Last Updated on September 26, 2025 by Owen McGab Enaohwo
The inability of a business to operate optimally due to the absence of certain employees is a significant red flag. Jeremiah Gaul, president of digital banking and mortgage at Profinium Bank, encountered this issue when he joined the company several years ago.
To reduce the business’s dependence on individual knowledge, Jeremiah aimed to implement a robust workflow management system. However, he found that most tools didn’t live up to their claims. He was delighted to discover SweetProcess, which exceeded his expectations with its effective documentation, centralized knowledge base, and ease of use.
About Profinium Bank
Profinium Bank is a financial services provider based in southern Minnesota. Founded in 1875, it offers a range of solutions, including deposits, loans, mortgages, insurance, and investments. Guided by its core values of prioritizing people, the community bank has supported locals in reaching their goals through specialized packages and wealth planning initiatives for 150 years. It stays dedicated to working with its customers to provide customized services that meet their needs and those of the community.
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Struggling With Outdated and Inconsistent Documentation
Every organization’s worst nightmare is inconsistent operations. Using Word documents to document procedures and accessing them was challenging, making it difficult for Jeremiah and his team members to stay on the same page. The effectiveness of those documents depended on having the right people constantly updating them, which they hardly did.
Teammates took a proactive approach by printing out the procedures and keeping the hard copies on their desks.
“People would be following a procedure that was probably updated…no one was using the same thing consistently,” Jeremiah lamented.
Working with outdated documents harmed their operations. The discrepancies impacted employee performance and the onboarding of new hires, as they were trained on obsolete procedures, exposing the business to serious quality assurance issues.
Significant Benefits of Implementing SweetProcess
Having worked with workflow software in his previous job, Jeremiah was confident that their operations needed urgent improvement. He was eager to implement a tool even better than what he had used before. After exploring about a dozen options, he was sure that SweetProcess was the perfect fit. He discusses some of the benefits of SweetProcess that influenced his decision.
1. Employee Onboarding and Training
Onboarding employees with Word documents was slow because the training material wasn’t easily accessible. There was also the risk of using outdated information for training and relying on specific individuals for training.
“We had people with the knowledge, but if that person wasn’t there that day, how do we train?” Jeremiah said.
Implementing SweetProcess streamlined employee onboarding, allowing new hires to access comprehensive training materials independently. They could also divide training into segments, allowing participants to focus on the most relevant areas. This accessibility accelerated learning, enabling new employees to make significant contributions to the company’s growth from the outset.
2. Updating Documents and Versioning
The company faced a persistent issue with outdated documents when relying on Word documents stored in folders. Ensuring the right people updated the documents regularly wasn’t guaranteed. This was no longer an issue with SweetProcess, as anyone could easily document procedures using its numerous templates. Updating the procedures was just as simple, allowing users to update specific information instead of creating the entire document from scratch.
“They can see the newest version. It turns it green. So they don’t have to read the whole procedure to figure out what changed,” Jeremiah revealed.
SweetProcess’s guidance to teammates on new changes in their procedures saved time in finding information, improved turnaround times, and ultimately boosted employee productivity.
3. Compliance With Regulatory Standards
Operating in the financial services industry, the company must meet the required regulatory standards to stay in business. Having procedures that were difficult to create and manage jeopardized their regulatory compliance. But with SweetProcess, they developed a seamless compliance management system and set notifications for regular reviews.
“Our examiners like to see those procedures reviewed annually because that tells them that we’re staying on top of things,” Jeremiah highlighted.
SweetProcess also gave the organization a competitive advantage with regulatory approvals that its competitors lacked.
4. Flexible Workflow Management
Documenting procedures in Word documents was inflexible to the point where they were working with printed hard copies. SweetProcess provided Jeremiah and his team with the much-needed flexibility to incorporate both internal and external documents into their workflow to maximize their productivity.
“It does allow you to actually import documents, and it’ll do a pretty decent job of formatting them for you,” he pointed out.
SweetProcess lets you export documents, too. You can also connect over 1,000 apps through an application programming interface (API) to improve your workflow.
5. Centralized Knowledge Base
Ineffective documentation promotes tribal knowledge, where only a select few have access to specific work information. The lack of transparency hinders progress and incurs significant costs for the business. Implementing SweetProcess has given the organization a centralized knowledge base for documenting procedures that authorized team members can access remotely.
“If one person is out, if they’re on vacation or sick…having these procedures in there allows you to just go in there, find the procedure, and it’ll walk you through step by step,” Jeremiah said.
Being able to keep business operations running without key personnel provides a level of freedom that benefits both employers and employees, helping them maintain a healthy work-life balance.
Simplicity Is Key in Streamlining Workflow
Technical know-how is often a challenge for many people when it comes to using workflow tools, but that’s not an issue with SweetProcess.
“Implementation was easy…getting in there and creating things is easy,” Jeremiah stated.
Pleased with his experience using SweetProcess, Jeremiah is happy to recommend it to anyone who wants to streamline their operations.
“Definitely look at SweetProcess. It’s a great platform…it’ll make everything much simpler because your training is simpler, your ongoing service is more consistent because everyone’s doing it the same way, and they know where to find it,” he added.
Jeremiah further highlighted SweetProcess’s simplicity in its searchability. He and his team can retrieve any information from the knowledge base by entering its keywords, and it’ll come up in seconds.
Improve Your Business Performance With the Right System
Jeremiah’s firsthand experience with SweetProcess mirrors that of many other business owners who have used the tool to solve their operational challenges. Whether you’re aiming to simplify onboarding, adhere to regulations, or improve workflow management, SweetProcess is an easy choice. Sign up for a 14-day free trial and try all its features without a credit card.