Selecting an approval workflow solution might sound like a simple task, but if you don’t get the selection right you could encounter long-term problems.
For example, if you don’t clarify your requirements upfront, then it’s unlikely you’ll select an approval workflow solution that matches your needs. But what if you get your requirements right and, when selecting software, discover that you want solution X while other stakeholders/departments prefer solution Y.
When selecting an approval workflow solution whose needs are more important?
First, let’s review a scenario. The marketing department needs to cut down on artwork revisions because it’s eating into their time and budget. They want to choose solution X because it allows them to batch feedback, mark up artwork and compare versions online, all of which means that changes are clear and concise.
The account managers, however, are more concerned about how work is progressing and when the project will be completed. They want solution Y because it offers a simple interface that allows them to ascertain work in progress easily as well as generate detailed WIP reports for clients.
Both departments have very good reasons for their selection, but which department’s needs trump the other?
To answer this question, let’s return to the reason you went looking for a solution in the first place. And this is vital because the wrong decision could mean you end up with an approval workflow solution that doesn’t fix your problem. For example, was your main objective to streamline the marketing approval process, or was it to offer more transparency to clients? Make sure you refer back to your requirements, which should outline your priorities from top to bottom. Pick the solution that best matches your list of requirements.
At the end of the day you can’t please everyone. But you do owe it to your business to select the approval workflow software that meets your objectives and not your ‘nice to have’ items.
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