Workflow

A workflow is a series of steps or activities taken to complete a specific task. These steps are often in a certain order and may depend on certain conditions or decisions. Workflows are commonly used in business processes or project management to efficiently organise and track tasks.

The purpose of a workflow

The purpose of a workflow is to organise and track tasks efficiently and effectively. This can help reduce errors, increase productivity, and improve communication and collaboration among different departments or team members.

They can also be used to improve the quality of task execution, such as through checks or approvals. Additionally, it can aid in measuring performance and identifying bottlenecks in a process.

The difference between a workflow and a process

The two terms are often seen as synonyms, but there are some differences between the two. A process is a general term that refers to a series of steps or activities taken to achieve a specific goal. A workflow is a specific process used to organise and track tasks within an organisation efficiently.

For example, a process can refer to an organisation's general work, such as “the sales process” or “the production process.” A workflow focuses more on specific steps taken within a process, such as “the workflow for approving new products.”

In summary, a process is a broader concept describing a general way of working, while a workflow focuses on specific steps and activities.

Workflow categories

In principle, there are two categories:

• Sequential workflows

  Where the following tasks depend on the completion of the previous task.

• Parallel workflows

  Where multiple tasks can be executed simultaneously.

Examples of workflows

There are many different types depending on the context in which they are used. Here are some examples:

Business processes workflow

This type of workflow is used to efficiently organise tasks within a company or organisation, for example, for processing invoices or approving new products.

Project management workflow

This is used to efficiently organise tasks within a project, for example, for planning and executing or managing changes within a project.

Approval workflow

This focuses on managing approvals and applies particularly to documents or matters that need approval.

Automation workflow

This is used to automate tasks that were previously performed manually. For example, it is automating a workflow for sending emails to customers.

IT workflow

This is used within IT departments to organise tasks, such as processing requests for new software or resolving technical issues.

Medical workflow

This is used within healthcare to organise tasks, such as processing patient records or scheduling appointments.

These are just a few examples of the many types that exist. Each process or organisation can create their workflow, depending on its specific requirements.

What is workflow management?

Workflow management is the process of designing, implementing, and managing workflows. It involves defining the steps necessary to achieve a particular goal, determining the order in which those steps should be performed, and establishing rules for managing the workflow.

There are several aspects of workflow management, including:  

• Design: This involves identifying and organising the steps necessary to achieve a particular goal.

• Implementation: This involves implementing the workflow in software or establishing procedures and guidelines for carrying it out.

• Monitoring: This involves tracking the progress of the workflow and identifying any bottlenecks.

• Optimisation: This involves identifying areas for improvement and adjusting the flow to be more efficient and effective.

Workflow management is an important part of business processes and project management, as it helps reduce errors, increase productivity, and improve communication and collaboration.