Workflow example – Presentation of 4 workflow examples

If you’ve searched for “workflow example” on the Internet, it’s probably to discover common workflow use cases, and look for workflow software that might be right for your company.

In this article, you’ll discover workflow examples broken down by business area. For example: purchasing management, pre-sales and quotations, compliance, recruitment processes, document validation…

Workflow definition: what is a workflow?

A workflow is a sequence of tasks enabling a business process to be carried out. Workflows can be found throughout a company’s value chain: accounting, finance, purchasing, HR, sales administration, etc.

A workflow can be made up of consecutive or simultaneous steps, depending on how an organization operates.

Workflows are often used for validation, approval or collaboration. However, many other uses are possible, notably for operational follow-up.

Each workflow can be processed at different levels within an organization:

• 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

In particular, a computerized workflow captures data along the entire process, enabling us to understand how things work and identify possible optimizations.

Workflow example – Illustrations of business processes

Introduction to workflow examples

A workflow can have multiple formats for many activities. It can be single-actor or collaborative.

A workflow can involve validation, collaborative work, inputting information, carrying out tasks following a procedure… Without realizing it, your company already has many workflows that may not be computerized or documented.

Using workflow software has many advantages:

• Optimize a company’s internal processes
• Improving collaboration
• Better tracking and tracing
• Collecting quality data and information
• Digitizing and automating tasks

Workflow example of purchase requisitions

This is one of the most common workflows in companies. In order to make a purchase of raw materials, semi-finished products or supplies, an employee must carry out a number of tasks of varying complexity (depending on the company or the amount of the purchase)

To begin this purchasing process, the employee can enter his or her request in an anvil or dedicated software. Depending on the amount, this purchase may be approved by a manager, with an approval stage.

Depending on the company, the employee or the purchasing department may contact the supplier directly to receive a quote, or conduct a competitive bidding phase with several candidates.

Once the quote has been validated or the supplier selected :

• Products or services are ordered,
• Delivery received and checked
• Invoice received, paid by the accounting department and accounting software updated
• Inventory management software is updated

Thanks to workflow software, all purchasing requests can be tracked and traced, collaboration is improved, and tasks can be automated, such as invoice processing and filing, or updating data in the company’s various software programs.

Workflow example sales administration (from quotation to invoice)

The commercial workflow is highly specific to each company, representing in part its know-how and identity. Depending on the company, its size and its market, there are different stages in the workflow:

• Gathering prospects’ needs
• CRM updates
• Costing and drafting a proposal, an estimate with potential validation by managers or directors
• Customer presentation and negotiation
• Invoicing and reminders for payment by the finance department

Thanks to workflow software, data entry and updates to CRM, ERP and accounting software can be automated, as can tasks such as reminders and archiving. Workflow software frees sales staff from administrative tasks, leaving them more time for prospecting.

Workflow example recruitment

Recruitment is one of the key activities of a human resources department, or even of a company. Its aim is to attract a large number of qualified candidates and hire the best talent.

This Human Resources process takes time and method. It is, moreover, a tool for enhancing a company’s reputation and brand image. In fact, an average job description, poor-quality interviews and omitted answers will have a direct impact on the company’s image, and will drive away the best talent.

Depending on the company and the type of recruitment, we can find different stages in the recruitment workflow:

• Formalization of recruitment needs and validation by management
• Drafting of the job description and implementation of the recruitment communication plan
• Receive applications by e-mail or via a dedicated form, qualify them, schedule interviews and interviewers, then send interview invitations or refusals.
• Conducting interviews
• Offer and negotiation phase

Workflow software makes it possible to: track actions more effectively, automate time-consuming tasks such as qualification, sending e-mails, filing applications, reducing lead times…

Workflow example after-sales service / complaints / requests / ticketing / customer support / IT support

Whenever there’s a problem, a company can guarantee a certain level of support. Managing these requests on a single excel spreadsheet can quickly become infernal. Some requests may be forgotten, others not allocated… reducing customer satisfaction.

Workflow software for customer support enables you to: better manage activity and performance, ensure the quality of problem resolution, automate certain tasks such as responding to simple requests, assigning requests to the right employees, reminding managers… It facilitates collaboration between agents and customers through real-time communication and information sharing…

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.

Carry out test workshops with key players in the company to check that the process works. Don’t hesitate to deal with real-life cases, as this is always more meaningful. Don’t hesitate to pilot the process with a limited number of users, to avoid errors at the outset.

Stage 7 – Driving change throughout the company

Change management is one of the main challenges of your project, and it’s what will make your project a success or, conversely, a long desert crossing. Change management involves start-up assistance, training, bug-fixing, management of upgrade requests, and communication with stakeholders.

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