I have mentioned you that ‘There is no advantage but only disadvantages‘, in “Switch Internal Email to SNS and Workflow : Prequel“.
Well, what to do?
In this sequel, we are going to describe the effects of the Workflow system with Enterprise Social Networking which not only compensates said disadvantages of ‘internal email’, but also, gives additional value.
== 1. Workflow system with Enterprise Social Networking which compensates the Disadvantages of Internal Email ==
The Workflow system and Enterprise Social Networking are used in a closed environment, and it is only available for registered users.
Even if you mistakenly direct a task, the information is only available for a closed group inside the company, so important internal information cannot be leaked outside the organization.
With the aforementioned feature, one of the disadvantages of internal emails No.1, “Sending an email to the wrong external addressee” is solved.
There will only be external emails in your Inbox because you will have had replaced the internal email by using the Workflow system with Enterprise Social Networking.
Now, the disadvantage of internal email No.2 “Important external mails get buried in” is also resolved.
Usually, on the Workflow system and Enterprise Social Networking, users will be able to to view all data including past data, if the user has the authorizations to view it.
It is possible to search Data which is flowing (or flowed) through Enterprise Social Networking by keywords and by period, and to extract the progress and results of the operations.
The condition in which people who have the appropriate authority can easily retrieve data (including past data) is real information sharing.
With this, the disadvantage of internal email No.3 “Internal email does not actually mean information sharing” is resolved as well.
== 2. Workflow system with Enterprise Social Networking which Provides further Additional Value ==
Internal email is mainly used for a ‘request of task’, ‘Report of business’, ‘confirmation of deliverable (review)’, ‘information transfer’. All of them can now be done with the Workflow system with Enterprise Social Networking by:
- defining a business flow that can perform ‘request of task’, ‘Report of business’, ‘confirmation the deliverable (review)’ and operate them.
- transferring information through Enterprise Social Networking.
In addition, as described above, the Workflow system with Enterprise Social Networking will eliminate the disadvantages of internal email and make it nice and clear.
But this is not the only merit of using the Workflow with Enterprise Social Networking. Also, by using the Workflow with Enterprise Social Networking, you can get these three additional values:
- The progress can be seen
- Easy to use do aggregates
- Easy to grasp the reaction of colleagues to the posted information
When you are doing task requests and task reports by e-mail, to confirm the progress of operations is very stressful, however the operations progress is easy to see in a Workflow system.
Also, as long as you are doing daily work report by e-mail, you could never even think about the sum of working time, but with the Workflow system, it is easy to extract entered data, into CSV format, etc.
The next feature of Enterprise Social Networking, is that it is very easy to leave a short comment or to send a ‘Like!’ for someone’s post of information (sharing information).
To tell the truth, Questetra BPM Suite is a Workflow system (BPM system) with Enterprise Social Networking function that is different from other Workflow systems which are only capable to the application / approval flows (in spite of calling themselves a Workflow system) in the sense that Questetra BPM Suite is able to define the business flow for many operations.
You can use it for from a simple task request to reporting, corresponding to queries, submit quotations, expense reports and so on. In a way that you really will not need internal email again.
You can try how to eliminate the internal email by using Questetra BPM Suite, by putting into practice the following three steps:
- Sign up for the trial version Questetra BPM Suite SaaS Edition. (Free)
- Define the General-purpose Work Requests Process*
- Use Enterprise Social Network function actively
* A General-purpose Work Request Process is a business process in which people who requests and who is requested appear, and is a process to be used for business which are requested by e-mail.
If you are interested, please sign up for a trial version Questetra BPM Suite SaaS Edition.
Application Form for Trial is HERE。
Also, the General-purpose Work Request Process can be downloaded from the following article of the Workflow Sample, please try it as well.
Workflow Sample; “Inbox is a Graveyard of ‘Work Request'”Workflow Sample “Inbox is a Graveyard of ‘Work Request'”
That’s it for now!
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