7 Key Features Your Workflow Management System Needs to Have

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.

What Is a Workflow Management System?

In the daily operations of agencies, workflows are the bloodlines. Workflow examples include the reimbursement process, orders, leave requests, etc. While each of them is a distinct workflow, they all contain certain types of activities, such as creation, review, approval from multiple stakeholders, and mapping to subsequent processes. 

In this digital era, you must automate and streamline the workflows for convenience to manage. A workflow management system is a piece of software that assists in streamlining company’s standard procedures for maximum effectiveness and eliminate task duplication. Systems for managing workflows store information and automate a series of steps to properly process data. 

A workflow management system creates transparent and understandable work procedures, which promote efficient operation inside your agency. It enables you to streamline existing agency processes so your team can finish them more quickly and efficiently. The advantages of a workflow management system are listed below:

Increased Transparency 

A workflow management system creates a simple workplace for everyone. It clearly defines the processes to be completed in a logical order and customizes task assignments based on each employee’s position, job, app data, and more.

Establishing Responsibility

A workflow management system creates distinct and succinct activity points by outlining company operations and employee tasks. Because staff are more aware of their job responsibilities and the deadlines attached to them, they become more accountable as a result.

Enhanced Workplace Communication

Poor communication increases the risks of ineffective working, poor work quality, and missed opportunities. WIth a workflow tool, employee communication inside the ongoing process is faciliated, which enhances teamwork to complete project successfully.

Follow Up and Gain More Knowledge

Managers can monitor the tasks’ status, progress, required steps, assignees, and other factors with the aid of workflow management software. This tool makes it extremely simple for managers to see the big picture and obtain more precise insights.

Redundancy Elimination

Project managers can easily identify any gaps and double-check any unneeded workings thanks to the workflow system’s top-level view of completed activities. This way, they can cut out unnecessary steps and concentrate on what matters.

Ready For An Agency Management Solution?

Streamline Your Workflow and Boost Your Productivity with an Integrated Agency Management Solution

7 Key Features Your Workflow Management System

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.

Furthermore, this technology extends beyond providing remote data access. It records who is in charge of updates and upkeep. Additionally, ensuring compliance and safeguarding data privacy are crucial considerations. To ensure adoption of your workflow management application by your team, it must be available in the cloud.

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.

You don’t have to constantly push people in an automated workflow, which is a major advantage. Once a new process is initiated, it should continue smoothly until completion, without requiring any follow-up from anyone, much like a pinewood derby vehicle.

Notifications are essential for this type of flow. To remind you of upcoming approvals, the workflow management system will send email reminders or push notifications to your device. The types of notifications users receive should also be adapted for different circumstances.

The alerts tool should be accessible to staff members across various departments, including administration, operations, and invoicing management. It promotes proactive execution of tasks, prompt response to reminders, and overall improvement in productivity and quality.

Since 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.

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

Workflows don’t function in a vacuum from other processes. 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.

Your workflow solution should be able to seamlessly transfer documents, cash flow data, calendars, and contact information to your schedule, messages, financial software, and other applications. If your workflow management system is difficult to set up and interface with other applications, it’s already out of date. Replace it by a modern tool like 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.

Live reports and dashboards give you useful information about the state of your workflows. You can easily access detailed data through reports and dashboards, which can be downloaded in various formats. Furthermore, the ability to automate distribution via channels like WhatsApp or email allows for quick decision-making based on informed choices. All these functionalities are available on a competent workflow management platform.

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. You must have the flexibility to instantly modify the reports and dashboards to align with your specific requirements.

7. Insights

The capability to watch the full workflow process from above is another crucial feature. Automating a process is only the first step, as there might be flaws that need to be addressed. To identify and handle these errors,  you need thorough monitoring and analytical reporting functions.

Workflows consist of numerous steps, some of which can be complex and prone to errors, while others may appear repetitive or aimless. An agency probably performs at least a dozen or more workflows, so a thorough KPI report can help understand how long they take and how to speed them up while still giving workers the technical support they require.


In today’s fast-paced climate, workflow management is essential for agency organization and increased productivity. Since selecting a workflow management system is a choice that will affect you in the long term, it’s crucial that you make the right one. If you’re a small agency, selecting a cost-effective software that fits within your budget is essential. For larger agencies, you can make a bigger investment to accommodate a larger number of users.

Even if you currently only require the workflow platform for a small team, it’s important to consider future growth. What if your team expands significantly or you want to extend access to additional departments? Make sure the system can be scalable in response to changes in the number of users. 

By selecting a competitively priced tool with reasonable terms, you can increase the number of employees, contractors, temporary workers, and even clients without incurring substantial additional costs. 

Are You Making The Right Decisions for Your Agency? Free Guide Download

Learn how an all-in-one agency management tool takes away the guesswork and helps you make better decisions for a thriving team, happy clients, profitable agency growth.