A workflow is a sequence of consecutive or simultaneous steps in a business process. Otherwise known as workflows, they can be computerized and/or automated using workflow software.
Workflow management is therefore an important activity in the digital transformation of organizations.
If you had only one thing to remember from this article :
Workflow is one of the first techniques that can easily be activated to streamline and optimize a company. It enables teams to perform more efficiently, free up time through automation and reduce training time.
It’s now very easy to create workflows, thanks to no-code tools and software (no IT development skills required).
How do you define 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 individual and 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.
Find out more in our article on process automation
Workflow examples
1. Example of a sales workflow and its modeling
2. Example of a recruitment workflow and its modeling
3. Purchase validation workflow example
Why create a workflow?
The main advantages of a workflow are its collaborative and reproducible nature. It enables everyone to know and understand the different stages of a process.
Process optimization
Workflow software eliminates and automates time-consuming, non-value-added manual tasks, multiple entries and the errors associated with the use of convoluted software. This reduces the risk of errors and improves data quality.
Best collaboration
These tools simplify collaboration within companies. The sequence of tasks and approvals between players is more dynamic. The climate is improved thanks to more flexible communication and automated orchestration.
Traceability and tracking
With workflow software, you can set up a range of measurement tools to track performance indicators, deadlines and the progress of different files or projects.
Quality data and information
It’s easier for employees to fill in the information correctly. Automation also helps avoid errors. Searching for information is also simplified
Digitalization and automation
Workflow software is a good way for companies to take advantage of digitalization by making it easier for employees to manage change. Automations bring direct financial benefits, and can be used to finance the next stage in the process.
Simplified process audit
As the entire process is documented and computerized, it is easier to audit the process using field data. This makes data analysis simpler and more concrete. If you would like to carry out a process audit, we have put together a detailed method for you.
BPM vs Workflow: what’s the difference?
The main difference lies in the company’s level of maturity when it comes to process issues. Indeed, the term BPM (Business Process Management) is a practice requiring a certain level of expertise on the part of the organization.
Workflow software enables you to gradually build up your processes, making them rapidly testable and operational, for rapid initial results. With this software, you can, in no-code (i.e. without any technical skills) :
- Create steps and tasks
- Assign them to specific roles or collaborators
- Create automations by connecting other software in your company
- Track indicators with customized measurement devices and dashboards
- Simply duplicate them from one department to another
BPM software generally covers the same range of possibilities as workflow software, but integrates more advanced orchestration, tracking, monitoring, reporting and administration functions.
It also makes it easier to centralize all data than workflow software (which also does this, but requires more organization).
BPM software requires quite specific technical skills for configuration and administration.
Another difference is the cost of the two types of software. BPM is more expensive.
How do you create a worklow?
Step 1 – Analyze existing processes with key personnel
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 – Design and model the target function
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 – Choosing the right 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 process 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.
Now you know all about workflow. Now it’s your turn! See you soon for more content!
Leave a Reply