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6 Things to Consider when Implementing Workflow Automation

Trends can come and go in technology, what was popular one year could be practically antiquated the next. Often the “next big thing” becomes the “same old thing” relatively quickly, and organizations need to keep up with internal and external needs. Beyond just staying on top of what’s driving your industry, external factors such as regulation changes and an increasing need for secure systems can usher in new and necessary technology sometimes quicker than anticipated.

Across all industries in organizations of all sizes, updating old systems that are no longer working isn’t just a luxury, it’s a necessity. By employing a smart workflow automation process, your organization can improve efficiency, save money, and stay on top of compliance and security needs.

Making the decision to implement a workflow automation solution is an easy one, but deciding what’s important in order for your system to be successful can be more difficult.

When deciding that it’s time to take advantage of new software and processes, you should consider the following:

  1. Flexibility
  2. Business process overhaul
  3. Connectivity with Other Systems
  4. Collaboration
  5. Cost
  6. Security


Even just 10-15 years ago, many businesses just relied on a single desktop computer and a (not-so-smart) phone to get the job done. Now, employees work off of laptops, tablets, smartphones, even watches to complete their daily tasks, and their solutions must seamlessly work with whatever tech they’re using. Consider what devices your employees utilize on a daily basis, any solution you look into should be compatible with them.

Business Process Overhaul

Gone are the days of a simple linear workflow. Your organization doesn’t operate in a straight line, why should your ECM? Organizations rarely work in linear step by step processes without coming across roadblocks that can drive key business decisions. A smart optimized process goes beyond basic steps and allows for exceptions and process changes based on your organizational needs. Smarter workflows mean more efficiency in your processes and more time and money saved for your organization.

Connectivity with Other Systems

If an automation solution doesn’t work with your existing HRIS, ERP, or other line-of-business software, then it won’t work with your organization. “One-trick-pony” solutions are no longer, and finding consultants who can link your existing software to an all-in-one business process management solution is absolutely critical.


Collaboration is necessary within organizations, departments, with stakeholders, vendors, and other third parties, and that communication can’t happen without an intuitive system designed for collaboration. Strategic solutions look at all points of contact between an organization’s documents and its key contacts.


As with any major investment into your organization, cost is going to be a deciding factor. According to Nucleus Research, for every $1 spent on an effective automation solution a company can expect a return of $7.50.  When looking at the initial “sticker” price of a solution, consider what the return may be, and look into cloud-based options vs. on-site hosting, bundled licensing fees and payment plans, tax credits, and other opportunities to reduce the initial hard cost of acquisition.


Did you know that employees are often cited as the primary cause of data breaches? While file sharing technologies like Google Drive and Dropbox are making it easier to share content, they also lead to gaps in security. Investing in a security-centered solution can reduce your risk of compromising important documents and data. Seek out a solution that allows for group, document, and user-based access rights, redactions, and other features designed to protect your data.

Finding a solution that fits your needs, budget, and existing tech can be difficult. Often out of the box solutions don’t fit all of your needs, but the prospect of acquiring a custom solution may seem daunting. Working with business process automation consultants like Mosaic can help you fully understand your needs and determine the exact solution that’s right for your business.

Give us as call at 1-800-387-7859 to learn more about how you can implement a holistic ECM solution.