This article explores key strategies and features that can increase efficiency and productivity in the way the core team, and the end users use the system. This can be achieved by enhancing the system functionality, streamline processes, and prioritize tasks effectively.
1. Automate Decision-Making
One of the most effective ways to improve workflow efficiency is by automating decision-making processes. By doing so, organizations can reduce manual intervention, minimize errors, increase consistency and accelerate decision-making processes.
The practical ways to implement this include:
- Automate user assignment to various roles
- Automate workflow transition along the workflow
- Use AI to get Automated Insights
Auto-assigning users to roles such as state owners and Review Committee (RC) members
We should aim to have as few as possible roles that are assigned by "direct selection", since this means that a manual, time-consuming decision will take place regarding each and every idea.
The easiest way to achieve this is to think on the logic according to the users are mostly selected, and then convert this logic to be an automated assignment.
The system supports various automated methods (such as by category, by profile field and more), which you can learn about in this tutorial. Make sure to select the most accurate method for each role.
Once the assignment method is defined, specific users can be assigned based on this screen as explained in this tutorial.
Based on the selected method, users can be assigned on the system level, the tenant level and the campaign level.
Note that in any case of an expectation, user can still be re-assigned manually on the idea level.
The learn how to use auto assignment of Review Committee members, watch the first tutorial of this course, starting min 1:48.
* In case that there is no option to define auto assignment, we recommend activating the smart recommendation feature on relevant roles, so the manual assignment will consider users that have been involved in similar ideas in the past, and therefore more likely will be good candidates.
Auto-transitioning ideas along the workflow.
How do you decide which ideas will be moved to which state? According to what logic?
This logic should be converted to auto transition rules based on criteria like: feedback from the community, evaluation results, specific segmentation, idea value or information and more.
A few examples:
- If an idea receives 'x' votes with a score above 'y,' it moves forward automatically. Conversely, if the score is below 'z' with 't' evaluators, it may close or transition to a specific state.
- If there are less than 'x' comments after 'y' days
- If an idea's required budget is above X, it should be pass an additional gate
The auto-transitions rules can be defined on the subsystem level as explained here.
However, since the rules might need alignment per campaign (due to its topic, audience, expected volumes of ideas and more), these rules can be de-activated and others can be defined on the campaign level by the campaign manager as explained here.
Use AI to get Automated Insights.
Increase efficiency and rely on external resources when evaluating ideas and additional content. Automatically generate and receive AI based insights, feedback and required inputs along the innovation process.
Examples:
- Automated executive summary of the idea's content
- Automated AI-based expert review
- Identify potential implementation challenges
- Identify risks and impact
- Generate security/privacy assessments
- Auto-generated list of keywords based on the idea's content
- And more
2. Create Accurate "Templates"
Creating accurate templates for various processes is an easy strategy for enhancing system functionality and increase efficiency. Templates help standardize processes, reduce duplicated efforts, and ensure consistency across different tasks and projects.
The templates we refer to are the below:
- Customizing the default submission form that will be used as template for every new campaign.
The default should be built in a way that will provide guidance and make sense to the majority of the campaigns.
Consider:- Which fields should be included by default and in what order.
- Which fields should be forced,
- Which fields should be required by default.
- and more.
- Pre-defining flexible fields to be editable by the campaign managers. This will enable customization and adaptability to different requirements and use cases.
Learn more about this capability in this article. - Setting a Default Review Committee/Evaluation criteria that will be a good base to most campaigns.
To change the default Review Committee criteria, please contact your CSM. Please note, the system supports up to 3 sessions. - Cloning past bulk emails.
In case that the email content is similar to an email that was sent in the past, don't start from scratch. Your starting point should be the relevant email that can be cloned and then adjusted.
To do this, switch to the "Emails History" tab, click on the three dots next to the email you want to clone and select "Clone Email."
Learn more about this capability in this article.
3. Enhance In-System Functionality
To maximize efficiency, organizations should focus on conducting as many as possible operations within the system itself. This includes implementing supportive processes such as adoptions, risk management, and periodic updates.
Utilizing system features for confidentiality, private discussions, and generating periodic reports directly within the system streamlines operations and improves data security.
Contact your CSM to consult what else you can do within the Qmarkets system.
4. Enable Focusing on Urgent Tasks
Prioritizing urgent tasks is essential for maintaining productivity and meeting deadlines.
Use the following features to make sure your stakeholders and their managers focus on the most urgent tasks:
- Define different default due date setting mechanism for different tasks
- Set multiple reminder emails to stakeholders
- Set escalation emails when tasks do not progress as expected
- Use the newsletter to send weekly reminders on "what's open"
This ensures that critical tasks receive immediate attention and are addressed promptly.
5. Role-Specific Tracking Pages
Identifying roles that require their own tracking pages enables organizations to effectively manage and monitor specific responsibilities. This enhances accountability, visibility, and performance tracking, leading to improved overall efficiency and effectiveness.
Contact your CSM in order to add role-specific tracking pages.
In conclusion, optimizing workflow efficiency involves a combination of automated processes, streamlined operations, and prioritization of tasks. By implementing these key strategies and features, organizations can enhance system functionality, improve productivity, and achieve better outcomes in today's dynamic business landscape.