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Managing the Digital Office with Form Workflow Plus

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Every office has unsung heroes. These are the diligent staff who make sure printers never run out of paper. Like clockwork, there’s the receptionist who has a steady supply of fresh flowers to greet guests, or the secretary who makes sure stationeries are always on hand. They work in the background and devote efforts toward the smooth running of the office.

Running an office needs uncanny attention to details and anticipating needs. Without a doubt, the number of tasks can often be overwhelming. True to the mantra of working smart, managers need not fret over spreading themselves too thin. Workflow apps can take the burden off of these tasks by automating validation processes. Here are ways a workflow app such as Form Workflow Plus can be an essential tool for the successful office manager:

Break free from repetitive and manual tasks

Robert is in charge of printing business cards in a legal office. They adapted to G Suite for their office apps and this turned out to be a godsend. He created a form for collecting printing requests and plugged this into Form Workflow Plus.

It took him a few minutes to setup the 2-step approval process and saved a lot of man-hours. He used to manually receive, queue up, and archive paper forms. With their switch to digital apps, he got to devote more time towards organizing the office R&R, a committee he also felt passionate about.

Form Workflow Plus is available for a 14-day free trial here.

Track tasks and have a record of approvers for transparency

Beth has worked for almost a decade as the receptionist in a 5-star hotel. She has established a reliable network of suppliers for flower arrangements. In her line of work, bouquets never failed to bring about the welcoming atmosphere.

Beth needed to make sure she’s always on top of the schedule of guests. As these bouquets come at a cost, she used Form Workflow Plus to establish a budget approval tied with the bouquet request and supplier details. Since the add-on tracks requests on a Google Sheet, it’s easy to monitor the queued tasks and supplier contact details.

One feature she likes most is the ability to route requests to different approvers depending on the cost. For her approval workflow, those who stamped their approval were automatically logged on the worksheet for transparency.

Web app for the on-the-go approver

Reese has been in charge of approving office supplies requests for boxes, stationeries, and other small equipment. As a sales representative, though, she needed to be outside the office most of the time to meet with potential customers.

Not wanting to break the supply chain, she set up an approval process using Form Workflow Plus. The add-on includes a web app where she can log on and find all pending requests in a single place. Working with approvals has never been easier as she can set decisions in bulk and be done with the task in a few minutes.

Access a rich Help Center for use cases and FAQs with a dedicated Support Team

We’ve prepared a repository of guides and how-tos to ensure your success with Form Workflow Plus. Search for FAQs and tips to make sure the add-on works for you, here.

If you find yourself in a situation not covered by the Help Center, Form Workflow Plus has a dedicated support via support@wizy.io.

If you’re a manager tasked with jumpstarting office operations after the pandemic lockdown or looking for an app to automate workflows, we got you covered. Book a demo now or sign up for free!

Marko ArcegaManaging the Digital Office with Form Workflow Plus
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Letting Your Business Thrive Amidst COVID-19

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Putting up a business can be both exhilarating and challenging. Consider Maria, who recently organized a team of fitness professionals. She’s fulfilling a life-long dream of spreading the benefits of health and wellness by creating personalized programs for clients. However, Maria’s months of planning was threatened to be shelved when the COVID-19 pandemic hit.

Ever the optimist, her team embarked on moving their operations online. They’ve refocused to bank on the wide reach of the Internet in providing their services. As a G Suite user, make the most of the native apps (Docs, Sheet, Form) by using these to manage your processes. Here are essential tips in making your business thrive in the midst of the COVID-19 pandemic:

Establish your online presence with a regular stream of promotional contents

Take advantage of social media, blogs, vlogs, and newsletters. It helps to plan ahead by scheduling a lineup of contents. In Maria’s case, she created a team of editors and established an approval process for queuing topics for publication. They’ve set to the task of promoting their advocacies paired with activities that can be done at home. These were opportunities to send out offers to potential customers regarding their health and wellness services.

A workflow app such as Form Workflow Plus helped automate their approval process for online contents. Its ease of setup allowed Maria’s team to focus more on fleshing out ideas instead of devoting hours manually managing requests. At the end of the day, the add-on helped track which ideas were approved then queue them for publication.

Form Workflow Plus offers a 14-day free trial. Sign up here.

Reach out with a personal touch

This pandemic has forced people to shy away from crowds and face to face interactions. Take this opportunity to deliver messages of assurance. Highlight how your business can bridge physical and emotional gaps.

For Maria, she emphasized the importance of providing personalized wellness programs. Her newsletters provided practical tips and offered their services via video conference calls.

Engage your potential clients to generate a buzz around your products or services

With the wide range of smartphones and compact cameras, creating personal videos has never been easier. These can be published on social media sites such as Facebook or YouTube to reach a wider audience. Use these channels to create short videos highlighting product features and personal anecdotes.

For Maria, her team prepared 5-minute exercises that were easy to follow. They also prepared a series of chair yoga poses for those working at home.

The next step was to host webinars to promote health and wellness while on lockdown. These sessions paved the way to web-hosted group exercises. To add a personal touch to their customer communications, they used G Merge Plus in sending out invitations. This add-on also helped Maria’s team create personalized certificates of participation for the attendees.

G Merge Plus offers a free trial. You can sign up here.

For Maria’s team, customers began signing up for their personalized programs. Through word of mouth referrals and their quality online contents, Maria’s business was able to survive and even thrive amidst the pandemic.

If you’re a business owner whose operations recently moved to the cloud, Form Workflow Plus and G Merge Plus can help you. Book a demo today:

Marko ArcegaLetting Your Business Thrive Amidst COVID-19
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Managing Contractor Timesheet Approvals with Form Workflow Plus and G Merge Plus

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The global reach of the Internet has allowed for a paradigm shift in the way people work. Service contractors thrive in freelance works as they enjoy the perks of flexible hours and freedom from the four corners of an office cubicle. Dubbed digital nomads, they belong to a pool of multi-talented individuals who can easily adapt to the ever-changing technological landscape.

Managers who supervise these service contractors also face novel challenges. Consider Tom, who founded a company for an online marketplace based in New York. He has outsourced a majority of the development work and website management to John, a service contractor based in Thailand. Besides dealing with the physical distance, Tom has to keep track of timely service delivery. More importantly, Toms needs an accurate means of keeping track of the hours John has put in and invoiced each month.

This is where a workflow app such as Form Workflow Plus can help Tom provide a transparent and automated validation process for John’s timesheet approvals. After installing the add-on from the G Suite marketplace, Tom was able to focus his time and efforts on company growth knowing John is properly compensated. Businesswise, Tom cut costs as there’s no longer a need to buy expensive time management tools. With G Suite, everything can be automated.

Using Form Workflow Plus, here are important tips on how Tom was able to achieve success:

1. Prepare a worksheet for contractors to log the number of hours worked

In line with digitizing processes, managers can use online tools such as Google Sheets for this purpose. This promotes a relationship built on transparency and sets the stage for quick resolution should any dispute arise.

Create a worksheet template which contractors can modify. Here’s a sample:

At the very least, the worksheet should have:

  • Sheet title set to contractor name
  • Use the same template for each month and place in individual sheets
  • Daily logs of hours worked broken down into specific projects
  • Tally of total hours worked with hourly rate factored in

2. Create a Google Form to collect timesheet approval requests

At the end of each month, John submits this timesheet for approval. Create a validation process to ensure accuracy which can include the team leader, area manager, and finance department as reviewers.

An effective form should capture:

  • The contractor name and/or number
  • The inclusive month for the timesheet
  • Email address
  • Link to the digital timesheet
  • Quick overview of total hours worked

3. Setup an approval process to check for accuracy and establish an audit trail

Form Workflow Plus can automate the validation process on your behalf. The following features make the product great at managing workflows:

  • Easy one-time setup
  • Handles multi-step approvals
  • Conditional approvals for routing requests based on specific criteria
  • Web application for managing workflows, users, and billing

Form Workflow Plus has a 14-day free trial. Sign up here.

The form responses above can be collected on a Google Sheet where, in turn, Form Workflow Plus is activated as an add-on. Here’s a sample sheet collecting the above information:

Setting up a workflow is easy! We prepared a guide for you:

4. Use a document and mail merge app to automate invoice creation for approved requests

WIzy’s G Merge Plus is also a Google Sheets add-on that can create personalized invoices based on a template. On top of this, each created document can be emailed out as part of its mail merge feature. This is useful in case the Finance Team or Accounting Department needs to be notified. Here are some of the reasons G Merge Plus would be a perfect complement to timesheet approvals:

  • Works on Google Sheet so it can be activated on the same Form Workflow Plus worksheet
  • Can be set with filters to process rows of data marked “Approved”
  • Automates the merge process by using an invoice template
  • Can be set to send the merged documents as attachments using the mail merge feature
  • Has a drag-n-drop email editor for creating content-rich email templates
  • Try for free! Sign up here.

Read more about G Merge Plus’s features here:

For questions, Form Workflow Plus and G Merge Plus both come with a dedicated support team at support@wizy.io. Set a demo via this link:

Marko ArcegaManaging Contractor Timesheet Approvals with Form Workflow Plus and G Merge Plus
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