Making Your Processes Work For You

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Replace the Mess of Paper, Spreadsheets & Emails. Integrate, Automate & Simplify Your Processes. 

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How WorkOptima Makes It Better

Clear processes improve efficiency. They reduce errors and allow your people to focus on getting work done.
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Get More Work Done

Efficient processes reduce waste 
and require less effort to complete.

Improve efficiency and optimization through best in class processes, digital transformation and automation
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Depend On The Results

Onscreen guidance and structured workflows ensure that everyone knows what to do. 

Be as flexible as necessary, but know your results are consistent
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Scale Your Business

To operate at scale requires that everyone adheres to the same process. 
 
Decision makers gain clear visibility into the operations to make data driven, business decisions. 
Help your users be more efficient, reduce errors

Help Your Users Be More Efficient. Reduce The Cost Of Errors And Get More Done

Streamline your processes. Automate where appropriate and leverage people where thinking is required. Be efficient and effective. 

By following the onscreen guidance and adhering to the process, work items get done quickly and accurately, in accordance to your best practices. Results are predictable and outcomes are consistent.

Its about getting more done while reducing risk and knowing that everyone is doing what you expect.

Easily Implement Your Processes and Workflows

Visually design the process flow. Document the steps, and capture the required data. 

With user web forms, databases, mobile support, spreadsheets and email you are able to read, write and capture all information required to build a highly functional business specific process. Help your users to become more efficient. 

It is about saving time and getting more done.
Easily implement your processes and workflows
If you need an easy to use and effective document imaging solution, WorkOptima delivers

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Too many loose ends Tracking everything and staying on top of all tasks is too time and labor intensive. 

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Are you overwhelmed by all our spreadsheets and emails?. The effort required to monitor and know what is going is eliminated with WorkOptima
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Too busy to make a change?. WorkOptima brings efficiency improvements. Save costs and reduce effort. Don't wait.

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See Our Thinking

Our goal is to help improve the operational efficiency of your people. 
Organizations that depend on best in class processes are more profitable.
By Colin Ruskin 08 Dec, 2020
The software procurement process is broken I recently came across a blog describing how companies buy software. This is something I am certain many of us are familiar with. Traditional advice goes something along the lines of; Have each department involved and create a formal understanding of the business requirements. Thereafter collate all these needs and generate a formal procurement document. These documents are then sent to various vendors who get to answer these questions as best as possible and unsurprisingly almost nobody ever marks the not possible box. Thereafter the shortlisted vendors are selected and they get to typically present an on-site demonstration of the product. Unsurprisingly this demo is often again feature / function oriented. This process in my opinion is fraught with problems and delivers sub-optimal results for everybody concerned. Here is why?; The question and answer format does not provide any basis for evaluating HOW something actually occurs within the software being reviewed. For example “Can your product do XYZ?”, the answer will always be yes. But the real issue is how do es the product perform this and what steps are required and what are the limitations etc?. The people buying the software typically frame and base their questions from an existing point of reference. For instance in the system they are currently using they have to do XYZ and are therefore asking questions of the vendor around something that might not be required or might not really matter in a future state, but is highly relevant from the current reference point. For the future software does things differently, therefore they never need to “press the any key”, so why ask about it? The implementation cycle and effort to get started with the new software being reviewed is never really understood. Typically this is a result of the vendor under-estimating the complexity or over-estimating and being fearful that they will be disqualified. Likewise the client who has a more fully formed understanding of what is actually required always tends to view the project as simpler than it often is. This of course leads to the dreaded time and materials model which almost always results in costs escalating way beyond the original expectation. So the question is, can this procurement model be improved upon and how might we do so? In my experience very definitely yes and the best procurement scenarios, as a vendor, that I have been part of worked like this; Rather than ask thousands of feature function questions, have your departments and analysts write up several end to end processes that you would like to see modelled. Focus For example; a. Onboard a new driver starting with X and ending with Y. b. Place a freight order assign the truck and dispatch the load. c. Resolve a complaint from a driver when wages were incorrectly applied. The Idea here is to describe the typical things that you would like and need the system to deal with, on a day to day basis. Focus on the process description rather than the how. Take your time and try and consider all elements of this process. The more descriptive the better. Once these use cases have been developed, share these scenarios with interested vendors and explain how the procurement process will be conducted and what you expect; We would expect a demonstration of these scenarios be performed not features and functions, you of course get to use the features and functions to show the process in action. Ask for rough ball park pricing, but note that this is not firm and they will have time to firm pricing post demo. You are doing this step just to weed out a few vendors that might be way over budget no matter how good they might be. Affordability will matter at some point. Conduct the demo days; Watch as the scenarios are walked through by the vendor. Watch carefully for the number of clicks, “hand stands” and “shuffles” required by the system to complete the prescribed scenarios. Throw a few curve balls into the mix once you have seen the complete scenario implemented end to end the first time. Do not mix curve ball changes in until you have at least seen the first clean pass. Again understand carefully the “hand stands”, “shuffles”, and clicks required to accommodate the curve balls. If there is merit or the procurement rules allow, have the vendor back if necessary. Perhaps on the second attempt they might have a closer working model. At this point it should be very clear to you as the customer what the differences and capabilities are between the various offerings as well as a much better understanding by the vendors as to what you are expecting. Allow the vendors to firm up pricing including implementation for the described processes outlined prior (this should be the basis of the contract terms) More processes might require more service hours but likely in order to implement the key critical process flows that were the subject of the demo and RFP items a lot of other ground work will have had to be completed so there should be less contract variability. Now contract and implement those aspects and processes as the initial deliverables, so that You are able to achieve some specific objectives for a measurable budget and effort. There should be a much reduced gap in vendor client expectations and therefore a smoother project implementation. What I have attempted to share, is hopefully a usable outline for what I would consider to be a more practical guide to better software procurement. A way to address features/functions and demo failures and to get a much more practical understanding of how the software will actually work and at the same time reducing some variability on service hour and overall project costs.
Endless follow-ups, poor tracking and limited visibility.
By Colin Ruskin 02 Dec, 2019
Email and spreadhseets, while pervasive as sub-optimal. They result in endless follow-ups, poor tracking and limited visibility.
By Colin Ruskin 25 Nov, 2019
Everyday hundreds of transactions are processed through your TMW systems, whether TruckMate or TMWSuite. You’ve configured what KPI’s and events matter, and the DAWG constantly reviews your databases for appropriate transactions. When it finds and appropriate rule, the system will send an automated email alert to the designated people so that action can be taken. These email alerts signal that someone needs to provide guidance. That something requires people to intervene. Dutifully these requests are emailed out, to get taken care of. Have you considered; Who is assigned to deal with the issue? Who is accountable? Are you sure that they are paying attention and will treat the item with the priority required? Will all the people deal with the issue in the same consistent way? Do you have to send the email to a whole group to make sure that at least someone dealt with the issue? Does everyone then have to chase everyone else around to make sure it is done? Is it ever actually fully completed? Would you know? What are they doing? Is there a way to check if it is a longer running series of activities? Did they follow the procedures? Does everyone know the procedures? Can we track these tasks? Did we drop the ball? What is the cost to rework? What are the consequences failure?. A lost customer, a contractual breach, exposure to liability? Clearly using email to manage these activities is not an ideal solution for the reasons above and more. Email is not workflow. With WorkOptima, that same email is used to start the process, so no changes to any existing systems is needed. But rather than ending up buried in an already full email box somewhere, WorkOptima receives the email message, assigns it to the correct process and initiates the appropriate workflow that you have assigned. This way; The issue becomes instantly visible to everyone, nothing is potentially overlooked. We can track it to conclusion. Appropriate and vetted workflow steps are applied to ensure accurate and consistent outcomes, The assigned people are notified and the service levels ensure that it gets dealt with according to schedule, The workflow enforces accountability. It allows reporting and ensures that the process is consistently applied. Avoid liability and post-event drama, At the end of the process, the steps and decisions taken are known and archived as an audit trail for both follow up and future process improvement. And WorkOptima is easy and simple to use, and it requires no changes to your existing systems! Handling emails, DAWGs and exceptions; Better, faster, at lower cost, more reliably with visibility and oversight. What's not to like?
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Making Your 
Processes Work 
For You

Gain Efficiency

Integrate, Automate
& Simplify

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Help your users be more efficient, reduce errors

Help Your Users Be More Efficient. Reduce The Cost Of Errors And Get More Done

Streamline your processes. Automate where appropriate and leverage people where thinking is required. Be efficient and effective. 

By following the onscreen guidance and adhering to the process, work items get done quickly and accurately, in accordance to your best practices. Results are predictable and outcomes are consistent.

Its about reducing risk, operating at scale and knowing that everyone is doing what you expect.
“We needed an easy to use and effective document imaging solution, WorkOptima delivered"

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Employee Orientation was time  and labor intensive. Did we do all the steps & fill out all the forms? Now it is simple, structured and always consistent”
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“We were overwhelmed by all our spreadsheets and emails. The effort required to monitor and know what was going on was killing us"
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“We thought we were too busy to make a change. Funny once we did we started to really see efficiency improvements. Wished we made the change sooner”
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