Buyer’s Guide to Workflow Automation Software – ibism
Buyer’s Guide to Workflow Automation Software

Workflow automation software can deliver higher efficiency, better process compliance, maximize productivity and make any organization more transparent. 

Organizations that implement workflow automation solutions realize the majority of the following business benefits: 

  • Faster throughput: majority of the employees in a company are primarily engaged in either routine/monotonous tasks or special/ad hoc projects. Streamlined and optimized workflows boost across the organization
  • Less Paper Work: an average office worker uses 10,000 sheets of copy paper annually, while 45% of paper printed in offices end up in the trash by the end of the day. Replacing paper-based forms with electronic forms linked to an automated business process positively impact the bottom-line.
  • Compliance: workflow automation system keeps an electronic trail of business processes, and the records are accessible on-demand to address any compliance requirements.
  • Adaptability: In today’s hyper-competitive world businesses are required to be agile and change their processes as per the requirement. Workflow automation solutions can be quickly reconfiguredto take on new opportunities and challenges.
  • Collaboration: workflow automation can increase collaboration across teams and department

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How to choose:

The right workflow automation software can help businesses maximize productivity and efficiency. Before committing to a specific workflow solution, it is important to consider some critical factors: 

Goals (Why):

Implementing new workflow automation software is a significant undertaking, hence it is vital to identify the organizations’ strategic goals and the business problem you are trying to solve. It is essential to discuss with team members, managers and subjectmatter expertsfrom various departments and understand their pain points. By including feedback from all relevant parties, you can be confident of making the right purchasing decision that solves a real business problem. 


While choosing workflow automation software ease of use should be a critical factor. It is important to consider whether the software allows the user to easily create, organize, and group multiple workflows? Can a new user quickly navigate the platform without feeling lost or looking out for help? Can the user quickly and easily do simple things like add fields and tables? The user interface should be easy to understand and should contain well-designed menus, tools, and patterns. 


It is important to consider what level of customization would be required from the automation software. Whether you require tailor-made features for different departments? Should a user be able to design forms and documents within the platform? Can workflows be customized, without the requirement of writing additional code? It is easier to make an informed decision by understanding how adaptable or process-specific the software needs to be.


Almost all organizations rely on multiple applications to get the work done, resulting in isolated data centers. Ensuring that all systems integrate smoothly will make the process simpler and will also reduce hassles for employees. The automation software’s ability to integrate with these services will go a long way in determining how productive and efficient your team will be by implementing the software. 


Most workflow automation software is based on (Software-as-a-Service) model, where customers pay every month to use the service, all-inclusive of running costs, and you only pay for the number of users accessing the system. It might be prudent to consider the total cost of ownership and select a vendor which is transparent about their pricing and won’t give you sticker shock when the first invoice comes through. 

Customer support:

One of the major reasons for customer switching service providers are poor customer support. Whether you are a small business or a big corporation, if something goes wrong and technical support is not available when you need it, you would have to take the system down while waiting for help. This can break business processes, impede productivity, or even bring entire departments to a standstill. It is essential to understand the process of registering a trouble ticket, hours of support, and their turnaround time for fixing bugs.


It is important to ensure that your personal information, your employee’s personal information, and confidential customer details are protected. Before selecting a workflow automation tool, ensure that the software provider can guarantee no data loss or data leakage to third parties 


It is essential that the workflow software grows with your company and at a minimal cost. You should try to avoid a situation in which you go through lots of scrutinizing, testing, acclimatization, and customization to buy a workflow automation tool, only to discover sometime later that your team has outgrown the software and that you need to replace it. 

ibism provides a user-friendly interface stacked with features that your team will actually use, and can be integrated with other services. ibism offers customize forms to accommodate changing needs in click​at budget-friendly costs. The Company also provides 24/7 support, data security, flexibility, and on-demand scalability.

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