How to Plan Engineering Workflows That Improve Efficiency

In this article, we’ll lay out our 6 essential tips for efficient engineering workflows before summarizing key points from a conversation on the future of holistic engineering between Jim Anderton (engineering.com) and Martin Nölle which outlines core strategies organizations should adopt, to promote efficiency throughout their engineering practices.

Integrating platforms and partners

Not so long ago, the IT component of engineering used to be just about design. Engineering teams created components and assemblies, sketched them, and then approved them for manufacture in what was essentially a digital version of the old pencil and paper approach. Nowadays, engineering requires integrating various software packages like CAD, CAM, PLM, and ERP into a cohesive platform. This integration reduces silos and enables a consolidated view of the virtual product, facilitating processes like predictive maintenance and digital twins.

We used to think of integration as something that happened within a single company, but now there’s a growing emphasis on integrating systems across the supply chain. This involves creating collaborative platforms where information can be traced and shared efficiently among suppliers and sub-suppliers, enhancing traceability and performance. Companies throughout the supply chain need systems where the information in each system is fully traceable, where the user can always check what, when, and how something happened.

Usability and pragmatics

The mark of a great engineer is in the quest for simplicity. Even complicated systems are often as basic as they can be, and engineers, understandably, seek to minimize complexity wherever feasible. These enormous integrated software packages are pretty sophisticated, and in many engineering businesses, a single individual frequently becomes the lead person for new software deployment, and they may also become a trainer or a product advocate for new software throughout the organization.

Companies should focus on delivering user-friendly interfaces that cater to the majority of users who only benefit from a fraction of the system’s functionality. This includes implementing digital adoption solutions that provide step-by-step guidance to users. It’s important to avoid overcomplicating systems. Engaging with a PLM partner to help you understand your engineering processes in more detail can help in the development of pragmatic solutions that meet your needs without unnecessary complexity.

Collaboration and training

There are many resellers of engineering software in the market. Some of those resellers are also system integrators, meaning they can combine many products into a bespoke solution. But even fewer actually write code or create modules or add-ins. Engineering managers need to be able to identify a partner that will help them discover a solution to their organization-specific challenges. This process is all about close collaboration, working on common solutions, rather than a top-down approach in which the vendor simply executes what you ask for. In our experience, the most successful projects happen when a client involves their PLM partner in the design process – from the beginning – where collaboration helps you to stay pragmatic, to encourage teamwork, and ultimately discover the best solutions together. That being said, there are a few vital approaches that can apply to almost any business looking to optimize their engineering workflows.

Visualize for clarity

Effective workflow management begins with visualization. Users often struggle with data presented as endless columns of text. By integrating visual elements, such as workflow icons, users can easily identify the status of tasks and access necessary information without navigating away from their current page. This approach not only boosts efficiency but also enhances user engagement by simplifying complex processes. Take a look at the example below:

By attaching a visual workflow icon to every item that has a workflow, users intuitively know that this item is in the process and, more importantly, that they can get more information by clicking the icon. When a user opens a particular workflow status, they don’t have to leave the page they were working on; instead, a workflow panel will slide out to show them the information they were looking for.

Encourage collaboration

Collaboration is at the heart of any successful engineering workflow. By maintaining an open collaboration panel, users can seamlessly communicate with colleagues, suppliers, and stakeholders. This ensures that everyone is aligned and informed, reducing the need for repetitive explanations and minimizing delays. Our systems are designed to facilitate easy information sharing, making collaboration intuitive and effective.

In this example, we can see that the user is part of a complex workflow process. They’ve been brought into the discussion at a very specific point because they have some insight to offer on the document in question. We also see that the user was notified visually with a new action icon, and then they were brought directly to the relevant task in question. This way, the user can see where the conversation has evolved to and add any relevant information that may help the decision process.

Ensure accountability

Accountability is crucial for maintaining workflow integrity. Our systems provide insights into task assignments, helping identify bottlenecks and ensuring timely approvals. By tracking who is responsible for each action, organizations can address potential delays proactively, ensuring that processes run smoothly and efficiently. There are several ways you can do this, but at the very least your system should be able to tell you:

• who has items waiting for their action?
• who is getting overloaded with tasks?
• how long are actions and approvals taking?
• who is most in default on their follow-up actions?

If one person is always being chosen to approve and review all documents, they’re going to become a bottleneck. The system should show you other candidates for approval to speed things along. If a specific user is always taking a very long time to approve or take action, perhaps they don’t have the training they need or a full understanding of what is supposed to happen. This lets you take action and resolve the problem before it slows the process down.

Embrace reusability

In a world where time is a precious resource, reusability is key. Our solutions support the creation of templates for recurring actions, allowing users to replicate successful workflow models across different projects. This not only saves time but also ensures consistency and quality across all tasks. Take the example of a quality manager responsible for all procedural documents in a company. These documents all share similar sections, and if the work has been done and approved for one section, usually it can be used for another. So, make life easy on this quality manager; give them the tools to generate this data and approval process on the fly, repeatably.

Automate routine tasks

Automation is a powerful tool for reducing complexity and minimizing errors. By automating repetitive tasks, such as document generation and data entry, users can focus on more strategic initiatives. Our systems integrate seamlessly with various tools, ensuring that automated processes are reliable and efficient. For example, if a user is generating the final PDF for approval in releasing a new document. They may need to open the CAD program, get a 2D rendering, save it, open the PDF publishing software, open the word processing software, and somehow merge them all together to make a document that all employees can reference. But if something changes, there’s room for human error to occur. This is exactly why it’s so important to automate these tasks wherever possible in the workflow process.

Regular follow-ups

Continuous improvement is essential for workflow success. Regularly reviewing and adjusting processes based on performance metrics ensures that engineering workflows remain effective and aligned with business goals. Our solutions provide clear insights into workflow performance, enabling organizations to make informed adjustments and drive continuous improvement. In the example below, we can see that all objects are given a periodic review. We can schedule these reviews and make sure they are acted on regularly.

How can TECHNIA help?

We’re dedicated to helping engineering teams work smarter, not harder. By combining decades of expertise with innovative solutions, we make it easier for organizations to adopt and maximize the value of the 3DEXPERIENCE platform. Two of our standout solutions – Light My Way and Value Components – are designed to address common challenges in engineering workflows, ensuring your teams can focus on what they do best.

Light My Way is the only DAS (digital adoption solution) built specifically for the 3DEXPERIENCE platform. It simplifies onboarding and directly supports users with intuitive, in-app guidance tailored to unique roles and tasks, so that they can navigate complex processes with confidence. Whether it’s a new team member learning the system or an experienced user encountering an unfamiliar workflow, Light My Way delivers real-time support exactly when it’s needed. By embedding best practices directly into the platform, this solution accelerates user adoption, reduces errors, and ensures that your teams stay productive as they adapt to new tools and processes.

Value Components empowers organizations to customize their PLM environment without adding complexity. These configurable tools enhance the 3DEXPERIENCE platform by streamlining interfaces and creating intuitive workflows that align with your business needs. From simplifying data navigation with the Structure Browser to generating actionable insights through Graphic Reporting, Value Components make it easier for users to access the information they need, when they need it. With rapid deployment and compatibility across software versions, Value Components reduce implementation time and lifetime costs while delivering a tailored user experience.

By integrating these solutions into your engineering workflows, we can help you overcome barriers to efficiency and collaboration.