A workflow is a set of tasks, actions or operations carried out by one or more employees as part of a business process. In business, it’s not uncommon for the word workflow to be used under other terms: “process”, “workflow”, “flow of operations” and even, in some cases, “procedure”. As you have searched for “Workflow definition” on your web browser, this article will give you the definition of a workflow, followed by concrete examples and, finally, some ideas, methods & tools for implementing or digitizing workflows in your organization.
Definition Workflow
First of all, let’s talk about its false synonyms
In business, many semantics are used to refer to a sequence of steps within a specific framework and business perimeter. For example, the words “Process”, “Process”, “Workflow”, “Flux”, “Activity”, “Procedure”… In theory, each of these words has a precise meaning… but in practice, they all represent the same thing: a sequence or circuit of consecutive and sometimes simultaneous tasks.
The real distinction between these words is based on different dimensions:
- Business scope
- Collaboration: Steps carried out by an individual or by several people, collaboratively or not.
- Chain documentation
- Computerization or digitization of the process using dedicated software or platforms.
Workflow Definition – What is it?
A workflow represents a sequence of consecutive or simultaneous tasks:
- Divided among various players
- Time-dependent
- Subject to controls and validations
At the start of the workflow is a piece of information, a file, a raw material, a semi-finished product or a request that will evolve and be processed or transformed.
Each task is assigned a role and a responsibility, to be carried out by each actor in the process. Depending on the company, the actors may be employees, customers, suppliers OR automations (built into your information system).
There are different types of workflow:
- Linear or sequential for simple workflows
- Simultaneous or parallel when different players work in parallel
- Conditional or exclusive when a workflow branch is activated under certain conditions
- Validation or feedback loop which, depending on the results of an approval, allows you to return to previous actions.
Different levels of documentation and workflow digitization
- Workflow not computerized or documented
- Non-computerized workflow with documented procedures
- Computerized workflow 100% human, with workflow software, not automated
- Computerized workflow with a few relevant automated steps
Workflow management or the art of documenting and executing workflows through software
Workflow management means controlling processes by documenting and processing them using software or IT platforms. These digital tools are equipped with workflow engines that enable the various workflows, roles and responsibilities to be designed in no-code. Some software packages feature automation functions to free employees from repetitive tasks and reduce lead times.
Documentation through a procedure
or a process sheet
Processing with
software
or workflow platforms
Workflow management also enables real-time data to be collected on all the activities covered. By analyzing this data, companies can gain an informed view of the progress of processes and the organization’s performance.
Workflow examples
Purchase requisition workflow
Sales process / sales administration (from quotation to invoice)
Recruitment workflow
After-sales service workflow / complaints / requests / ticketing / customer support / IT support
How do I create a workflow?
Step 1 – Analyze existing workflows with key collaborators
We advise you to carry out a process audit to enable you both to understand what already exists and also to integrate your employees into the approach and thus begin to drive the change.
Step 2 – Build the target operation and model the worklfow
Model the ideal functioning of the process. This will enable you to move forward more serenely with your project, and to parameterize your chosen workflow software more easily.
Step 3 – Choose the right workflow software
By following the selection criteria presented in our comparison article.
Step 4 – Set up the entire workflow
Use workflow software to build your process. Set up roles, actions, tasks, triggers, conditions and rules.
Step 5 – Automate relevant tasks
Data entry, information searches, approvals, consolidations, updates to other software… can all be simply automated with these platforms. Managing connections between software applications may require certain technical skills in API management.
Step 6 – Test the workflow with key users.
Finally, carry out test workshops with key players in the company to check that the process is working. Don’t hesitate to deal with real-life cases, as this is always more meaningful. And don’t hesitate to pilot the process with a limited number of users, to avoid making a mistake at the outset.
You know everything about workflow, from definition to design. Now it’s your turn! See you soon for more content!
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