Workflow – a Complete Guide to Structuring Tasks

   

A workflow is essential for an organization to remain functional when finishing a project or reaching a goal. The process gives necessary structure to all departments of business, which has immense benefits.

What Is a Workflow?

A workflow is a process implemented by companies to manage information, data and materials. Workflow is a functional system that provides stable activities day-to-day within a business. It is a calculated, systemized pattern that keeps an organization practical and optimized.

An easy way to visualize a workflow is a to-do list. Let’s say you’re tackling a housecleaning project, and you want to map out what needs to be done in order. You make a list, and maybe even assign certain people in your family to do items on the list. The list is a workflow, the house is a business, and the people working on it are employees. The reason the list (workflow) is so important is it provides structure and ensures the necessary daily tasks are completed on time and in order.

Below is a of an example workflow diagrammed to help you visualize the process.

A diagrammed workflow.

The Benefits of a Workflow

First, workflows create transparency of tasks. It gives insight into what types of tasks need to be completed daily, which department must complete these tasks and how long each will take. Not only does this help prevent errors, it also ensures team members are working on the right thing.

A workflow creates efficiency. This is partly because tasks are divided into departments that are best equipped to handle them. This is also because having timeframes established allows companies to plan projects and campaigns.

A large group of diverse workers cooperate at a table.
A strong workflow gives transparency of tasks.

Software to Help Create and Manage Workflows

Creating and managing workflows are surprisingly completely different things when it comes to software. It doesn’t necessarily require third party software. Contrary to popular belief, the Microsoft Office Suite has enough tools to create one. The likely candidate in Office is Excel, though other tools such as Word may be helpful as well.

When it comes to managing workflows, an outside software source is ideal. The software you choose should offer a lot of tools for your business that allow planning of daily processes. A software that manages all this and more is Productive.

Learn more about software tools that boost workflows in this ebook:

Picture of an ebook.Further Workflow Considerations

Your workflow is in place, you have a working software to accelerate it and you’re benefiting from the extra efficiency it brings. Now it’s time to tweak your process for optimization. First you’ll want to re-evaluate how well your daily workflows are functioning. Look for weaknesses and replace them as soon as possible. Second, change the order of things from time to time in order to see if you have the best setup for your company.

Adapt new steps in your process when needed, and be vigilant about evaluating workflows often. The possibility to adapt is there more often than not, so keep a monthly or yearly reevaluation schedule.

Workflows provide your company with structured efficiency. The best way to maximize productivity is through constant reevaluation and the right software. Keep your routine on its toes to succeed.