Workflow
A workflow is the series of steps or activities needed to complete a task or produce a result, arranged in a specific order from start to finish. In business, workflows can be linear (step 1 → step 2 → step 3) or include loops/branches; each step hands off inputs to the next. Clear workflows distinguish how work flows from one step to another (vs. a loose checklist).
Dictionaries define workflow broadly as the way work is organized or the order of stages in a process.
When workflows are documented and monitored as part of workflow management, teams optimize them for consistency, speed, and quality often within a broader Business Process Management (BPM) program.
Why It Matters
Clarity & consistency: Everyone knows who does what, when, and with which inputs/outputs reducing rework and errors.
Scalability & efficiency: Mapping steps reveals bottlenecks and automation opportunities.
Better tooling & integration: Modern stacks connect apps and automate routine steps across departments. (Analyst views on workflow approaches for internal and cross-app processes.)
Examples
Marketing approval workflow: Draft → peer review → brand/legal review → publish → archive, with status gates and SLAs.
Sales order workflow: Quote created → approval → invoice issued → payment recorded → fulfillment.
Support escalation workflow: Ticket received → triage → Level-2 escalation → resolution → customer follow-up → close.
Automation: Rules route tasks/notifications automatically (e.g., when a form is submitted, create a task, notify approver, update CRM).
Best Practices
Start with the goal & boundaries. Define the trigger, desired output, and done criteria.
Map the current state visually. Use a workflow diagram to show steps, owners, inputs/outputs, and decision points; note pain points.
Standardize & document. Create a simple SOP for each step so handoffs are predictable; include data fields and quality checks.
Automate repeatable tasks. Trigger assignments, approvals, and updates using workflow automation where rules are clear.
Measure & iterate. Track cycle time, error rate, and throughput; refine steps to remove bottlenecks.
Use standards when helpful. For complex, cross-team flows, model with BPMN so business and technical teams share one language.
Related Terms
Business Process (BP): a set of activities that achieve an organizational goal (broader than a single workflow).
BPM (Business Process Management): discipline for designing, monitoring, and improving processes/workflows.
Workflow Automation: using rules/software to execute steps with minimal manual effort.
BPMN (Business Process Model and Notation): standard for diagramming processes/workflows.
FAQs
Q1. Workflow vs. process, what’s the difference?
A workflow is the ordered steps to finish a specific task; a process is the broader, repeatable set of activities that achieve a business objective (often made up of multiple workflows).
Q2. Do I need special software to build workflows?
Not always. You can start with diagrams and SOPs; as you scale, tools (e.g., automation platforms, BPM suites) help route tasks and integrate apps.
Q3. What’s a workflow diagram?
A visual map showing steps, owners, decisions, and handoffs from start to finish useful for analysis and communication.
Q4. How does BPMN help?
BPMN is a globally recognized standard for modeling processes so both non-technical stakeholders and implementers can understand and execute flows consistently.
Q5. Where should I automate first?
Target high-volume, rule-based steps (approvals, notifications, data entry) where automation will reduce cycle time and errors.