Do your employees lose valuable time every day due to manual approval processes and unclear responsibilities? Inefficient processes not only cost companies money — in a data-sensitive world, they also pose a serious security risk. Many companies are looking for a solution for process optimization and overlook the decisive factor: verifiable security and seamless compliance.
In this article, you will learn what hidden costs manual processes cause, what modern workflow automation actually does — and what is really important with GDPR and ISO 27001.
TL; DR: According to McKinsey Global Institute, knowledge workers spend an average of 1.8 hours a day searching for information and documents. Modern workflow systems can significantly reduce this loss — provided that the system meets GDPR requirements, is ISO 27001 certified and guarantees a German server location. These three criteria are not negotiable for German SMEs.
The hidden costs of manual processes in business process management
According to a study by McKinsey Global Institute, knowledge workers spend on average 1.8 hours per day — around 9.3 hours a week — searching for and compiling information (McKinsey Global Institute, 2023). That equates to almost one full working day per week that is lost. In smaller companies, where every capacity counts, this is not an abstract number — these are projects that are not being completed, customers that are waiting, opportunities that are missed.
What many people are not aware of is that what looks like a free solution — emails, Excel lists, oral agreements — quickly turns out to be an expensive brake. And as a security risk.
Time wasters and productivity killers
The most common time traps are known. Yet many companies significantly underestimate their cumulative effect.
- Information search: If you search, you don't work. Almost two hours a day are lost just finding documents.
- Status queries: Inquiries about the processing status interrupt concentrated work — for questioners and respondents.
- Media breaks: If you manually transfer data between systems, you risk errors and lose time.
- Release status: Documents that disappear into mailboxes block entire process chains.
- Rework: Incorrect entries cost twice — once for errors, once for corrections.
Human risk factor
Human error is not a failure of individual employees. They are the predictable result of faulty systems. A number twister in an invoice number, an email in the wrong inbox, an accidentally deleted line — that's what happens. Everywhere, every day. In manual processes, there are no mechanisms that catch such errors in time. That is the real problem.
Compliance gaps with consequences
The biggest threat lies in the area of compliance. Unstructured processes make it virtually impossible to fully meet the requirements of the GDPR. Who can access which personal data and when? When will data be deleted after the deadlines have expired? Manual processes do not provide reliable answers — and in the event of an official audit, this can be significantly expensive.
Workflow automation: What modern systems really do
According to recent surveys, employees appreciate that automating repetitive tasks gives them up to 240 hours per year could save — around six working weeks (Quixy Automation Report, 2025). That is not a theoretical number. That is time that is once again available for value-adding tasks. A modern workflow system acts as a central nervous system for your operational processes: It defines clear rules, automatically assigns tasks and documents every step.
Crucial here: Automation not only solves an efficiency problem. It creates reliability — for employees, managers and auditors alike.
Concretely increase productivity
Automated processes eliminate typical bottlenecks. A vacation request is no longer on a desk. An invoice does not disappear in the e-mail inbox. What happens instead:
- Automatic task assignment: The system automatically forwards processes to the right people.
- Smart reminders: Deadlines are monitored and stakeholders are informed in good time.
- Parallel processing: Several process steps run simultaneously — instead of waiting one after the other.
- Real-Time Visibility: The current status is visible to all participants at any time.
Shorter turnaround times. Fewer inquiries. And employees who have time again for what they were hired for.
Systematically eliminate errors
Standardised forms ensure that all necessary information is complete and in the correct format right from the start. Validation rules prevent incorrect entries directly — before they propagate through the process. Because all participants work with the same, always up-to-date data instead of with different Excel versions that circulate via e-mail, the error rate is measurably reduced.
Each step is logged. This creates traceability. And trust.
Standardization as a basis
A clear workflow definition is the key to successful automation. Anyone who describes process steps, responsibilities and decision points precisely creates a binding framework for all parties involved. New employees find their way around more quickly. Knowledge stays in the company — even when individuals leave the team.
Safety criteria: What really matters when choosing
In 2024, European data protection authorities imposed GDPR fines of 1.2 billion euros — German authorities alone issued 266 administrative fines (DLA Piper GDPR Fines Report, 2025). For German SMEs, this means that security and compliance are not optional features. They are a basic requirement. Anyone who introduces a workflow system while neglecting the issue of data protection is trading one risk for another.
GDPR compliance: More than a promise
GDPR compliance is legally mandatory for every company in the EU. But what does that actually mean for workflow software? Real compliance goes far beyond a checkbox on a website. It requires technical and organizational measures (TOMs), which the software must actively support:
- A legally secure Order processing contract (AV contract) in accordance with Art. 28 GDPR
- A detailed Rights and role concept, which implements data economy and earmarking
- Logged access tracking
- The ability to delete data in due time upon request
If one of these points is missing, there is no compliance — no matter what the provider writes on its website.
As a project funded by the European Commission underlines, automating compliance processes is a key factor in keeping the data protection burden for SMEs manageable and meeting GDPR requirements in the long term.
ISO 27001: The gold standard for information security
While the GDPR regulates the handling of personal data, ISO 27001 continues. The standard is the internationally recognized standard for an information security management system (ISMS). Important: Certification is not a one-time event. It is regularly reviewed by independent auditors.
What does that mean for you? An ISO 27001-certified provider has demonstrably implemented processes to systematically protect the confidentiality, integrity and availability of all information — technically (firewalls, encryption) and organizationally (employee training, emergency plans). In Germany, safety-conscious organizations are also guided by the BSI IT Basic Protection Compendium, which is closely based on ISO 27001.
In short, ISO 27001 is the most objective proof that a provider takes security seriously. Not a marketing statement, but a certified certificate.
Server location in Germany: Why this is crucial
The physical location of the servers determines which rights your data is subject to. German servers are subject to GDPR and BDSG — and therefore offer legal security that US providers cannot guarantee to the same extent.
Under certain circumstances, the so-called Cloud Act allows US authorities to access data stored by American companies — even if the physical servers are located outside the USA. For a German company that processes sensitive business and customer data, this is a risk that cannot be discussed away. Choosing a provider with exclusively German data centers is therefore not a question of personal taste. It is a necessary measure to maintain full control over your own data.
Practical areas of application in everyday business life
Abstract benefits only become tangible when they are transferred to concrete everyday situations. Approval processes, employee onboarding and invoice approval are three areas in which digital process solutions make immediately noticeable differences — and where manual processes fail particularly frequently.
Approval processes alone tie up a disproportionate amount of management capacity in many SMEs. Anyone who digitizes this area not only gains time — they also gain transparency and traceability, which can provide information in an emergency.
Example 1: Automated Approval Workflows
Vacation application, travel expense report, procurement request — approval processes are the biggest bottleneck in many SMEs. An employee fills out a form and forwards it. And wait. Sometimes days. Sometimes it is forgotten.
With an automated workflow, this is fundamentally changing. The employee fills out a standardized online form. The system automatically forwards the request to the responsible supervisor. This approves or rejects with one click. If approved, the process continues immediately — automatically, documented, comprehensible for everyone. The employee sees the status at any time.
The result: no lost documents, no flood of emails, transparent process chains.
Example 2: Structured employee onboarding
A new employee starts — and IT hasn't ordered a laptop yet. The HR department doesn't know anything about an induction plan. The supervisor asks himself who is responsible for what. Sound like a side issue? In practice, this is one of the most common points of friction in a first employment relationship.
Structured workflows solve this systematically: As soon as a hiring is confirmed, IT, HR and the specialist department automatically receive their respective tasks with clear deadlines. The supervisor can see at a glance what has been done and where the problems are. Everything is ready on the first day of work. It's not a luxury — it's professional onboarding.
Example 3: Invoice approval and financial processes
The benefits are particularly obvious in the financial sector. Manual invoice verification regularly results in late payments, missed discount periods or — in the worst case — double payments. An automated approval process assigns incoming invoices to the right approver in accordance with defined rules. Budgets are checked, orders are reconciled, and compliance documentation in accordance with GoBD is ensured.
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The right choice: How to find the right system
The market for workflow solutions is large and confusing. Many providers promise a lot — and deliver little when it comes to crucial questions. The right system for a German SME is not the one with the most features. It's the one with the most solid foundation of security, compliance, and support.
What questions should you ask a potential provider? And where does the wheat separate from the chaff?
Open Source vs. Professional Solution
Open source systems look attractive at first glance: no license costs, full control. However, this supposed advantage comes at a price.
With open source systems, the entire responsibility lies with you: installation, maintenance, security updates, GDPR configuration. If an error occurs, you are liable. Professional solutions assume this responsibility contractually. A reputable provider provides an AV contract, guarantees GDPR compliance and takes care of the entire technical infrastructure. If it is also ISO 27001 certified, you have independent, audited proof of the highest safety standards. For a security-conscious SME, this is almost always the lower-risk — and more economical — decision in the long term.
Selection checklist
Ask a potential vendor these questions—and get the answers in writing:
Safety & certification:
- Is the provider ISO 27001 certified? Can you see the certificate?
- Are there regular external security checks (e.g. penetration tests)?
Data protection & GDPR:
- Where is your data hosted? Does the provider guarantee only German server locations?
- Will you receive a legally secure AV contract in accordance with Art. 28 GDPR?
- Does the workflow engine support a detailed rights and role concept?
Vendors & Support:
- Is it a German or European provider that is subject to EU law?
- Which support channels are there — and are they in German?
- Does the solution grow with your company's needs?
Integration and interfaces
A good workflow system fits into your existing IT landscape without major frictional losses. Check whether there are interfaces to your most important applications — ERP, CRM, accounting software. Standardised APIs and pre-built connectors make integration much easier. Fewer media breaks, fewer manual transfers, fewer errors.
Conclusion
Digitalizing work processes is no longer an option for SMEs — it is a necessity in order to remain competitive. A workflow management system increases efficiency, reduces errors and creates transparency throughout the company. But for German companies, this increase in efficiency must go hand in hand with genuine, verifiable security.
A sensitive investment is based on three pillars: ISO 27001 certification, guaranteed GDPR compliance and a German server location. Only this combination protects your company, your employees and your customers in the long term — and stands up to regulatory scrutiny.
Rely on a partner who not only promises security, but also proves it.
FAQs
What is the difference between a workflow engine and a simple task manager?
A workflow engine automates processes based on rules: Tasks are automatically assigned, deadlines are monitored, approvals are forwarded. A task manager only shows who has what to do. The key difference lies in automating transfers, conditions, and escalation paths — without manual intervention.
Is a workflow management system subject to GDPR?
Yes Any Software that Processes Personal Data Must Be Operated in Accordance with GDPR. In concrete terms, this means: AV contract with the provider in accordance with Art. 28 GDPR, a rights and role concept, logged accesses and the option to delete data in due time.
How much does a professional workflow management system cost?
The costs vary depending on the provider, number of users and range of functions. Open source systems appear cheaper, but require considerable internal configuration, security, and compliance costs — costs that usually remain invisible until something goes wrong.
How long does it take to implement a workflow system?
It depends on the complexity of the processes. Simple approval workflows can often be set up in just a few days. More extensive, cross-departmental processes require more preparation and coordination. Professional providers support the entire implementation process.
Why is ISO 27001 important when choosing workflow software?
ISO 27001 is the only internationally recognized proof of systematic information security management. A certified provider is regularly audited by independent auditors — this gives you as a customer an objective security guarantee that goes far beyond marketing promises.
