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With our community of partners, you can get expert advice and training so you can be up and running in no time!

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Why Process Matters: 8 Steps To WorkflowMax Setup Success

Are you considering setting up WorkflowMax as your job management software? During the WorkflowMax Partner Success Summit, I will be taking you through the setup process, but for now, I’d like to share some insider tricks with you. 

There are eight steps you can take to smooth your installation process – and save yourself some valuable time.

1 – Think about how you do business  

Grab a coffee and mull over your current business processes – and what’s missing. What processes do you use, and are they effective? Are there some obvious aspects you could change? What’s the end result – what reports do you need, what do your invoices and quotes need to look like? Every business is different and yours will have some unique features you need to retain – or see the back of!

2 – Clean up the numbers 

Data is everything, so make sure everything you’ll be using is accurate and up to date.

3 – Plan ahead

Take a look at some of the available features of WorkflowMax and think about how these relate to your business. For instance, 9 out of 10 of our customers use custom fields. At client level, these can give your staff the advantage by recording useful client information – anything from how unfriendly the family pet is to how the marketing manager takes their coffee.  

Another of my favourite features is the job template, which helps you to bring through certain tasks, costs and actions on different types of jobs. Better still, you can tick these off when the tasks have been completed. The features list really is extensive.

4 – Assign responsibility for conversion

One responsible adult. Or a small team. The point here is that having a dedicated staff member or an assigned team to manage the conversion for your company makes life easier. We always find that working directly with the person who knows the state of play eliminates confusion and allows for quick decision making.

5 – Use an IT partner

Investing some time in using an IT partner such as Equation Limited can save hours going around in circles. We have the answers at our fingertips, and believe me, we’ve heard it all before.

6 – Share the dream

It’s your staff who will be entering most of the data into WorkflowMax, so help them to understand the benefits of the change.  Got any change-adverse resisters? Create positivity and help them to understand how it will help the business (and their roles in it).

7 – Take some time  

As tempting as it can be to call us in to set it all up for you, your input really does make a difference.  The more time you can put in yourself, or with a delegated staff member, the more you will get out of your investment. New systems need time to set up and to personalise to your business. Help us to help you!

8 – Keep it simple

This software has a lot to offer, and you don’t need to learn it all at once. We can help you out as you go along, so learn the basics and then go exploring.

So there we have it. Eight simple steps to have you flying through your WorkflowMax installation. Get set up, and it won’t be long before you’re managing your business from your beachside sun lounger.

For a more in-depth look, sign up for the WorkflowMax Partner Success Summit and join me on the 13th of April as I share how to plan and organise a conversion, provide insights into your setting up data, and explain how it all works with Xero. And if you need a hand in the meantime, just get in touch with our team at Equation – we’d love to hear from you!


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Nicole Elvy
Director at Equation, Nicole has worked alongside many Accountants and Christchurch/Canterbury businesses since 2006, installing and implementing systems such as MYOB and more recently Cloud based systems such as Xero, WorkflowMax and Unleashed Software. With qualifications in Accounting and Adult Teaching, she has a great understanding of the core elements required implement a system for customers’ needs. When she’s not working she loves spending time with her family and on the odd occasion she will sneak away on a bike race.

Nicole Elvy