Introduction
Task automation is an unavoidable step to effective process management, which allows for agile response time, optimizing the organization’s performance.
Qflow offers 5 automated task delegation rules to facilitate its implementation. You can learn more about them and how to implement them in the article: Automated task assignment with Qflow. Below, we’ll focus on the usage of automated task delegation rules based on the number of tasks assigned to the user.
Assign tasks automatically to the user with the least tasks
With the aim of shortening task response time, Qflow introduces two automated delegation rules focused on users with the least tasks assigned. By using them, we ensure that task response isn’t excessively assigned to some users, benefiting from the time users with the least pending tasks have left.
Let’s get to know these alternatives in great detail:
User with the least tasks
As we elaborated in the previously quoted article, Automated task assignment with Qflow; when designing a process workflow with Qflow, it is necessary to define its roles. At the same time, each role will correspond to one or more users within the organization, who will receive the tasks associated with the role they partake in and will be in charge of responding to them.
When defining each role, it is possible to select the automated delegation rule that we wish to associate with it. For the least tasks rule, its implementation will result in the assignation of the tasks to the role member with the least amount of tasks to respond to in the given time.
The least pending tasks, the more time the user has available to evaluate new tasks, guaranteeing a quick answer that streamlines the process.
User with the least tasks for template
This rule works in a similar way to the previous one, with the peculiarity of making the assigned user’s selection even more specific.
Instead of identifying the user with the least tasks in general, the rule seeks the person within the role with the least tasks assigned for the process template. For example, if we are managing a Purchase Request process, Qflow will send the task to respond to the role member with the least purchase approvals pending at the time.
The intention behind more detailed criteria to choose the ideal user assigned to the task, is to segment the responses by process template, considering that a user can have pending tasks for a template and still be available to respond to a different template’s tasks. If we go back to the previous example, a user managing various Vacation Requests who needs to consider other days off granted and the substitute availability before approving it, won’t be chosen by the User with least tasks rule to respond to a Purchase Request task. However, by selecting the User with the least tasks for template rule, the task will be assigned to this user, who will be able to approve the purchase quickly, making good use of its time while his remaining tasks await external factors to be approved.
Use cases
Now let’s see some scenarios in which an organization’s process management would benefit from implementing these rules.
Work teams where many users can receive the same task
In cases where every work team member can be assigned to respond to the same task, addressing new tasks to the user with the least number of pending tasks is an easy way to streamline the workflow.
For example, in an HR team in charge of the Recruitment and selection process, sending the “Assess CV” task to the user with the least tasks assigned, allows for fast recognition of the qualified candidates, as well as those who failed to present the necessary information; moving on quickly to a request of additional information or an interview step.
Help Desk request
One of the roles with a bigger demand for response speed in an organization is Help Desk. In times of remote work and constant technology updates, it is necessary to have a department in charge of giving agile advice to any questions or problems that may come up for members of the organization and clients.
To guarantee a fast response, implementing automated delegation rules based on task load ensures the identification of the Help Desk role member available to answer effectively. This not only helps the initiating user get a quick solution but also gives the assigned member a workload that allows them to focus on each task with the required dedication.
Commercial contact request
The response speed is also essential when recruiting potential new clients. That is why commercial contact requests must be handled dynamically, seeing each request as an opportunity for the company’s growth.
Once again, the automated delegation rules previously detailed are of great help for managing this kind of process. When applied to the commercial team role within a contact request workflow, the organization can focus on giving a customized and agile response for each initiating user that shows an interest in becoming part of the customer base. An effective management of commercial contact processes highlights professionalism and the company’s commitment, which can set it apart from competing organizations.
Conclusion
The use of automated delegation rules that take a user’s workload into consideration before assigning a task, highlights one of the most important assets for effective process management: time.
By making good use of the time each member of the organization dedicates to responding tasks, every started process goes through each of its steps dynamically, satisfying both the clients and the organization’s needs.
Try Qflow today and boost your processes with automated and effective task assignments.
