At the management meeting, someone asks: “What’s the status of that major client’s complaint?” Silence. Someone searches through emails, someone else makes a phone call, and an answer is expected the next day. The workflow system provides a solution to precisely this silence: the status of every process is visible on a single screen, in real time. BürOffice’s workflow system manages processes, documents, and their associated data on a single platform, so the answer to the question arrives immediately, not the next day.
Below, we’ll walk through what the workflow system can do in practice and what benefits it has brought to companies that have already implemented it.
A workflow system—also known as a BPM system, or business process management system—brings a company’s recurring processes into the digital realm. It defines who assigns a task to whom, by what deadline, with what documents, and through which decision points. The system monitors deadlines, issues alerts when necessary, and escalates issues.
The key point is simple: the process doesn’t exist in colleagues’ heads or in their inboxes—it exists within the system. This way, work doesn’t come to a halt even when someone goes on vacation, and managers don’t have to guess—they see the facts.
The heart of the BürOffice Process subsystem is its advanced workflow engine. Process automation here is not cookie-cutter: in addition to standard processes, you can build completely custom business processes, and the rules adapt to changing needs.
The volume of work fluctuates. In BürOffice, you can therefore continuously reallocate how many colleagues work on each work queue. If the number of complaints spikes, you can redirect resources to where they’re needed most with just two clicks.
The system accurately tracks how much time each person spends on each task. With the built-in chat feature, colleagues can coordinate while working on a task, and all messages are saved—nothing gets lost in separate email threads.
If an approver does not respond in time, the system escalates the task. This way, deadline delays are identified not after the fact, but before the client even notices.
Most workflow systems move tasks around, while documents travel alongside them as attachments. In BürOffice, the two are one: the document carries the task, the deadline, and the person responsible. During the process, the system also generates documents—from approved, versioned templates, automatically populated with data from line-of-business systems. A notification or a contract is thus created not by typing, but with a single click.
All communication related to the case—emails, portal messages, and phone notes—is also visible in one place, regardless of the communication channel. Colleagues no longer talk past each other in endless email exchanges.
Automating business processes begins with an assessment: together, we map out how teams currently work and identify where the bottlenecks are. Next, we migrate the processes to BürOffice, colleagues go through training, and then the system goes live. The rollout can also be phased: one process at a time, followed by the rest. This way, day-to-day operations continue uninterrupted, and the first results are visible within weeks.
One of our partners had a team handling a high volume of customer service requests that felt it had reached its performance ceiling, even as the workload continued to grow. Management couldn’t identify which employees were performing exceptionally well and which ones needed support or further training.
BürOffice’s KPI reports clearly showed each employee’s performance. Everyone trusted the data, so a performance-based pay system was developed based on it. The result: the team’s overall performance skyrocketed, increasing by more than 50%. In this case, enterprise-level process automation did not lead to layoffs, but rather to a transparent, measurable, and fair work environment.
Office process automation targets everyday, often invisible tasks: filing, approvals, document generation, and outgoing correspondence. Back-office automation really pays off where employees switch back and forth between multiple systems. In BürOffice, users work on a single interface, switch to other systems with a single click, and the data they’re looking for opens automatically. At one customer service center, a phone call that previously took 15 minutes was reduced to about 5 minutes.
A business process management system is truly valuable to companies when executives receive not just post-event reports, but a real-time view. The BürOffice dashboard displays the status of processes, the workload on task queues, and trends—allowing potential problems to be identified before they occur. KPI reports reveal who is performing well and how, while the analytics interfaces enable you to run more in-depth analyses.
There are three signs that indicate a company has outgrown relying on email. The first: managers can’t say where tasks stand—the answer to status questions is always “I’ll look into it.” The second: the workload is increasing, but it’s unclear who has capacity and who is overloaded. The third: the same mistakes keep happening because the process exists in colleagues’ heads, not in the system.
If two of these three sound familiar, implementing a workflow system isn’t a matter of convenience—it’s a prerequisite for growth. The good news: you don’t have to digitize everything at once—you can start with a single process, and the first results will be visible within weeks.
The workflow engine operates using flexible rules, and processes can be adapted as business needs change. The goal is precisely for the process owner to maintain control over their own area.
Yes. Reality is rarely straightforward, which is why BürOffice supports not only standard processes but also unique cases and project-based work involving multiple participants.
BürOffice integrates seamlessly into your existing environment, so the first process can go live in as little as a few weeks. Additional processes are rolled out on a scheduled basis, without interrupting daily operations.
A Windows or Linux server, typically with 16 GB of RAM. Oracle, MS SQL Server, or the free PostgreSQL are all suitable database options, so you generally won't need to purchase new licenses.
The best way to assess what a workflow system could do for you is to see your own processes in action within it. Request a demo, and using a specific process—such as an approval or a complaint—we’ll show you how your team would work within the BürOffice workflow system.
Lower costs.
Transparent operation.
Excellent CX.