What is Workflow?

Why workflows?

Workflows are essential for enhancing efficiency and productivity within organizations. They simplify operations by automating repetitive tasks, reducing errors, and ensuring everything gets done on time.

A 2021 report from Zapier, a leading automation software company, found that 94% of workers in small and medium-sized businesses were often stuck with repetitive, time-consuming tasks. Conversely, 90% of knowledge workers felt that automating workflows positively impacted their jobs, with 66% saying it helped them work better.

On top of that, workflows make it easier for team members to communicate and collaborate. When everyone knows what they need to do and in what order, it’s simpler to spot hold-ups and areas for improvement. This clarity not only streamlines processes but also boosts overall performance.

Key components of a workflow

Every workflow consists of these three fundamental components.

• Input: Known as start or trigger. It includes any resources, data, or materials needed to initiate the workflow. 
• Transformation: Core of the workflow, where inputs are processed or modified to create value. Involves various tasks, such as data analysis, manufacturing steps, or service delivery actions. 
• Output: Output is also known as result or outcome. It can take many forms, such as completed projects, finished goods, reports, or services. The quality and effectiveness of the output are often used to measure the success of the entire workflow.

Types of workflow

There are several types of workflows, each serving different purposes and suited to various processes. Here’s a breakdown of each of them: 

Sequential workflow

This type follows a linear, step-by-step process where tasks are completed in a specific order. It’s ideal for processes requiring strict sequence adherence, such as manufacturing or quality control. Each step depends on the completion of the previous one, making it straightforward and easy to manage.

Rules-driven workflow

This workflow operates based on a set of predefined rules that dictate the flow of tasks. It is highly customizable and can automatically route tasks according to business logic. For instance, a loan application process may involve several rules based on an applicant’s credit score, income, and other factors to determine approval or rejection.

Parallel workflow 

Parallel workflows are efficient for complex processes that can be broken down into significant concurrent activities. Different team members or systems can perform multiple tasks in this model simultaneously.

Conditional workflow

This workflow takes actions based on specific conditions. In simple terms, they operate like an “if-then” scenario.  For example, a project budget exceeding a set amount might automatically require managerial approval.

Automated workflow

Use artificial intelligence in workflow to perform repetitive tasks with minimal human intervention, like sending reminders, payroll processing, email marketing automation, and supply chain management. 

Workflow automation use cases

Workflow automation can benefit employees in various functions across an organization. Here are some examples of how different departments can leverage workflow automation:

• Human Resources: HR departments can use workflow automation to streamline various routine tasks, including employee onboarding and offboarding, managing personnel changes, and approving timesheets. For instance, an AI-powered virtual assistant can automate responses to frequently asked questions, relieving HR staff of these inquiries. This saves time for both employees and the HR team and allows HR professionals to focus on more strategic initiatives.

• Marketing: Workflow automation can significantly enhance various marketing tasks. Employees who use marketing automation can experience an increase in lead quantity by 80%. Automation is also responsible for an increase in conversions by 75% and qualified leads by 451%.
• Internal communications: Workflow automation can significantly enhance internal communications, leading to a better employee experience. For instance, tasks like drafting and personalizing newsletters and emails can be completed in just minutes with the help of Generative AI.

Read our blog on optimized AI prompts for internal communications.

How to create a workflow for your organization?

Creating a workflow for your organization involves several steps to ensure it is both efficient and suitable for your needs. Here is a step-by-step guide you can follow:

• Define the process boundaries: Identify the starting and ending points of the process to establish its scope.
• Outline each step: Create a detailed list or a flowchart of all the steps needed to transition from the start to the endpoint, ensuring nothing is overlooked.
• Determine task dependencies: Assess whether certain tasks need to be completed in a specific order. If so, organize these tasks accordingly in your documentation.
• Visualize with workflow tools: Use workflow modeling tools or diagrams to visualize the sequence of activities and transitions. This visual representation helps clarify how tasks flow from one step to another.
• Identify resources and roles: Document the necessary resources and roles within your organization for each step. Add required workflow rules or business process descriptions.
• Test the workflow: Run a pilot of the new workflow with a small team to uncover any issues or areas for enhancement. Collect feedback and make adjustments as needed before implementing it across the organization.
• Launch the workflow: Once refined, execute the workflow organization-wide, ensuring all team members are trained and informed about their roles.

However, most organizations use workflow management systems to set up, document, and monitor their workflows effectively. These systems often come with libraries of pre-built workflows and customizable building blocks that businesses can use to create new workflows tailored to their needs. Additionally, many modern systems incorporate AI capabilities that can identify inefficiencies and suggest improvements, enhancing overall business operations and processes.

What is workflow management?

Once an organization has created and documented a workflow, it can utilize workflow management to organize, manage, and automate a series of tasks to improve efficiency and productivity. In other words, workflow management is about making sure that everything runs smoothly from start to finish.

This process involves monitoring tasks’ progress, spotting any bottlenecks or issues, and making necessary adjustments. For example, if one task takes longer than expected, workflow management helps identify the cause and find a solution — whether that means reallocating resources or adjusting deadlines.

When implemented effectively, workflow management can continuously improve the organization’s workflow. Additionally, it saves time and costs while reducing errors.

How is workflow different from other business processes?

To create an effective workflow, it’s essential to understand how it differs from other business processes.

Workflows vs. business process management (BPM)

Business Process Management (BPM) is a broader discipline that involves analyzing, modeling, optimizing, and automating end-to-end business processes to improve overall organizational performance. Workflow management is part of BPM. 

While workflows organize data, BPM takes a holistic view by examining how these workflows fit into the broader operational landscape.

Workflows vs. checklists

A checklist is more of a simple list of items or tasks. It is simpler than a business process since the tasks in a checklist often contain work from various initiatives and don’t follow any particular order. So, while checklists can help you remember what needs to be done, workflows help you understand how to get there efficiently and effectively.

Workflows vs. flowchart

A flowchart is more of a visual representation that maps out the overall process, showing how different steps connect and flow into one another. One of the significant differences between workflows and flowcharts lies in their focus and purpose. While workflows clarify individual tasks, flowcharts offer a broader perspective, helping you understand how those tasks fit together within the more extensive process.

Workflows vs. Gantt charts

A Gantt chart is a visual representation of project timelines. They display tasks along a timeline, showing when each task starts and ends and their duration. These charts are useful for managing projects with well-defined timelines and multiple overlapping tasks, as they allow project managers to allocate resources effectively and monitor deadlines.

Both tools can be used together to enhance project planning and execution, with workflows detailing the “who” and “how,” while Gantt charts illustrate the “when.” 

Benefits of using workflows

Here are a few benefits of implementing a workflow in your digital workplace:   

Increased efficiency and productivity

One of the significant benefits of workflow is the increased efficiency and productivity they bring to an organization. By automating repetitive tasks and streamlining processes, workflows allow employees to focus on more strategic activities that require critical thinking and creativity. This shift in focus speeds up task completion and enhances overall output, enabling teams to achieve more in less time.

Read our blog on using GenAI for productivity: enhancing efficiency with a modern intranet.

Improved communication and collaboration

Workflows promote better communication and collaboration in the workplace. It provides a transparent system where every team member can track the progress of assignments and projects in real time. This visibility helps everyone stay on the same page, reducing misunderstandings and ensuring tasks are completed on schedule.

When team members can see who is responsible for what, it encourages them to reach out for help or offer assistance when needed, fostering a spirit of teamwork. Additionally, many workflow tools include features like comments, notifications, and shared documents, which facilitate discussions and feedback directly within the context of specific tasks.

Less micromanagement

Workflows can reduce micromanagement in the workplace by bringing structure and clarity to tasks. When workflows are clearly defined, employees know their responsibilities, deadlines, and the steps required to complete their work. This transparency builds trust between managers and their teams, as managers can track progress without constantly checking in.

Many workflows use automation and task management tools that keep everyone updated on what’s happening. This means employees can work more independently while still keeping their managers informed, which reduces the need for excessive oversight.

Improved resource allocation

When workflows are implemented, organizations can easily identify who is available, what skills they possess, and how best to allocate them to various projects. This type of capacity planning ensures that resources are utilized effectively, preventing overallocation or underutilization. By having a clear view of team members’ workloads and expertise, managers can assign tasks that match individual strengths, leading to higher quality work and faster project completion.

Putting it all together

Workflow automation is a powerful tool for businesses aiming to enhance efficiency, reduce errors, and increase productivity. By automating repetitive tasks, organizations can allow their employees to concentrate on more strategic and valuable work. Discover how Simpplr AI can streamline workflows and improve the employee experience within your organization. Request a demo today!