A workflow is a systematic business activity shown as a sequence of operations. Basically, workflows are the way people get work done, and they are visualized as a series of steps that must be completed in a diagram or checklist.
A workflow is closely related to a business process but is not the same. Defined workflows structure processes in terms of time, content, and logic. They define 'how the work flows,' that is, who does what, when, and how, and who then continues to work with it.
Think of it as work flowing from one stage to the next, whether that's through a colleague, a tool, or another process. You can execute a full workflow alone. For example, one person can write, edit, and publish a blog post, or it can involve several people. For example, the process of invoicing a client.
The following is an example of a sales follow-up prospect workflow.
Workflows and Processes
Have you ever questioned the difference between workflows and processes? Let´s go through it!
Workflows are typically more detailed, involving careful planning and analysis. While a process enables a team to collaborate towards a final objective, a workflow serves as a tool to help the team achieve this objective. A process can function independently of a workflow, but a workflow is always an integral part of a broader process. Simple, right? In summary, while a process provides the general roadmap, a workflow details the operational steps and interactions needed to navigate that road map effectively. Workflows are used to manage daily business while processes focus on long-term goals. In other words, the purpose of a workflow is to accomplish tasks. The purpose of a process is to ensure that the organization's goals are realized.
Let´s look at how workflows work in practice.
| Type | How |
|---|---|
| Manually | Paper based, Communication |
| Software supported | Email, Word, Excel |
| System supported | SharePoint or other ERP-Systems like SAP |
| Individual software | Developed for companies to consider individual requirements and technical infrastructure |
| Workflow engine | Part of Workflow Management System. For example, jBPM, or SAP Signavio Process Governance. |
What is a Workflow Management System?
There are various ways to manage workflows. A popular method is using a Workflow Management System, as this automates work across teams. This system simplifies reoccurring procedures by delegating tasks to the right people at the right time.
Let's look at how a Workflow Management System works.
So, what are the benefits of the workflow? It speeds up repetitive tasks and simplifies collaboration between departments. With automatic reminders, you don’t need to search for missed tasks, letting your team focus on activities that truly add value.
