What Department Benefits the Most from Workflow Software?

Every business department will have its own internal processes, as well as processes which crossover to other parts of the business – and even with external partners. With that said, certain departments have more obvious use cases for workflow – HR for onboarding, IT for reminding people to change passwords periodically, and so on. So, do certain departments benefit more from workflow software than others?

Nintex’s editorial team sat down with Senior Director of HR Karina Mounivong and VP of IT Justin Donato to get their take on which department gets the most out of workflow software.

Human Resources is a Natural Starter for Workflow

As Director of HR, Karina oversees a ton of processes like employee onboarding and document generation, and a lot of those integrate workflows. She says HR benefits more from workflow in terms of employee engagement, employee onboarding, making sure the employee is having the best experience.

HR uses workflows specifically for employee onboarding, when the employee is hired. Workflows are triggered which go out to managers, telling them to prepare a 3-month plan so that the employee knows what their initial time at the company is going to look like.

Additional workflows sent upon an employee hire include:

  • IT department to make sure their equipment is set up prior to arrival
  • HR to make sure paperwork and benefits information is sent out
  • Payroll and Finance notifications on new starters
  • Office manager so desk and equipment is set up

Before the new hire even starts, those workflows pass by various departments to ensure that the new employee experience is going to be positive. When the employees starts, we also use workflows in the HR team to do a 30-, 60-, 90-, and 180-day review.

Another key area where Nintex internally automates HR workflows is for paid time off, where workflows are triggered for management of leave requests.

IT Can Draw Huge Dividends From Workflow Automation

Justin believes any department which is strongly process-driven can easily leverage the value of workflow. Wherever a process is driving a business outcome, you can find ways where wasted time, effort, error and other nuisances creep in from manual process.

IT is a very process-driven organization. Employee onboarding/offboarding, distributing commission, positions management for those moving in and out of roles, management of the underlying solution themselves can all be easily automated.

When people come on board and you’ve got a particular business problem – say someone wants to run up a new distribution list – IT can run a form to collect the information we require for that distribution list, route it to somebody to approve that, go ahead and autopilot the workflow to automate the creation of that list, set a timer on it so that in one month, it would start emailing the person, and then delete and clean it up.

Aside from admin tasks, IT uses and/or recommends workflows for:

  • General business: Password management; automated workflows can help administrator this important process. Core passwords need to be stored, periodically updated and communicated out to people.
  • Change management: whenever we add a new server or upgrade our system, Core IT change that can affect business. We automate that process almost entirely with Nintex Forms and now we have a very solid audit trail when it comes to the change management process.
  • Accounts payable process: We have constructed a Nintex Workflow that connects Finance/Accounting tied through with IT.

Does One Department Get More Value from Workflows Than Any Other?

There are normally certain candidate departments in the business which seem to get more obvious value from automating workflows. HR and IT at Nintex clearly do get a huge amount of value internally from automating their essential processes.

However, as the examples outlined above show, the vast majority of processes interconnect with the rest of the business, helping other departments too.

Even if the finance department hasn’t yet implemented a workflow solution, for instance, if their colleagues in HR do use workflows, this means key financial data gets sent to them more efficiently – allowing them to do their jobs better too.

 

Nintex Workflows can add huge value to the entire business. If you’re ambitious and ready to explore ways that process automation can boost your productivity and profits, get in touch with us today.