Workflow, what is it and how to apply it to the company?

Workflow represents a company’s workflow, as well as the progress of all stages of tasks and processes in a corporation’s routine. But the concept cannot be defined as a process, but as a process manager.

It is a chain of actions organized to manage the proper functioning of the procedures. Therefore, it becomes responsible for efficiency and obtaining results.

Do you know how a workflow system works, its importance, and how it can be implemented? Continue reading this article to learn more about what workflow is and understand how to apply it to your company!

Why is it important to use a workflow system?#

The workflow optimizes the workflow, making processes more efficient. Here are the main benefits of this system:

• increases employee productivity;
• facilitates teamwork;
• helps identify and reduce bottlenecks;
• avoids wasting time and costs;
• allows you to focus on what really matters, according to the company’s purpose;
• facilitates decision-making;
• favors continuous improvement in the development of processes.

How does the workflow work?#

The workflow can be applied in various sectors, with the objective of structuring the sequence of business activities and managing the tasks. To this end, tasks are mapped to make the processes clearer and more well-defined.

With a well-determined direction, it is possible to obtain more agility and precision in actions. This chain of actions also contributes to greater fluidity between the implementation stages, as well as to the reduction of errors and unnecessary expenses.

How to apply workflow in the company?#

Now that you know what workflow is, let’s understand how to put this process into practice. To begin with, it is necessary to have a good deal of knowledge about the processes and the purpose of the company. Check out the step by step to apply the workflow:

• make a list of tasks;
• define those responsible for each stage;
• establish the deadlines, the start, and the end of each project;
• be aware of the information that must be present at each stage.

Once the data has been collected, it is necessary to make an organization chart. In addition, it is important to have a level of quality requirement at each stage.

You should also use tools to assist in carrying out analyses, storing information, promoting communication, and monitoring results. This is the case of SharePoint, a tool that allows you to create a workflow and share it with others.

What are the types of workflows?#

Let’s get to know 6 types of workflows that can be used:

1. production workflow: for large volumes of data. It does not allow changes or the creation of new rules;
2. ad hoc workflow: unlike the previous type, this one is more flexible and allows changes, even during processes. It is recommended for teams where members work separately;
3. administrative workflow: considered a middle ground between the two previous types, it is suitable for administrative routines with predictable practices and simple rules;
4. collaborative workflow: when any task depends on the participation or approval of several collaborators, from different sectors, this is the ideal process;
5. productive workflow: suitable for companies that carry out repetitive and complex activities, such as banking operations;
6. transactional workflow: used when there are projects with different characteristics or in different units, but which are carried out together.

Now that you understand what workflow is and how this process works, you just have to choose the best path to apply it to your company, according to your needs. Remember that each company has different actions and demands and, therefore, different directions are necessary.

To learn more about the subject and optimize your company’s processes, contact us and see how we can help you!