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Workflows: What Are They, And How To Automate Them?

What are workflows? Do you often hear about it but have yet to understand it fully? Also known by the English term “workflow,” it is a process that allows you to use information and resources in the best possible way to achieve the set objectives. In this article, we take stock of this concept, so crucial for the organization of business processes. After seeing its meaning, let’s focus on adopting best practices to automate them. 

What Are Workflows? 


A workflow, also known as a workflow, is the sequential process through which a project is carried out, from the initial stages to its completion. Fundamental in Business Process Management ( BPM ) allows you to organize all the individual activities in detail and assign the related stakeholders necessary for their execution. In addition to the natural persons involved, the workflow indicates all the tools required to complete the various operations (software, applications, services, APIs, third-party processes, etc. 

The Steps To Build A Workflow

What are the essential stages of organizing a workflow clearly and precisely?

  1. define the process to be represented (with the relative degree of detail),
  2. carry out a brainstorming to find and list all the tasks to be carried out for the project to be carried out,
  3. discuss the organization of all activities according to a logical-temporal sequence,
  4. identify all the actors involved and assign the various tasks,
  5. describe the various tasks and indicate the direction in which information exchanges between the different actors/departments take place,
  6. choose relevant KPIs to monitor the progress of the work.

How To Optimize Workflows?

Five Tips To Follow

A high-performance workflow can be a trump card for a company since it significantly reduces the time and costs necessary to complete the various company processes. So here are some valuable tips to improve workflows and gain efficiency.

Equip Yourself With The Right Tools

As digital transformation progresses, managing workflows requires using suitable software solutions. You can follow the progress of the work and decide to automate all the tasks of little added value. 

Apply Constant Monitoring

To be optimized, workflows must be reviewed and corrected continuously. Repetitive and useless activities could emerge, or vice versa. New tasks could become necessary. Graphical visualization is handy as it provides an overview in which criticalities are easily identifiable.

Make The Proper Corrections

The flow chart, in addition to showing all the steps, allows you to intervene and make corrections effortlessly and intuitively. It goes without saying how much reactivity is essential for competing in today’s increasingly competitive market.

Choose A Collaborative Approach 

For workflows to work best, they must happen in a highly collaborative environment. When several people are involved in a single activity, information exchange must occur in the most fluid and flowing way possible. A good subdivision of tasks is needed to coordinate and advance linearly without stepping on toes among collaborators. Each member must be able to access the general progress easily and autonomously identify the right person to turn to in case of difficulty. 

Value Human Capital

To do this, the tasks assigned to employees must be set with a particular logical criterion. The workload must be balanced, and the studies must be relevant to the skills of the persons in charge. Fortunately, the graphical display makes it easy to identify any imbalances to intervene promptly.

The Main Advantages Of An Optimized Workflow

With good workflow management, it is possible to achieve business objectives with excellent efficiency. Here are, in points, the main advantages of a good organization of workflows:

  1. fewer errors,
  2. speed up internal processes,
  3. tracking of the progress of the works in real-time,
  4. the general increase in productivity,
  5. increase in the well-being of employees,
  6. transparency in communication,
  7. focus on tasks with higher added value, etc.

Workflow Automation To Stand Out From The Competition 

Have you noticed several activities in your organization are too routine and chromophoric? Optimizing business workflows can make a difference! With some activities’ automation and a general simplification of internal processes, the company’s performance can only improve. With the growing weight of digital technologies, more and more companies are reviewing their workflow management.

Also Read: What Are The Characteristics Of Becoming A Good Coach?

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