Switching over to an e-workflow is a process that should, ideally, result in cost savings and improvements to productivity and efficiency. But, like any other change to the way things are done, there are always obstacles to overcome. It is not a problem unique to any one organization attempting e-workflow, and it is not a reason to hold back from change. Here, we will outline common obstacles and ways your organization can overcome them to succeed.
For CIOs and CTOs, the benefits of e-workflow may already be clear. Obstacles, however, include resistance to change, managing integration, how much can be achieved at once, and understanding the value of the system. With this article, we will show you how to overcome these obstacles and bring everyone else on board using e-workflow best practices to benefit your organization.
Overcoming Resistance to Change
Resistance to change is a challenge any time a business or organization adopts new processes, techniques, or platforms. If things have ‘always been done’ a certain way, many people prefer to keep going that way even if it isn’t bringing the best results. Learning something new and changing the way things are done is not easy or fast, leading to apprehension and reluctance.
To get over this challenge, it is important to understand exactly why the resistance is happening. People may be worried about the technical side of things, adopting new systems that are not as well-known as the status quo. Or, they may be worried about how e-workflow will change their jobs and relationships.
Holding meetings, one on one discussions, and training sessions is key to getting to the core of resistance and finding a way to defeat it. By talking with employees and creating a safe space for open communication, you will identify their concerns. Then, you can address those concerns and promote the positives of e-workflow, both technically and in terms of workplace culture.
Integrating e-Workflow with Current Systems
In many situations, e-workflow will not overtake every existing system, but rather work alongside existing IT tools and systems. At the same time, you may find there are additional platforms and processes that make sense to integrate with your new e-workflow. The solution to this is to find an e-workflow platform that works with your legacy systems. Also, look for an e-workflow system that contains what you need for future-proofing, or will integrate with many other systems just in case.
For example, check out our cloud-based e-workflow and work from home solutions, including everything HelpDesk and GroupLink Workflow Process and Incident Tracking. With these systems your organization can lower total overall costs with full integration, including with email clients, calendars, and directories.
Trying to Implement Too Much at Once
If you rush forward into implementing e-workflow, you may find your organization worse off than it was with manual workflows in place. You run the risk of overwhelming resistant staff, rushing into a system that does not integrate, and losing resources to something that isn’t quite working.
Implementing e-workflow in stages reduces the challenges and costs associated with change. Instead of jumping into e-workflow for every single process or department all at once, consider implementing in stages. Start smaller and work your way up to the planned-for scope. This means you will need a scalable e-workflow solution.
Understanding if Your e-Workflow is Worth it
Unless you are tracking how your e-workflow transformation is impacting your organization, you are left with one big obstacle: knowing if it was worthwhile. Showing why the e-workflow is good for your organization goes a long way in buy-in for future projects, and ongoing e-workflow support. You will need metrics to do this, including baseline measurements from before the e-workflow was implemented.
Using metrics works perfectly with implementing in smaller stages. If your trend-tracking shows anything is not working as expected, you can troubleshoot before moving on to the next stage.
One of the best ways to understand if an e-workflow system will work for your organization is to try it out. We are pleased to offer a free, hosted 30-day trial of our workflow process and incident tracking platform. It is easily converted to a full version at the end of the trial. You can also see our help desk solution and how it transforms your workflow, in real time using an instant online sandbox. With full functionality, CIOs and CTOs are able to explore a pre-populated system showing both technician and end-user views.
We are here to help with all things e-workflow. If you have any questions, or want more information, get in touch with us any time, using our online form to send a message or calling us at 801-335-0700. We’re also available via email at info@grouplink.net.