Improving Complex Processes Using The Right Software Tools

Organizations struggle to effectively manage their workflows and operations in real-time, relying on manual processes and a multitude of applications and technologies. Business systems and data are disparate, increasing workflow complexities.?

Ronald van Loon is a Quickbase partner, and had the opportunity to engage Quickbase in a discussion about Quickbase’s research with Foundry into workflow challenges in architecture, construction, building, and engineering.?

This study showcases the need for organizations to invest in better workflow management capabilities to outperform their peers and competitors and enhance budget on delivery, collaboration, bidding, and safety.?

Improving workflow processes, operations, and management by using a single purpose built software platform will help organizations successfully integrate processes, implement automation into their workflows, and improve data access and management.

Modern Workflow Challenges

It’s clear that organizations across the built environment are experiencing challenges in several key areas across primary functional roles including operations, general management, project management, and architecture resulting in:

• Lack of visibility into materials availability and delivery status
• Unpredictable costs
• Lack of real-time information
• Low productivity
• Lack of visibility into projects
• Poor communication between teams

But that's not all, organizations are using on average 10 different software applications and tools to manage workflows. There is actually a direct correlation between the number of software applications used in relation to manual workflow management. The more manual processes, the more applications are being used. This contributes to a large percentage of business workflows being handled manually.

Least Efficient Workflows

The following workflows are least efficient for business today, where most manual processes take place. Some workflows are more inefficient than others, depending on the sector:

• Budgeting and spend management (39%)
• Scheduling management (39%)
• Safety management (36%)
• Project management (36%)
• Estimating and bidding (31%)
• Close out and turnover (28%)
• Sourcing and purchasing materials (27%)

However, it’s interesting to note that scheduling management is more efficient for businesses that manage their workflows manually. This could be due to ineffective applications.?

But it’s clear that less than half of organizations across these sectors use purpose built software platforms. In fact, 61% of organizations use more than one software platform to manage their workflows.?

Also, there is only a small minority of companies automating their workflows, where the biggest gap in automation comes from scheduling.

The Negative Consequences of Inefficient Workflows

Here are some of the impacts resulting from workflow inefficiencies:

• Regulatory fines
• Miscoordination resulting in rework
• Budget overruns
• Lengthy hiring processes
• Inability to make informed proactive decisions
• Loss of business
• Poor employee morale

How Organizations Can Use Technology to Enhance Workflows

36% of companies are open to finding new software platforms and technology solutions to manage their workflows. Organizations are exploring purpose built software platforms that connect disparate systems and data into a single, unified platform.?

This approach helps organizations implement automation into their systems and processes. For example, scheduling, supply management, and safety would benefit most from automation in areas such as:

• Contractor and employee scheduling
• Cost management
• Supplier and materials management?
• Safety management?
• Estimating and forecasting
• Risk management?
• Invoicing

Therefore, organizations top investment objectives are aimed at improving on budget delivery, collaboration, bidding, and safety to:

1. Improve the ability to deliver projects on budget.
2. Improve collaboration and communication among stakeholders
3. Increase the speed and accuracy of estimating and bidding
4. Ensure labor job site safety and compliance?
5. Improve supply chain visibility?
6. Enable real-time mobile access to information?

Integration and data collection and accessibility capabilities are highly sought after features for workflow management software platforms. Organizations desire the ability to connect systems and data so that they can access their data in real-time and enhance decision making. Businesses need a centralized location so that teams can access data on any device and location and better collaborate using reports, charts, and dashboards that bring them further visibility into their processes and operations. Organizations also require storage capabilities that help them to securely share their data.

Purpose Built Software and Automation??

Every organization's process and operations are unique, and businesses seek to customize their workflows that are best suited for their individual needs, with a platform that brings the advantages of being built in the cloud, and the capabilities to automate manual processes.?

Organizations can manage the complexities of workflow processes and day-to-day operations by embracing essential technologies and taking a united, connected approach to managing their complex projects.?

Check out Quickbase’s built environment solutions to learn more about overcoming workflow inefficiencies using automation and purpose-built software platforms.