Workflow management, in simple terms, means the process of having to complete a given task in the same way following the same steps in order to get the work done as quickly as possible. A more detailed definition of workflow management is that it involves designing a model and following the defined steps to achieve a desired outcome.  

Pipefy in defining what workflow management is, said that it requires you to identify, organize, and coordinate steps in your processes to get rid of some impediments that will prevent you from producing the end result. 

You must bear at the back of your mind that workflow management is not static. You must reanalyze your steps to optimize, improve where necessary, and eliminate errors to ensure optimal output. 

Though workflow management is often project-based, that is a task that needs completion. However, workflow also involves humans, machines, and systems working together to ensure efficiency. With the acceptance of remote work by many organizations, workflow management now involves the automation of processes with tools that aid improved productivity. What used to be human-centric is now almost Software-based. 

Types of Workflow Management 

There are two types of workflow management processes. These are; 

1. Sequential Workflow: Here, each stage of the workflow depends on the next stage. A sequential workflow is a dependent workflow. Because if the “A” step does not occur, then “B” will not materialize. 
2. Parallel Workflow: In this type of workflow, processes operate concurrently, with each process independent of the other. 

Benefits of Workflow Management 

Workflow management is important for various reasons. Under this subheading, we discuss the 5 benefits of workflow management. 

• Improve Productivity: 

The efficiency created by workflow management cannot be overemphasized. More complex projects are divided into simple steps which enable them to be completed in time, reducing the risk of error that may arise from an uncoordinated process. If team members do not have to waste time because the method of getting a project completed is very easy, more work will be done (increase output.) 

• Reduce Task overlap: 

As defined, workflow management is breaking down projects into chunks to ensure quick completion. Organizing and assigning tasks to your team helps them understand what is required of them to achieve team goals, thereby preventing overlap in the processes. 

• Improve Collaboration: 

According to Teamly, your team will appreciate that they have a stake in the end results when they know that their assigned task contributes to the team’s success. When you create a successful workflow management system, each team member can communicate with another because the task required to be completed by one member may directly affect what the other is doing. Thus, they know the specific person to reach out to at the most critical stage of the project. For you the team lead, it cuts you out as a middleman, which is very good. If everyone must reach out to you when stuck and you have to reach out to another member of the team before providing feedback – a lot of time will be wasted since communication and collaboration are bottlenecks. 

• Reinforce Accountability: 

Now that your team knows what each member’s assigned task is, they know those who abandon or take time on their task will be held responsible. Thus, a system of accountability is reinforced in the team, and each member will bring their A-game on board. 

Cflowapps says since roles and responsibilities are clearly assigned to each team member, it prevents micromanagement and may boost team morale. 

• Adjustment for future projects: 

Workflow management will be beneficial to future projects after you have successfully completed a project. If you have identified a barrier in a just concluded project, you are able to adjust and strategize to eliminate that barrier in upcoming projects. This is important because as your business grows and expands, it is bound to face more challenges, and you better be ready to change processes for improved output. 

How do you develop a workflow management that works? 

To reap the benefits of a good workflow management system, you must know how to develop workflow management. Though there are numerous ways to develop a workflow management that works, a streamlined and generally acceptable process that works is; 

• Gather information and document all detail 

At the heart of workflow management is gathering the information in your workflow and adding extra details you want to implement. Zapier noted the importance of documenting information is to prevent repetition. 

• Create a Visual template 

Creating a visual template such as a flowchart will reduce oversight and eradicate miscommunication amongst your team. Everyone can refer to the flowchart as a source of truth when any issue arises.

In addition, since you must have documented your process, you will be armed with the ability to identify any information you have not included or any that needs to be deleted. Lucidchart emphasized the need to have a flowchart for your workflow management when they stated that it helps your team visualize the project, who needs to complete what, and at what stage a step needs to be completed. A visual template also shows how the project started and where it ends.  

• Delegate the task 

Once the flowchart for your workflow has come alive, the next thing you want to do is to begin assigning tasks to each member of your team.  

• Measure effectiveness and Adjust 

The moment your project goes live, you have to begin analyzing the processes to get a glimpse of how your team is working with the system. If you notice any problem, you may want to adjust or re-delegate tasks for improved efficiency.   

Reasons Why Your Company Needs a Workflow Management System  

• Clear Insight into business processes:  

If you want improvement in your business, then having a workflow that monitors performance helps you gain deeper insights into what area of your business processes needs your focus.  

• Save time and add Value:  

Possessing a deep insight into your business processes enables you to identify redundant tasks and eliminate them. Hence, your employees save time and add value to your product or service. 

• Improved Customer Service: 

Customers love it when their complaints or queries are addressed timely. Automating customer service on your workflow will provide happy customers who are motivated to patronize you again or refer your business to their friends. Note that customer satisfaction is the hallmark of a successful business. 

• Better Product and Service delivery:  

Companies with workflow management will offer better products to consumers, and their service delivery will be top quality. Since workflow management helps companies reduce redundancies and eliminate errors as to quality, there is a strong possibility that product and service quality will increase.