6 Key Features Your Workflow Management System Needs to Have

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Your workflow management systems is the backbone of your agency’s productivity. They help to streamline and automate your agency’s tasks, from the simple and repetitive to the creative and complex, and make your processes easier, faster and more transparent.

While most creative projects have complex process overlaps and approval processes, your workflow management system should help reduce redundant email chains, improve productivity and build project clarity for both your team and your client. Better yet, they can help provide you with business intelligence insights that allow your team to refine your existing systems and fine-tune budgeting skills to save time and money. When designing a strong workflow management system for your agency, you’ll want to look for these key features:

1. Cloud-Based

Cloud-based technology has completely changed the way that we work. They remove the need to remain tied down to one computer, allowing your team to access their work from home or even via app. Bonus: cloud-based software is also usually more affordable.

2. Task and Workflow Automation

Once you’ve invested time into developing a process that works for your agency, your workflow management software programs should allow you to create templates that you can use again for similar projects. Why begin your next website development project process from scratch when you can automatically begin with project framework? Learn more about creating scheduling templates with Function Point, and some of our other favourite features, right here.

3. Customizable Notifications

Every creative team has a few guilty parties who need to be dragged back to the project management desktop to upload files, track time and update project processes. This is where email notifications come in handy. But everyone works differently: some people find incessant emails unnecessary, preferring to check in regularly on their own time. A flexible workflow management platform can accommodate each user’s personal working style, allowing them to select a notification system that works best for them.

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4. Role-based Access Controls

While different members of your team may require different levels of access within projects, all agencies will find role-based access control a necessary asset for client communications. This will allow you to strategically invite clients into certain tasks and approval processes, without fully pulling back the curtain on your whole creative (and sometimes messy) process.

5. App Integration

Even the best workflow management software can’t do it all on one platform. When building out an entire workflow system, you’ll want to begin with a management program that allows for the integration of other tools and apps that strengthen your processes. Integrations can help fill gaps and reduce redundancies like needing to enter data twice. Function Point integrates with Quickbooks accounting software to improve invoicing and financial reporting.

6. Reporting Capabilities

Set up with the right KPI’s, your workflow management software can help you make smarter business decisions with analytics and reporting capabilities. It’s time to ditch the spreadsheets and rely on your project management software to generate reports that give your management team the insights needed to grow. Function Point’s intuitive business intelligence dashboard can help project managers gauge team efficiency and utilization, better understand project profitability and forecast future net revenue.

When you’re building your agency’s workflow management system, don’t settle for a product that can’t keep up. In order to manage your workflow, your software needs to be robust, flexible and customizable for unique needs.

Ian Walker

Ian Walker

Director of Marketing

Ian calls Squamish, BC home and has had the pleasure of working with some of the most talented people in the Canadian startup world. Before Function Point Ian worked in marketing, operating and founder roles with Hootsuite, Perch, Invoke Media and Control.