Why your business needsAJS Flow
In today's challenging economy, business owners are finding it increasingly difficult to show healthy profits. In the past it was easy: Increase prices or decrease costs, or both, but today this is easier said than done. The situation is exacerbated by the fact that your own customers are facing the same challenge, and they too are looking to get more bang for their buck. This “more for less” challenge is forcing all businesses to search for smarter ways of doing business.
However, it is not only the “more for less” dilemma which is challenging business owners. In today's fast-paced world it is also essential to ensure that all operational aspects of your business are well controlled in order to ensure quality of production, efficient administrative processes, and a superior customer service. In the past the answer to this challenge was easy: Simply employ more people. Today, that just isn't viable.
Another challenge is that of volumes. To manage one hundred files or tasks manually is easy. But to manage one thousand files or tasks without an effective workflow solution is simply not possible. As a result, smart managers and business owners are looking to technology for an increase in productivity. However, as you probably know from experience, the world is fraught with examples of software products that didn't live up to expectations. This means that decision makers need to be extremely cautious about which products they select.
There is one technology that does have a dramatic effect on productivity, however, and this is in the area of workflow and process management. In the past, only the huge insurance and banking institutions could afford workflow systems, partly because they were very expensive, but also partly because workflow systems were so costly to implement and maintain. Today, all of that has changed, and these systems are much more affordable. They are also quick and inexpensive to implement, which brings a quick return on investment. By automating the management of repetitive tasks so that you are able to manage by exception, you will be able to increase both productivity and control.
So how will you know if your business will benefit from workflow management? The answer to this question is easy: If you have any aspect of your business that follows a series of steps (a “process”), where it is important that these steps are completed in a certain period of time, then you will benefit from workflow. And the higher the volume of transactions (or projects) and the more critical the timelines, the more you will benefit from using a workflow system.
How FLOW Works
The AJS Flow system revolutionises traditional workflow by making it quick and easy to create a system to meet the unique needs of your firm. Unlike the overly complex systems used in the past, AJS Flow allows you to specify what information you need to capture; which steps are required; and what to do for each of those steps. The result is that you can have a workflow system tailored for your exact needs that won't break the bank.
Once a new file is opened, it kicks off a workflow or “process”, progressing through various stages or “steps”. For each step, various actions would have been specified during setup, including actions such as auto-generating emails, documents or SMS messages; raising a fee; printing a document; or allocating the file to another user or team. For increased management control, each action on the file is recorded along with the name of the user who performed the action and the date and time of that action. A visual progress report allows the user and/or manager to see the progress of their files at a glance. Colour coding is used to show files that are within agreed time limits, and indicators change from green to yellow, amber and red to indicate a file which is outside of the agreed schedule. This allows management to see at a glance which files are overdue. It is also possible for authorised clients to view the progress of their own files securely via the Internet.
AJS Flow has been designed with the user in mind, so all actions can be performed directly from the master screen. For example, the user can see all their files, or those that are overdue. They can also view files which they have delegated to others. Searches may be performed from the main screen, and steps may be flagged as complete. The user can add public or private file notes, and they can generate SMS messages, emails, or letters and documents. This single master-screen design increases productivity and reduces the learning curve for users.
The system is integrated with the internationally acclaimed XpressDox document assembly system, which means that it can generate template documents for letter, emails, and even SMS messages using the data captured in the workflow system. The system includes a report generator, which allows users to create and save their own report formats if necessary. Report information may be sorted in any order, and may be filtered as required. Reports can even contain bar codes for quicker file recall. If one of your objectives is to make your office as “paperless” as possible, then you will be pleased to know that you can save or “attach” any types of documents to your file, whether they be scanned paper documents, emails, spreadsheets, pictures, or even sound and video clips.
The AJS Flow application is Cloud-based, which means that you won't need any expensive file servers to run the system. It also means you can access your information from anywhere, using any device, and you can rest assured that data-backups are being done automatically. Despite the power and flexibility of the AJS Flow system, it is remarkably logical and easy to use which means that your staff will require very little training before they begin using the system productively. AJS Flow removes the risk, cost, and long implementation times from workflow, so if you are looking for a risk-free workflow management system, AJS Flow is the logical choice.