challenges that typically come up with adding new workflow technology.
1. Integration Complexity:
Teams often grapple with integrating these tools seamlessly into their existing tech stack. System integrations can be like assembling a complex puzzle, with APIs, data flows, and compatibility issues.
Solution: Prioritize compatibility and invest in a less complex platform first. For instance, Zapier simplifies workflow automation without the need for coding while also integrating with a wide array of commonly used apps.
2. Standardization:
Teams may follow different approaches, leading to confusion and inefficiencies. Workflows may not be fully understood across the organization leading to technology not resolving underlying issues.
Solution: Standardize workflows across the organization. Document workflows, create templates, and ensure everyone follows the same playbook.
3. Change Management and User Adoption:
Resistance to change is common. Employees may cling to old methods or feel overwhelmed by new tools.
Solution: Communicate the benefits clearly and what’s in it for them. Provide training, support, and incentives for adoption. Celebrate small wins to build momentum.
Below are other best practices and solutions for ensuring a smoother transition to implementing a new workflow technology.
1. Start Small and Iterate:
Begin with a pilot project. Assess the tool’s impact on a specific process. Gather feedback and iterate.
Example: A marketing team could use Co-Pilot to automate low-risk content approvals first then gradually expand it’s use across other parts of the workflow.
2. Data-Driven Decision-Making:
Leverage data to measure success. Monitor key performance indicators (KPIs) related to efficiency, error reduction, and time saved.
Example: Smartsheet’s reporting features can track project completion times and resource allocation.
3. Collaboration and Transparency:
Use shared dashboards, comments, and notifications to keep everyone informed. When it comes to change and implementing a new workflow technology, you need to communicate with your teams consistently.
Example: Microsoft 365’s Teams facilitates real-time collaboration, document sharing, and task assignment.
4. Customization and Scalability:
Tailor workflows to your team’s unique needs. As the organization grows, ensure scalability. Make sure that the new workflow and technology that supports it clearly illustrate an improvement to how teams work.
Example: Power Automate allows custom workflows to integrate with various apps, especially within the Microsoft ecosystem. Other tools like Zapier and Make allow for easier train up and less complexity while having a wide array of integrations with other apps as well.
Embracing workflow technologies requires a strategic approach. By addressing challenges head-on and implementing best practices, teams can unlock the full potential of these tools. While these are only a few of the challenges and best practices, thinking about even these few now can help place your team on the right path when integrating new workflow technology.
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