IT’S ALL ABOUT THE WORKFLOW

IT’S ALL ABOUT THE WORKFLOW

Workflow – work·flow  /ˈwərkflō/ the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.

workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organization of resources into processes that transform materials, provide services, or process information.  It can be depicted as a sequence of operations, declared as work of a person or group, an organization of staff, or one or more simple or complex mechanisms.

Workflows may be viewed as one fundamental building block to be combined with other parts of an organization’s structure such as information technology, teams, projects and hierarchies.

 

How do you get the job done?

All of these tools – Phone Calls, Conference Calls, Video Calls, IM

All of these devices – Cell Phone/Smart Phone, Tablet, PC/Laptop, Desk Phone, Audio Conference Phone, Video Conferencing System (Desktop, Mobile, Room)

All these places – Office, Home Office, Hotel Room, Planes, Trains, Automobiles

 

How do I decide?

Let your environment decide for you, because you’re ready, your connected, your flexible, you’re running at maximum efficiency.

The key to your success is simple.  How does your WORK FLOW?

How you work depends on where you’re at, at that time, or does it?

Office or Home Office –

  • Scenario 1 –
    • Assume this location has a desk phone and Computer. Your work flow may be phone conversations to email follow up, or the reverse.  You’re also setting calendar appointments, attending conference calls, Etc. But if these are two separate devices you’re alternating between the two for your communications, and your workflow may be choppy.
  • Scenario 2 –
    • Same assumptions as scenario 1, except you also have some chat or IM tool on your computer. Now some of your communication workflow may include Chat/IM to start your communications. But at this point they are not cohesive.
  • Scenario 3 –
    • Assuming the same technology as in Scenarios 1&2, except add Video Conferencing of some level, this could be on your computer or stand alone. Now you’ve just increased your communication options, but the workflow hasn’t really changed much because these are all separate devices or applications. The good news is you’ve increased the ways to communicate and that is a positive step in the right direction.  Of course the next step is bringing all of these applications and or devices together so you can seamlessly switch to any of them at any time.

 

 

  • Scenario 4 Seamless Workflow Begins
    • The technology in your Office or Home Office is as follows;
      • Computer that includes an Audio & Video device (Camera/Speakerphone). This could be integrated or added as external peripherals.
      • IM/Text – let’s assume Skype of some flavor
      • Softphone via Skype application or other
      • Smartphone Mobile Device
      • Stand Alone Video Conferencing Group System
    • Communication begins with an IM/Text on your computer
    • From there you invite the person you’re communicating with into a video call. For this part of the scenario let’s assume that this video conference is from your PC.
    • During your desktop video conference with one other person you both agree that you need input from an expert. You simply invite or add that person to the video call you’re already in.  This could be accomplished from the application you’re in, or IM/Text, or Etc.
    • During the new multiple party videoconference on your computer, there is a need to add additional people into the call/conversation. You determine or know that these other people are in a location that has a group video conferencing system.  You also see the advantage to them gathering together in the room with the Group videoconference system.  You invite that group system into the current call you’re in.  Now everyone joins with the technology available to them, and your all meeting.
    • Let’s expand on that last bullet point. Let’s assume there are other people required for this call but you’re not sure of their availability.  You check for their presence with your IM application. You see they are not in the office but you know they have a Smart Mobile phone.  You invite their Mobile phone into the videoconference.  If they can and want to join with video and the device they have is supported they join.  They also have the option to join as an audio only participant.

 

Let’s review what just happened in Scenario 4.

You started the communication from your PC, you expanded the attendees using several technologies, you never left your PC for the entire session and hopefully because of all these resources on a single device you actually completed the task.  The workflow was all on your PC, your fingers never left the mouse and keyboard.  You were Multi-tasking while Multi-Communicating. HHMMM, Multi-Communicating, is that even a word?

 

What happens when you’re on the road? Not Much!

In my world almost everyone travels with at least one of these devices, if not all.  Laptop, Tablet, Cell/Smart Phone.  Guess what, the workflow doesn’t really change.  The only change is which device you are using to accomplish the workflow. In many cases the people you are communicating with don’t even know you’re out of the office, unless they just know.

 

Isn’t that how you want to work and communicate?

Same Workflow, Multiple Devices, Many Places.  Efficiency with technology with no huge workflow changes, only device changes.  In many cases no one in the call knows what device you’re on, unless of course you tell them.

Psst, DON’T TELL THEM!