Workflow Mistakes

Stop making these common workflow mistakes

We all know the importance of good systems and processes. To ensure projects finish on time and on budget, you’ve got to find efficiencies wherever you can. That means working out priorities, minimising delays and maximising resources. Without a systemised approach, you could find yourself losing money as well as future opportunities.

But how do you ensure your projects run smoothly, every time? It all comes down to good workflows. The right workflows will not only improve project efficiency, they’ll also help your business perform better overall. 

So, what makes a workflow good or bad? And what common mistakes should you be avoiding? We take a deep dive below. 

What is a good workflow?

Good project management goes hand-in-hand with good workflows. From communicating with contractors and vendors, to making sure your crew is working to schedule. It only takes one broken link in the chain to spell trouble. That’s why you need a system in place that lets you create effective, customised and automated workflows. 

A good workflow will help you take the stress out of managing projects, as well as:

• Drive efficiencies: Automated workflows not only speed up the process, they also help reduce risk, increase productivity and save you time and money.

• Remove redundant tasks: Workflows help streamline every stage of the project process – from pre-construction through to close-out – helping you identify redundant tasks and simplify your processes.

• Improve outcomes: From detailed tracking of daily tasks to managing documents and resources, the right workflow process can significantly improve project success.

• Enforce accountability: By enforcing checklists, processes and accountability across your business you can reduce risk, increase productivity and save time and money.

Common mistakes

Poorly executed workflows can lead to costly mistakes that can derail entire projects. The following are four common workflow mistakes and how to avoid them:

1. Not automated

Without automation you’re exposing your business to risk from mistakes made by human error. Automation reduces admin work and streamlines tasks and communication. It also allows you to set up custom workflows to suit different projects and teams as well as schedule alerts for different actions. This means you can see where your workflows are being delayed, get live status updates and remove manual processes.

2. Minimal or no integration

Unintegrated workflow systems can lead to added costs, drained resources, and time delays (caused by having to maintain separate systems, wait for information or deal with data silos). When all your key project information, devices and project stakeholders are integrated on one central platform you can streamline your workflows to reduce errors and speed up the process. 

3. Inconsistencies

Lacking a clear set of instructions for everyone to follow can invite errors, delays and time wasting. Connecting all project members on one centralised platform will enable you to create standardised workflows that produce consistent project outcomes. By enforcing digital workflows you’ll also be accumulating valuable data that will help you fine-tune your processes and avoid future issues.

4. Poor communication

A successful project relies on collaboration and transparent communication between stakeholders. A properly optimised workflow should help you keep track of your internal and external teams by streamlining your people management. By linking all stakeholders together you’ll ensure visibility and transparency at every project stage. This will help you reduce errors, encourage dialogue between teams and ensure accurate information is shared in a timely manner.

Ready to fix your workflows?

The easiest way to implement successful workflows is via a cloud-based project management system. The right system will help you streamline and automate repeatable business tasks, so there’s greater efficiency and less room for errors. 

With good workflows in place your Project Managers and Team Leaders can make quicker, smarter decisions and your teams can collaborate in a more agile and productive way. With a centralised system, you can put workflows in place to coordinate tasks between different team members as well as sync data between numerous departments. 

While implementing good workflows and getting them right takes time, by helping you drive efficiency, profitability and productivity across your whole business – we think it’s well worth the effort. 

If you’re ready to fix your workflows, get in touch with our team today on 1300 942 399 or Request a Demo to find out more.