Introduction
The success of any workflow automation project hinges significantly on user adoption. Even the most well-designed and swiftly deployed workflows can become obsolete if users find them difficult or unpleasant to use. Conversely, prioritizing user satisfaction from the beginning can lead to rapid adoption, expansion, and tangible benefits. Here are six best practices for designing workflows that not only enhance productivity but also make users’ jobs more enjoyable.
1. Involve Stakeholders Early
Involving stakeholders in the design process from the outset greatly increases the likelihood of successful adoption. Stakeholders are more invested in systems they help create. Begin by soliciting feedback from actual end-users. Use simple tools like wireframes or flowcharts to help them visualize the new workflow. Ask them:
What do they dislike about the current process?
Where do they face difficulties or delays?
Where do errors commonly occur?
What improvements would make their job easier?
Incorporate this feedback into your design. Let a small group of stakeholders test the workflow before a full rollout, and be prepared for a few cycles of User Acceptance Testing and Change Requests.
2. Apply Modern Design Principles
Employees expect their work tools to be as intuitive and user-friendly as their personal apps. While your forms and processes may not look like the latest iPhone app, adhering to modern design principles can significantly enhance user experience.
Speed: Ensure your workflow is fast and responsive. Delays can disrupt the user’s thought process and increase abandonment rates.
Helpful Layout: Use visual cues like meaningful icons and place labels above fields to reduce cognitive load. A single-column layout is easier to navigate, especially on mobile devices.
Consistency: Maintain uniformity in button placement, naming conventions, and color schemes. This reduces the learning curve for users.
Contextual Help: Add hints, tooltips, and help text to guide users and reduce errors.
Clarity: Use clear, descriptive labels for buttons and actions to avoid confusion about what will happen next.
3. Be Mobile-Friendly, Not Just Mobile-Ready
A responsive web page is just the beginning. Ensure that your forms and workflow pages are genuinely easy to use on mobile devices. This involves:
Making buttons and fields larger for touchscreens.
Breaking long forms into multiple pages.
Utilizing mobile-specific features like camera attachments, GPS for auto-filling addresses, and touch-screen signatures.
4. Integrate Time-Saving Features
Workflows are most effective when they integrate seamlessly with existing systems and data sources.
SQL Databases: Connect workflows bidirectionally to SQL databases to auto-fill form fields and save data directly back to the database.
Authentication: Integrate with existing authentication systems like Active Directory or SAML to reduce the need for additional usernames and passwords.
Electronic Document Management (EDM): Automate the generation and indexing of documents to avoid manual uploads to EDM systems.
5. Plan for Multiple Outcomes
Real-world processes are rarely linear. Design your workflows to handle various outcomes and paths. For instance, a purchase requisition might:
Be approved and sent to purchasing.
Require additional approval from a higher authority.
Be routed to multiple people for further review.
Be rejected, terminating the process.
Be returned for more information or corrections.
Automating these complexities can significantly reduce inefficiencies and errors.
6. Commit to Continuous Improvement
Expect to iterate on your workflow designs. After initial deployment, gather feedback from users to identify what works and what doesn’t. Use workflow software with analytics capabilities to monitor performance and identify bottlenecks. Regularly update your workflows based on this data to keep users satisfied and processes efficient.
7. Utilize Visual Workflow Tools
Modern, low-code automation platforms make it easy to design and deploy workflows without needing extensive coding knowledge. Look for tools that prioritize user experience and offer features like:
Drag-and-drop designers for creating workflows.
Step-by-step wizards to guide setup.
Conditional logic capabilities to handle complex scenarios.
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Workflow Design - Weebly
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