- Heads of departments and general managers
- Bitrix24 clients, both new and existing
- Bitrix24 partners
Introduction
If you're a department head or general manager, consider these questions:
- How many tasks is your team currently working on?
- How many of those tasks are "typical" or "repetitive," and how well do you manage them?
- If someone on your team misses a deadline, what's the underlying reason?
If you struggle to answer these questions, Bitrix24 Flows can help. Let's take a typical department—legal, marketing, web development, etc. These departments often deal with numerous incoming requests daily. Without proper management, this can lead to chaos, making it hard to track who is doing what and why.
The biggest risk is not knowing the root cause of inefficiencies, whether it's an uneven workload, too many tasks, or individual performance issues. This is where Bitrix24 Flows come in.
What Are Bitrix24 Flows?
Bitrix24 Flows is a simple and convenient task management tool. They allow you to:
- Combine tasks of the same type
- Distribute tasks evenly among team members
- Track deadlines, task status, and task position in a queue
Flows also simplify task assignment, as the system can automatically choose the assignee for you.
Key Benefits of Bitrix24 Flows
Using Bitrix24 Flows allows you to:
- Eliminate chaos and bring order to your task management process
- Easily set up without any technical skills
- Gain a clear picture of department and employee workload
- Identify bottlenecks and inefficiencies in real-time
- Regulate incoming task flow, manually or automatically
- Provide concrete workload data for any department
Identifying Bottlenecks
Flows in Bitrix24 enable you to evaluate the efficiency of a department and identify potential issues based on data rather than guesswork.
Examples of Routine Operations
Here are some typical tasks that can benefit from optimization:
- Document creation, audit, and approval (legal department)
- Visual assets for marketing (graphic designers)
- Website improvements and maintenance (web development department)
- Purchasing material supplies (supply department)
- Monetary compensation for business trip expenses (accounting department)
Creating Your First Flow in Bitrix24
Step 1: Creating a Flow
1. Click on the "NEW FLOW" button and complete the fields:
- **Name**: Documents approval
- **Description**: Approval and audit of various legal documents, including sales contracts, service agreements, etc.
2. Decide who can add tasks to the flow and set the planned task completion time.
3. Enable or disable the "Skip holidays and weekends" option as needed.
Step 2: Setting Flow Preferences
1. Add team members to the flow and choose how tasks will be assigned (queue or manually).
2. Adjust additional options like allowing assignees to change deadlines, enabling halfway point alerts, and submitting tasks for approval.
3. Link the flow to an ongoing project if applicable.
4. Enable the "Only create tasks using template" option for simplicity.
Step 3: Create Task Template
Task templates help avoid unnecessary questions and streamline the process. For example:
- Contract name: …
- Buyer: …
- Amount: …
- Period: …
- Additional information:
- Attach the contract in DOCX format:
Step 4: Final Settings
1. Set the flow owner and administrator.
2. Configure notifications for pending tasks, tasks in progress, and efficiency drops.
BI Analytics — COMING SOON!
Access to BI analytics will allow you to analyze department workloads and assess team performance.
User Benefits
* All Employees
- Easier task creation with templates
- Automatic assignment and deadline setting
* Task Assignees
- Easier management of incoming tasks
- Ability to pick pending tasks upon completion of current tasks
* Heads of Departments/Workgroups
- Quick access to workload and efficiency data
* General Managers
- Transparency and data-driven decision-making
Bitrix24 Flows are a powerful tool for managing routine operations and tasks, identifying bottlenecks, and taking action before problems arise. Try creating your first flow now to see it in action!
By implementing Bitrix24 Flows, you can bring order to chaotic processes, improve efficiency, and make data-driven decisions. If you have any questions or need assistance, please contact our technical support.
