Spreadsheet & email syndrome

Clear indicator you need a workflow management system

Sometimes a company is not a good fit for a workflow system (yes, that too is possible). Their business model might be slightly loose and there actually is no need for structure, everything works just fine as it is. Sometimes, on the other hand, companies simply are not aware that they should have a workflow management system implemented. One of the clear symptoms that a proper workflow management system is needed is something I often refer to as the „spreadsheet & email syndrome“.

If there is a spreadsheet tracking some kind of activity, or an email client folder structure describing the status (completed, in process, pending), it is usually a sign that there are workflows in place. Although very powerful and handy, spreadsheet and email tools are used for workflow management primarily because they are easily available. People use the tools they have at hand.

Even though it might seem like a good idea in the beginning, pretty soon a sheer number of workflow instances circulating in emails or being managed in spreadsheets inevitably starts to pose a major navigation issue. Workflow management systems address this problem and provide an environment in which workflows can be properly managed. Email and spreadsheets, on the other hand, can play a welcome role in workflow analysis, since they provide the flow and data that needs to be captured.

Try OWIS out and let us know if it helped you eliminate the dependency on email and spreadsheets in managing workflows.