Workflow is necessary in streamlining or standardizing business processes. Whether it is a small business or a large corporation, an effective and efficient workflow must be in place.
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Workflow Definition & Meaning
A workflow is a visual representation of the various steps needed to get a specific job or work done.
From the name itself, a workflow is usually presented as a flowchart or diagram to illustrate the different stages or steps in accomplishing a certain task.
What Is a Workflow?
Workflow is a vital tool in ensuring that the proper standards are met when performing or executing work tasks. A workflow can be applied to many areas, but especially when it comes to recurring or repetitive tasks. A workflow displays the sequence or order that is required to successfully fulfill a job or complete a task.
10 Types of Workflow
Workflow Process
Creating and maintaining a workflow process at the office or workplace is essential for ensuring productivity. Whether the nature of the business involves patient healthcare services or creative photography, every company or establishment needs a structured workflow. You can use the basic template below which can be easily edited according to your objectives and needs.
Website Design Workflow
Information technology is a booming industry and continues to grow exponentially around the world. Programmers and web developers are constantly in demand in today’s global market economy. The website design workflow template below can be very practical and useful not just for IT professionals, but even freelance graphic designers.
SEO Workflow
Search engine optimization or SEO is a key component in internet companies. It is imperative that internet companies maximize SEO so they can optimize their products and services for their end users. The free and customizable SEO workflow template below can not only improve efficiency but may also help reduce and eliminate redundancies.
Project Management Workflow
The workflow model is highly effective and applicable in the field of project management. The different stages or phases in project management can be better organized using a workflow diagram or flowchart. If you are a project manager or supervisor, you can use either a manual or automated workflow depending on the needs and requirements of your organization.
Software Development Workflow
Similar to internet companies, software development companies are also subject to strict standard operating procedures or SOP. Because of the many technical requirements, it is crucial that the proper process is observed and streamlined. The sample software development workflow process below can be modified according to your firm or company’s goals.
Business Workflow
Any company or organization can benefit from a business workflow. Especially if the work mostly involves repetitive tasks and functions, a workflow process is absolutely recommended. And if you want to make it more engaging, you can even add some color or clipart in your workflow diagram.
Data Processing Workflow
Data management is absolutely necessary in today’s Information and Digital Age. To create a more standardized and reliable data management process, you must establish a clear workflow. Use the data processing workflow template below as a reference guide for creating your own process.
Architecture Workflow
The workflow model can apply to almost every area of business, including construction and design. When it comes to architecture, it concerns both function and design. Thus, it is important to follow an architecture workflow to ensure that the output is consistent and at par with the company’s standards.
Construction Workflow
A workflow diagram is the perfect tool to enhance and refine a company’s business process. For construction companies, adhering to the proper process or procedure is critical. If you run your own construction firm or if you are an independent contractor and service provider, feel free to use and edit the sample construction workflow for your own agency or firm.
Finance Workflow
A key aspect of business management is finance and accounting. A finance workflow process, like the example below, is necessary if your aim is to streamline the different financial processes and transactions in your department. If you use the template below, you can even customize the background color and overall design of your workflow to make it more interesting.
Workflow Uses, Purpose, and Importance
Whether the nature of the business is marketing or software development, establishing a clear workflow can be beneficial to an organization. There are several uses and advantages to creating and maintaining a workflow in the office.
Improves Productivity in the Workplace
Having an established workflow system can greatly improve and increase productivity in the workplace. When processing time is optimized and team members are aware of the correct process, the conditions are conducive for a productive office environment. Thus, it is of utmost importance that the workflow process itself is clear and optimal.
Promotes an Efficient Business Process
Along with increased productivity, using a workflow can also promote a more robust and efficient business process. An efficient system promotes greater organization and saves precious time as well. With a structured workflow in place, there is less wasted effort and unnecessary cost.
Establishes a Sense of Accountability and Ownership
A workflow can also help promote greater accountability and ownership. In a workflow chart or diagram, you can indicate the person assigned to a specific task. This way, it exacts accountability and responsibility on team members and employees within the organization.
Lessens Redundancies and Errors
The goal of a workflow is to maximize and optimize productivity. And as a result, this leaves room for minimal errors or even eliminates redundancies altogether. Of course, it is important to note that it is impossible to come up with a 100% error-free process, but at least with a workflow, you are able to minimize these risks.
Offers a Big Picture Perspective
Lastly, having a clear and concise workflow can provide you and others a better idea of the big picture. Since it is a visual representation of a particular business process, you will be able to appreciate and understand the whole process from start to finish. You will not just understand each step, but also the sequence and logical order behind the steps.
What’s In a Workflow? Parts?
Title
Make sure to come up with a unique and appropriate title for your workflow. It does not have to be long but it should capture the general idea of your workflow process.
Author
Below the title, indicate the author or creator of the workflow diagram. Make sure it is the complete name of the individual or individuals.
Diagram
In most cases, a workflow is visually represented in the form of a diagram. The diagram can incorporate different shapes such as circles, squares, or rectangles (or whatever you prefer); and the steps or concepts are connected by arrows or lines.
Steps
For each step, provide accurate text or the appropriate action in the process. Keep it brief, comprehensible, and straight to the point.
Graphics
You are free to incorporate additional graphics to make your workflow more visually attractive. A colorful background or additional elements may be inserted as long as it is in accordance with your company requirements and standards.
How to Design a Workflow?
1. Select a suitable workflow size
2. Determine the objective or goal of the workflow
3. Choose a workflow template that matches your needs
4. Provide the title and author of the workflow diagram
5. Identify the specific steps or stages of your process
6. Add a background color or insert additional graphics as needed
Workflow vs. Process
A workflow is a visual diagram that is used to describe a particular business process.
On the other hand, a process is any sequence or series of action steps that is taken to reach or accomplish an end.
What’s the Difference Between a Workflow, a Flowchart, and a Pipeline?
A workflow breaks down the various steps in a business process and it typically comes in the form of a diagram.
A flowchart is a kind of diagram that is mainly used to describe processes, procedures, or a series of events or stages.
A pipeline is a business tool that is primarily used in tracking or monitoring lead generation, lead qualification, and other related opportunities.
Workflow Sizes
Workflow sizes can vary depending on the individual needs and preferences of a team or company. But there are universal and standard document sizes that apply in this case, as in the following:
- US Letter Size (8.5 inches x 11 inches)
- US Legal Size (8.5 inches x 14 inches)
- A4 Size (8.3 inches x 11.7 inches)
Workflow Ideas & Examples
A workflow process diagram can be used in most, if not all, industries and professions. But to have a better understanding, it is best to browse and explore the different workflow ideas and templates to see what applies to you and your team.
- Workflow Ideas and Examples
- E-commerce Workflow Ideas and Examples
- Order Workflow Ideas and Examples
- Recruiting Workflow Ideas and Examples
- Server Workflow Ideas and Examples
- Data Processing Workflow Ideas and Examples
- Human Resources Workflow Ideas and Examples
- Performance Workflow Ideas and Examples
- Healthcare Workflow Ideas and Examples
- Manufacturing Workflow Ideas and Examples
- Document Management Workflow Ideas and Examples
Workflow FAQs
What makes a good workflow?
A good workflow offers a clear process, well-defined responsibilities, and also provides deep, practical insights for those using it.
What is the role of a workflow?
The role of a workflow is to streamline the business process within an organization, minimize redundancies, and help improve efficiency in the workplace or organization.
What are the two main parts of a workflow?
The two main parts or components of a workflow are the criteria and the actions.
What is the workflow strategy?
A workflow is a type of strategy that describes the process of how to get things done in the workplace.
How do you create a workflow plan?
To create an effective workflow plan, you need to determine the nature of the work, establish the different objectives, identify the resources and responsibilities, assign tasks to specific members, then arrange its sequence in a logical order.
What are the basic activities of a workflow?
The activities and action items in a workflow would largely depend on the nature of the business process or the company’s main objectives; but some common activities include requesting approvals, submitting reports, etc.
What should you include in a workflow?
Your workflow should include specific action steps or stages along with the corresponding person assigned to each task; and it is also important for these steps to be sequenced accordingly in the form of a visual diagram, flowchart, or infographic.
What is a workflow checklist?
A workflow checklist contains a series of tasks that allow you to optimize and complete tasks in your workflow.
What are the phases of a workflow?
The different phases of a workflow would depend on the nature of the work, but these phases or stages break down the business process into workable segments.
What is an example of a workflow?
An example of a workflow is a company’s hiring process, leave application process, and supplier management system.
What is the purpose of workflow?
The purpose of a workflow diagram or flowchart is to standardize processes or procedures in such a way that it promotes an automation of tasks, particularly repetitive tasks and jobs.
What are the types of work flow?
The three different types of workflow according to their complexity are sequential workflow, state machine workflow, and rules-driven workflow.
What are the three basic components of a workflow diagram?
There are three basic components of a workflow diagram, namely input, transformation, and output.
What is a workflow process?
A workflow process is a diagram, flowchart, or any visual representation that identifies the specific steps in a process or procedure.
What is a workflow layout?
A workflow layout is the design or visual representation of the work process, and the most common format for workflow is a diagram.
How do you manage a workflow?
To efficiently manage a workflow, you need to know how to properly organize, monitor, and maximize your team’s efforts when it comes to each step or stage in the workflow process.