How a Workflow Management System for Education Boosts ROI

October 26, 2022


Teaching associations and educational institutions have multiple operations that involve different tasks, sub-tasks, and departments. Routing these tasks, obtaining approvals, and coordinating duties is time-consuming and inefficient using traditional methods like email, spreadsheets, and manual document management.

Workflow automation software streamlines operations by automating substantial parts of business processes throughout your association. By automatically routing requests, tasks, and approvals across multiple departments, workflow management systems significantly improve efficiency and productivity while reducing process bottlenecks.

What is a workflow management system?

A workflow management system is a unified platform that streamlines manual processes to improve efficiency and productivity. Effective document and data management are at the core of workflow systems to sequence tasks and ensure they are executed in an organized manner.

For example, selling online courses involves several key areas, including membership, continuing education, and accounting departments. A workflow management system streamlines student registration, payment, and approvals processes to increase speed, improve course delivery, and upgrade the user experience.

Event management is another area improved significantly by workflow management. Example workflows vary between organizations, however in some systems an employee can create an event, which can then be routed to a manager for approval. The system then notifies event management staff, prompting them to create subtasks the system can direct to specific employees.

Benefits of Workflow Management Systems for Education Associations

Workflow management systems completely modernize how employees collaborate to complete routine tasks, projects, and cross-department operations.

Specific benefits of a workflow management system for an education association include:

Workflow management systems provide automation.

Workflow systems significantly improve business process management through automation.
Some workflow automation examples include:

  • Document approval and signing
  • Task routing and moving employees through processes
  • Invoicing, accounting, and sales-related tasks
  • Course delivery through integration with continuing education software
  • Customer inquiries and support requests

No more long, confusing email chains.

Email is a valuable tool, however long, email chains slow things down and waste time when messages are lost and attached files are misplaced. Workflow programs address this issue by establishing a centralized “single source of truth” that can be accessed in real time and updated when required.

Less redundant tasks and manual data entry.

Workflow systems reduce manual transactions that require multiple spreadsheets across different departments. In an efficient system, employees can track tasks in one centralized place to make updates that save time and improve efficiency.

Automated workflows improve collaboration.

Employee collaboration is significantly improved when a workflow system automates tasks and routes them to the relevant people.

Spreadsheets, emails, and manual file transfers are disjointed internal processes that can slow your team down. A workflow management system reduces redundant tasks, saves time from data entry, and enables your employees to collaborate on tasks that require creativity.

Automation increases ROI.

Workflow management systems can provide a significant return on investment (ROI) in the long term. According to a recent McKinsey report, approximately 60 percent of all occupations have at least 30 percent of activities that could benefit from automation.

Education associations specifically benefit in business areas where internal tasks are predictable, such as accounting, membership management, and proposal processes. In addition, workflow automation reduces the need for manual and paper-based processes through online forms and automated approvals, saving organizations significant supply expenses.

Automated workflows improve member services.

Workflow automation enables staff to provide member services quicker and more efficiently. Operations requests are automatically directed to the relevant employees, clearing up issues with greater speed. Continuing education services, certifications, financial aid requests, and support are also improved, enabling organizations to provide a better student experience.

Learn more transformational strategies for education associations.

A workflow management system is critical to an education association’s digital transformation.

Transformation can be a complex process, but it’s easier than ever before with intuitive software that non-technical users can learn quickly. Our playbook for educational associations shows you how with actionable strategies you can start implementing today.

Download Playbook