What is a request for approval?

First, we will review the role that a request for approval plays and the types of situations in which it is used.

The Role of Approval Documents

An "Ringi-sho" is a document used in the process of obtaining approval for matters that cannot be decided solely by one's own authority. A document describing the matter to be approved is prepared and circulated to upper management. The document is then circulated to upper management, and each person in charge of the matter who has the authority gives their seal of approval.

Generally, a request for approval is conducted to approve matters at a lower level than matters to be decided at a meeting. Approval by a circular allows the number of items on the agenda to be narrowed down when a meeting is held. In addition, although Kessan is sometimes used synonymously with Ringi-sho, strictly speaking, Ringi-sho refers to approval from multiple people, while Kessan means direct approval from a position holder.

Examples where a request for approval is required

Examples of items that are approved by a circular decision include the following.

• Signing a contract with an outside business

When entering into a contract with a new vendor mainly, the reasons why the vendor is appropriate as a business partner, its reliability, and the benefits of the contract are described.

• Purchase of office supplies and equipment

Necessity of the purchase, the type and number of items to be purchased and the rationale for the purchase, and details of the items to be purchased.

• Application for business trip

Describe the reason for the business trip, the destination of the business trip, the nature and duration of the work to be performed at the destination, etc.

• Application for business entertainment, expenses for holding various events, etc.

Describe the reason for the expense application, the cost and its basis, and the date, time, and place of the event.

• Request for approval for staff recruitment and hiring

Describe the reason for hiring, details of the candidate (his/her attributes and characteristics as a human resource), the period of hiring, the department to be hired, and the cost.

Problems with inefficient internal approval processes

The following issues can be found in internal approval requests using paper-based approval forms.

• Time lag from application to approval

When paper-based approval forms are used, physical circulation is required. Since it goes through the hands of multiple people with authority, it inevitably takes time to reach a final conclusion. Especially in the absence of the approver, the approval process tends to be delayed.

On the side of the approver, the application must be submitted with the expectation of the time it will take to be approved. For time-sensitive approvals such as contract requests for approval, lost time entails the risk of losing business opportunities.

• Time-consuming and costly

Costs are incurred at each stage of the approval process, including the preparation of documents, paperwork such as document circulation, and the management of accepted requests for approval.

• Does not match diverse work styles

Approval requests that turn in documents are more difficult to handle outside the office. If there are multiple small-scale offices, such as satellite offices, they must be mailed to each of them. In addition, teleworkers who work from their own homes may not be able to submit requests for approval in the first place.

What is the computerization of approval requests and approvals

In many cases, electronic approval is considered to solve the problems caused by paper approval documents. Digitization of approval requests means converting the application forms into data and conducting the workflow of application and approval online.

The main methods of digitization include the following.

• Individual response: Create approval forms in Word or Excel, and exchange them via e-mail or messages
• In-house correspondence: Use existing tools such as in-house portal, groupware, and internal bulletin board to communicate
• Use of external services: Use of electronic approval and signature services
• Comprehensive digitization: Introduce a workflow system

Advantages and importance of digitization of requests for approval

The benefits and business importance of digitizing approvals will be explained.

• Accelerate the flow from application to approval

The application-to-approval flow is shortened because there is no longer a need to physically view the documents. Shorter waiting time for approval avoids business delays and speeds up contract signing. Visualization also avoids confusion in the flow and the omission of approvers.

• Cost reduction effect by paperless system

Document management costs, such as paper and printing costs, clerical labor costs, and storage management costs, can be reduced.

• Reinforcement of internal control

Approvals are carried out through regular channels in accordance with the company's internal rules, thereby preventing fraudulent activities.

• Easier recall of past data through search

Since the history of approval requests can be easily viewed, the company can be fully prepared for external audits.

• Can accommodate diverse work styles, including telework

Since the approval process can be viewed and processed from any location, it can be adapted to various work styles, such as telework, work location, and satellite office.

Causes of inefficient electronic approval requests

The following are some of the reasons why electronic approval procedures are not progressing well.

• Current approval flow is not reviewed and confirmed

In some cases, the flow of application forms and approval flows are not organized and understood for each request for approval, making it difficult to start digitization. If the digitization process is pushed forward without organization and understanding, inefficient areas will not be improved, and the operation may stumble.

• Current approval flow is too complicated to be digitized by the system

Many companies are faced with the problem that their current approval flow is too complicated, and they need to review new flows and create new rules in order to achieve this with a system. If significant improvement is a prerequisite, it becomes difficult to implement a workflow system.

• Insufficient awareness of the introduction of the system

For example, even after the system is introduced, if some employees stick to the traditional approval method and still apply by paper, it will be difficult to maintain internal leadership. If awareness is not changed, and checking of e-mails and messages is delayed, the approval process will eventually take time, and it will be difficult to achieve greater efficiency.

• Insufficient preparation for introduction

Lack of preparation for implementation, including the organization of application forms, may make it take time to unify the system for computerization.

• Concerns about introduction and operation costs

In digitization, there may be problems such as the inability to proceed with the introduction due to the high cost burden, or the time and cost required for operation.

Introduction of a workflow system to realize the computerization of requests for approval

Basically, a workflow system has a function to prevent overlooking by alerts and a function to circulate items in order according to the flow, which makes it possible to proceed smoothly with the computerization of requests for approval. Furthermore, when actually digitizing requests for approval, it is important to select a system that is easy to use and meets the needs of your company.

The following are some of the key points in selecting a workflow system required to achieve the computerization of approval requests.

• Anyone can easily operate and manage the system

A system that requires highly specialized knowledge will present a high hurdle for implementation and operation. If the screen specifications are simple and intuitive, anyone can easily operate and manage the system.

• Flexible enough to handle complex workflows

The biggest challenge for Japanese companies is complex workflows that vary from company to company. The ideal system would be one that can be automated while following current flows and rules. Such a workflow system can be implemented even in the aforementioned case of "the current approval flow is too complex to be digitized by the system.

• Visual similar to paper applications

In order for employees to use the system without discomfort or resistance, it is important that the visual appearance of the application forms be similar to that of familiar paper forms. It is necessary to confirm that the system can be freely designed to match the application forms used by each company.

• Easy to add application documents

The ability to easily add or modify application forms as necessary reduces the burden on those making the application, and also makes it easier to respond to changes in the flow due to changing circumstances.

• Granting of access privileges

It is very important from the perspective of security management to grant access privileges only to necessary employees to check the contents of each request for approval and the status of response. If access privileges can be freely set, it will be possible to respond to each request for approval.

• Functions can be expanded according to corporate needs

The system must be flexible in terms of the functions it provides, and it must be possible to set access privileges, personnel transfers, organizational restructuring, etc., in response to corporate needs.

Not only in the case of a new system, but also in the case of an existing system that does not match your company's needs, it is necessary to understand which problems exist based on these points and introduce a system that can solve them.

For specific examples and functions of workflow systems that enable the computerization of requests for approval, please see "If you are considering the systemization of requests for approval! Specific examples and functions explained".

To proceed with e-approval requests

There are many issues with paper-based approval requests that hinder the speeding up of corporate activities. While the computerization of requests for approval is expected to solve these problems, what is important is the method used for electronic approval. It is necessary not only to digitize but also to make it easy to use within the company and to facilitate the operation of the system.

ArielAirOne" has the advantage of being easy to operate and manage without special programming skills. Another important factor directly related to ease of use is the ability to flexibly adapt to the complex workflows unique to Japanese companies. Please take a look at our introductory materials.

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