workflow is a term used to refer to the steps and processes needed to get work done by people in
a sequential order and can be illustrated in a diagram or checklist.
workflow is a repeatable pattern for a sequence of steps and activities that take place to complete a specific task on a regular basis. This flow include tasks, documents or information that are passed to the proper people according to pre-defined business rules.
Here’s an example displaying a simple workflow :
Many business have more complex workflows and they can customize their workflows to fit with their organizational structure.
Here are some workflow examples:
- HR Workflows:
applications which automate and execute HR-related procedures such as Starter, Leaver, Annual Review.
- Customer Service Workflows:
Assigning tasks to agents who handle customer requests.
- Banking Workflows:
Acquiring a new client account, an approval cycle for an investment decision, a client approval cycle for a mortgage or loan request.
- Travel agency Workflows:
Managing a client vacation, hotel reservation, flight reservation.
- Identify your goal
You should decide the objective of the workflow and what is the outcome that should be accomplished
- Identify start and end points
Decide what task will trigger the workflow to start and know what is the final task to end your workflow.
- List any tasks and activities
Start creating and listing out the tasks that need to be done in the workflow, and in which order. At each stage.
- Identify what is needed to perform the process
Think about the documents, and actual materials (paper, pens, automation software, programs, etc.) that the task participant will need to complete the task.
- Identify the order tasks should be accomplished
organize and set your tasks and their approvals in a sequential order
- Identify roles
identify who will be held accountable for a task and who will be authorized to give approvals.
- Create your flowchart diagram
Now that you’ve identified all the tasks involved, you can create workflow diagrams. The workflow diagram will give you a visual representation and high-level insight over your entire workflow.
- Review and finalize
After you’ve set everything up, it's important to test your workflow and review it because There will always be areas that you can improve and change.
And train your team on the new workflow as this training will give you valuable feedback and help you improve the workflow to ensure that all processes are efficient and achievable and that everything accomplishes what it needs to accomplish
- Guide for New Employees
It's vital to help new employees learn how you carry out your workflow.
Workflows documentation can be used as a reference and this means training and teaching new staff will be a lot quicker and less stressful.
- Improvement and Optimization
Documenting workflow can help streamline your business and make it more efficient.
It will also help you uncover unnecessary workflows so you can implement more efficient processes.
This can help cut costs and drive staff attention to more important tasks.
- Standardize Processes
Having clear guidelines for your employees allows processes to be standardized across your business to achieve consistency.
Without a documented workflow, your employees will carry out the process with different approaches and and they will do whatever feels right to them.
Workflow documentation ensures staff are able to work by your business' best practices and new team members can be trained by any existing employee.
To start creating and testing your workflows, you can use HUBnSUB , a specialized system for workflow optimization.
HUBnSUB gives you the ability to design simple and complex workflows that fit your business easily and quickly to save time and increase efficiency.
HUBnSUB saves and documents all your workflows that you have created, so you can have a history of your workflows.