What is a Workflow? [Workflows 101]

Workflows are at the backbone of each business – they let teams and individuals save time, meet deadlines, and perform their work in the most efficient way. But what is a workflow really? And how to set it up to streamline your projects? This is what you will learn in this article.

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What’s inside:

• Workflow definition
• Workflow benefits
• Types of workflows
• Manual vs automated workflows [+ examples]
• Workflow examples
• The 5 steps of a workflow
• Basic components of a workflow
• Workflow management software – what is it?
• How to introduce workflow automation

What is a workflow?

A workflow is a series of individual tasks organized in a particular order from initiation to completion, like steps in a cake recipe. Workflows describe what needs to be done, who is responsible for the steps involved, what tools are needed, and what is the expected outcome of each stage.

The main goal of workflows? To help you complete tasks in a logical, efficient, and systematic way.

They are applied across multiple disciplines, from business to IT and manufacturing, and can be manual, automated, or a combination of both.

Workflows provide many benefits

Business workflows help to improve the quality of the work provided by the entire team, automate processes, spot redundant tasks, eliminate human error, and shorten the processing time.

By following procedural rules and a structured path of a sequential workflow, you also ensure improved productivity, faster project progress, and improved decision-making.

• Improved quality: Tools like workflow templates and workflow diagrams provide a structured path, ensuring that all team members consistently adhere to the same high standards when working on specific tasks or activities.
• Cost savings: Workflows contribute to cost savings by streamlining processes and eliminating inefficiencies like redundant tasks, thereby reducing the time and resources required to complete tasks.
• Improved productivity: Workflows, especially when coupled with automation, streamline manual tasks into efficient sequences, positively impacting productivity by enabling faster completion and more effective resource use.
• Better customer experiences: Workflows ensure consistent and efficient service delivery, leading to better experiences through improved response times and higher quality interactions.
• Smooth project management: In business process management, workflows make it easier to manage projects smoothly, by clearly defining responsibilities and workflow steps, ensuring that each team member can handle tasks more effectively and meet deadlines with greater ease.
• Elimination of human error: Workflows reduce human mistakes by automating the necessary tasks and standardizing processes, ensuring consistency and accuracy in task execution.

Types of workflows

There are three primary categories of workflows you can use in your work:

• Process workflow
• Case workflow
• Project workflow

Process workflow

Firstly, the process workflow is the most popular business workflow. It happens when you have a set of repetitive and predictable tasks to handle.

As it’s always the same, you always know how this workflow starts and will end, even before it starts — it’s quite straightforward.

This type of workflow is designed to manage an infinite number of items that go through them. The expense submission workflow we talked about before is a great example this type of workflow.

Once initiated, the process workflow configuration remains fixed with minimal deviations, also enabling handling multiple items within a single workflow instance.

Case workflow

Secondly, the case workflow serves as a workflow management solution that establishes a starting point but does not have a predefined endpoint at the outset. The pathway unravels as data emerges.

Cases, such as support tickets insurance claims, are good examples of the unpredictable nature of their processing pathways. The path only unfolds after a thorough examination. 

Unlike process workflows, case workflows require human or intelligent bot intervention to determine the correct course of action. Despite this, case workflows can handle an indefinite number of items.

Project workflow

Lastly, the project workflow is similar to a process workflow in that it’s well-suited for particular tasks. The necessary sequence of tasks to achieve the desired outcome can be accurately predicted. 

Nonetheless, it’s limited to a single item since projects are not continuous. Another difference is that project workflows allow greater flexibility during the course of execution, as each project is unique in its own way. Consider the launch of a new app, for example.

TIP: It might be a good idea to create a workflow to include in your project management communication plan

Manual vs. automated workflows

In an era where technology, especially artificial intelligence, plays an increasingly significant role, understanding the distinction between manual and automated workflows becomes crucial.

The key difference between these two is the amount of human intervention involved in each process.

Manual workflow

A manual workflow depends significantly on human effort, with individuals actively managing and progressing tasks through each stage, either through physical actions or digital inputs.

Consider the example of time tracking in a project setting.

In a manual workflow, employees would record their hours spent on different tasks using methods like paper timesheets or spreadsheets

These records are then manually collected, reviewed, and processed by a manager or team lead, who verifies the accuracy and completeness before they can be used for project management or invoicing purposes.

This approach requires consistent human interaction and oversight throughout the entire process.

Automated workflow

An automated workflow, particularly in the context of time tracking, involves using dedicated time tracking software to significantly reduce human involvement in routine tasks. Once an employee logs their time, the system automatically processes this data, integrating it with other business functions like payroll or project management.

This workflow automation also extends to generating reports, sending notifications for unrecorded hours, and alerting managers about project time overruns.

By handling these repetitive tasks, automated workflows free up human resources for more complex activities, thereby increasing productivity and improving business efficiency

TIP: Increase your productivity and efficiency with the best task automation tools

Manual vs. automated workflows – a perfect example

Let’s explore a practical scenario: the process of invoicing clients in a marketing agency

This example will provide insight into how workflows can be structured and the differences in efficiency and effectiveness when utilizing various methods. The focus will be on contrasting manual and automated approaches to highlight the impact of workflows on everyday business operations.

Manual time tracking in client invoicing workflow:

• Manual time entry: Employees record their hours on projects or tasks using spreadsheets or paper timesheets.
• Timely submission reminders: Managers send regular reminders to employees to submit their timesheets by the deadline.
• Collecting timesheets: Employees submit their timesheets through email or physical handover, often leading to a collection bottleneck.
• Detailed verification: Each timesheet undergoes a detailed verification process to ensure accuracy of the hours logged.
• Approval process: Verified timesheets are then sent for final approval by supervisors or project managers.
• Data compilation: The finance team compiles these approved timesheets and calculates billable hours.
• Error correction: Potential errors identified during compilation are sent back for correction, adding to the time consumed.
• Invoice preparation: Finally, invoices are prepared based on the corrected and compiled billable hours, susceptible to delays due to the extensive manual process.

Automated time tracking in client invoicing workflow:

• Automated time tracking: Employees log their hours directly into a time tracking software, which automatically records and compiles time data.
• Efficient timesheet review: Supervisors quickly review and approve the automated time records within the software, eliminating the need for multiple checks and timesheet chasing.
• Rapid invoice generation: The finance team accesses verified time records which are automatically sent to the the billing software and generate invoices, significantly speeding up the process and reducing error margins.

Did you know that creating and organizing workflows is one of project manager’s responsibilities?

Looking for a smart, user-friendly and secure way to automate time tracking?

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More workflow use cases

Each business would use different types of workflows. Let’s take a look at the examples of typical workflows used across different departments and companies:

• Administrative workflows, i.e. leave management, meeting scheduling workflow, document management workflow.
• HR workflows, i.e. hiring, onboarding, offboarding, performance reviews.
• Operational workflows, i.e. software development, change management, bug management.
• Financial workflows, i.e. invoice processing, cost approval, payroll management, procurement workflow.

Basic components of a workflow

How to create workflows? Let’s take a deep dive into the basic components and multiple steps of a typical workflow:

1. What starts it: This is the event or moment that triggers the workflow. It could be anything from a set time to a specific action that sets things in motion.
2. Individual steps: These are the various actions or tasks that form the workflow. Each one is a small part of the larger process.
3. Decision points: At these junctures, choices are made based on certain conditions or information, which can influence the direction of the workflow.
4. Inputs and outputs: Inputs are the resources or data needed for each task, while outputs are the results or products from each task.
5. Who’s responsible: This details who is in charge of each task, whether it’s individuals, teams, or departments.
6. Sequence and connections: This outlines the order of tasks and how they are linked, including dependencies between tasks.
7. Guiding rules: These are the guidelines or standards that direct how the workflow should proceed, ensuring consistency and adherence to necessary standards.
8. Tools used: These include any systems, software, or tools that help facilitate the workflow, from basic tools to more complex applications.
9. Monitoring and improving: This involves keeping track of the workflow, gathering feedback, and adjusting for better efficiency and effectiveness.
10. Documentation and reports: This involves keeping records and documentation of the workflow process, tracking progress, and generating reports on outcomes.

TIP: Read everything you need about the project lifecycle and how to document it in our post.

Read also: Find the best ways to increase productivity

The 5 steps of a workflow

Here’s a direct breakdown of the 5 steps you should follow in a typical workflow:

1. Capture: Start by getting the initial input or request that kicks off the workflow. This could be a task, customer inquiry, order, or anything that triggers action.
2. Clarify: Once you have the input, clarify exactly what needs to be done. Gather all necessary details, define the scope, and understand what’s expected.
3. Assign: After clarifying, assign the task to the right person or team who can handle it. Make sure they have the skills and resources needed to get the job done.
4. Act: The assigned person or team now takes action. They follow the defined requirements and execute the task efficiently, using resources wisely and sticking to procedures.
5. Review: Once the task is finished, review the outcome to ensure it meets quality standards and fulfills the initial request. Collect feedback to improve future workflows if needed.

What makes up a good workflow?

Building workflows seems pretty straightforward once you know which elements are required. However, there are some additional rules worth mentioning that will make your workflows extremely efficient:

Rule 1: Start with clear objectives

Before diving into the details, define what success looks like. Outline your short-term and long-term goals and the specific outcomes you aim to achieve. This clarity will guide every step of your workflow and prevent unnecessary detours.

Read more:

• How to set work goals
• How to set realistic goals

Rule 2: Streamline communication channels

Communication is key, but too many channels can lead to confusion. Choose the most effective tools for your team and stick to them. Whether it’s Slack for quick updates or email for formal communications, consistency reduces the chances of messages getting lost in the shuffle.

Rule 3: Regularly review and optimize

Workflows aren’t set in stone. Schedule regular reviews to assess efficiency and identify areas for improvement. Embrace feedback from your team and adjust workflows accordingly. Continuous optimization ensures your processes evolve with your team’s needs.

Workflow management software – what is it?

To manage your workflows efficiently, you need a workflow software. Those kind of tools are called a workflow management systems that streamline business processes by automating and organizing tasks.

They offer functionalities like task assignments, progress tracking, and automated notifications, ensuring that all team members are synchronized. This type of software is essential for maintaining efficiency, reducing errors, and providing clear visibility into various stages of a workflow.

For example, time tracking software within a workflow management system offers a practical illustration of these benefits.

It automatically records the time spent on tasks, aiding in project management and employee productivity tracking. When integrated with billing systems, it ensures accurate invoicing based on the actual work done.

This is particularly valuable in environments like remote work, where it helps in monitoring distributed teams and maintaining consistent work output.

How to introduce workflow automation

Transforming your business processes into a digital workflow involves streamlining how work passes from one to the next task. This shift to digital means replacing manual tasks with automated systems, the fundamental building blocks of your entire workflow.

By adopting this approach, you ensure each subsequent task is conducted more efficiently. Embracing a digital workflow is essential for staying agile and responsive in today’s fast-paced business world.

Assess current process

Begin by evaluating your existing workflows to identify areas that can benefit from automation. Look for routine duties, bottlenecks, and tasks that require significant manual input.

Set clear objectives

Define what you aim to achieve with automation. This could be reducing errors, saving time, or improving process transparency. Setting specific, measurable goals will guide the implementation.

Choose the right tools

Research and select a workflow management system that aligns with your business needs. Consider factors like scalability, integration capabilities, user-friendliness, and cost.

Plan the implementation

Develop a detailed plan for rolling out automation. This should include timelines, resource allocation, training needs, and a process for monitoring and adjusting the implementation as needed.

Train your team

Ensure that your team members are well-trained in the new tools and understand the benefits of workflow automation. Adequate training reduces resistance to change and enhances adoption.

Test and refine

Start with a pilot phase, testing the automated workflow in a controlled environment. Gather feedback and make necessary adjustments before a full-scale rollout.

Monitor and evaluate

Continuously monitor the automated workflows to ensure they meet the set objectives. Use data and feedback to refine processes and make improvements over time.

Read also: How to create a project monitoring plan

Scale and expand

Once the initial implementation is successful, consider scaling the automation to other areas of the business. Gradually expand the scope to maximize the benefits of workflow automation.

Conclusion

In the digital era, effective workflow management is crucial for optimizing business processes. Whether manual or automated, workflows involve steps that transfer work from one duty to the next, following specific rules and requiring certain data. This structure keeps everyone on the same page, enhancing efficiency and addressing any workflow problems and issues.

The choice between manual and automated workflow process depends on the nature of the tasks required and available resources. Automated processes, particularly in time tracking, reduce monotonous duties, freeing up staff for complex work and streamlining workflows for greater business efficiency.

Understanding each aspect of a full workflow business process management,, from beginning to end, is essential for businesses aiming to refine their operations and achieve goals efficiently in today’s digital landscape.

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