Definition of a workflow: everything you need to know

Are you wondering how some companies manage to optimize their time, reduce errors and ensure flawless execution of every task? 

Well, the secret lies in a simple but powerful word: the workflow. 

By automating processing steps, structuring information and defining clear rules, the workflow provides a precise framework for managing all processes, from the most complex project to the simplest reimbursement.

In this article, AirProcess shows you how a good workflow can become the engine of your productivity. 

So, you will learn to: 

1. – model your work flows
2. – define your approval and validation procedures
3. – ensure total transparency of actions and responsibilities
4. – select the best tool for your needs, whether it is a specialized BPM software or a NoCode process-oriented solution

You will see how a judicious implementation can not only improve the quality and efficiency of your organization, but also offer a decisive competitive advantage. So, are you ready to take the reins of your success with an optimized workflow?

1) But first, what is a workflow?

a) Definition

A workflow is an organized sequence of activities that structures and manages business processes. 

It is a chain of steps, where each task follows a specific order to achieve a defined objective. 

In a workflow, each participant knows precisely which action to take, when and how, which reduces the risk of confusion or duplication.

These processes can be automated or manual, but the goal remains the same: to coordinate actions to streamline work and maximize productivity. 

Thus, a workflow brings clarity and visibility to the progress of tasks, which facilitates the management of business processes.

b) The origin and evolution of the workflow concept

This concept has its roots in early 20th-century manufacturing. 

At that time, companies were already looking to improve the organization and coordination of their production processes. 

Frederick Winslow Taylor, often considered the father of scientific management, was one of the first to formalize the idea of workflows by analyzing and optimizing tasks to maximize worker productivity.

With the advent of computing in the 1960s and 1970s, the workflow began to expand beyond the factory. 

Thus, companies quickly adopted systems to automate administrative and transactional processes, such as document management or order processing. 

This evolution marked the shift from manual workflows to digital workflows.

Today, in the digital age, workflows have reached an unprecedented level of sophistication. 

Thanks to advanced technologies such as artificial intelligence and process automation, workflows enable the management of complex processes in real time within an interconnected environment. 

They are no longer limited to simple work streams; they have become strategic tools for digital transformation and agile enterprise management.

c) The difference between a workflow and BPM (Business Process Management)

Although the terms “workflow” and “Business Process Management” (BPM) are often used interchangeably, they actually refer to two distinct concepts. 

In fact, the workflow is a subset of BPM. 

A workflow focuses on executing a series of tasks in a determined order, with precise rules. 

It manages the individual steps of a process, thus allowing specific work flows to be structured and automated.

BPM, on the other hand, adopts a broader approach. 

It is a management discipline whose objective is to: 

1. – analyze, 
2. – model
3. – optimize 
4. – oversee all of an organization’s business processes

Where a workflow focuses on the logical sequence of tasks, BPM includes the continuous optimization of those processes.

In other words, the workflow manages the “how” of task execution, while BPM focuses on the “why” and the “how” of business processes as a whole. 

d) Table of differences between Workflow and BPM

2) The components of a workflow

a) The 3 basic components

Every workflow is based on three fundamental components: 

1. Inputs
2. The process
3. Outputs

These elements form the essential structure that allows a work flow to be managed in an organized and coherent way.

1) Inputs

These are: 

• information
• documents 
• or the initial data needed to start the workflow

These can come from different sources: 

• a form filled out by a customer
• a file uploaded by a collaborator 
• or data collected automatically by a system

So, inputs represent the starting point of the process.

2) The process

This is the heart of the workflow!

This component defines all the tasks or steps that must be performed to reach the set objective. 

Each step of the process may involve: 

1. A human action (such as an approval)
2. An automated action (such as sending an email, generating a document, triggering an action in an external tool, etc...) 

The process also includes the rules and conditions that determine how each task should be executed and in what order.

3) Outputs

These are the results or final products of the workflow. 

Outputs can take the form of:  

1. a validated document
2. a processed order
3. a generated report
4. or a notification sent to stakeholders

They represent the completion of the workflow and are often used as inputs for another process.

Now, by understanding these three basic components, it becomes easier to model and optimize a workflow so that it is smoother and precisely meets the company's needs.

b) Types of workflows: Ad Hoc, Structured, and Dynamic

Workflows are not limited to a single model. 

They come in several types and each addresses specific needs and provides an appropriate flexibility for the context in which it is used. 

Now, let’s look at the three main types of workflows.

1) The Ad Hoc workflow: flexibility and adaptability

The ad hoc workflow is designed for situations where flexibility is required. 

In reality, this type of workflow does not follow a predefined scheme, which allows users to adjust steps according to circumstances.

And it is ideal for projects such as:  

• creative projects
• emergency interventions
• or any activity that requires frequent adjustments

Thus, when you are developing an innovative product where needs can change quickly, the ad hoc workflow offers you the freedom to adapt your tasks in real time.

2) The structured workflow: standardization and regularity

The structured or procedural workflow follows a predefined path with fixed, ordered steps. 

Each task is clearly defined, and roles are assigned in advance. 

Thus, this type of workflow is used for repetitive processes or regular operations, such as:  

• invoice processing
• leave request management
• customer order tracking
• purchase tracking
• incident tracking
• etc...

Therefore, it is perfectly suited to operations that require strict consistency and repetitive execution, often with predefined actors for each step of the process.

3) The dynamic workflow: Agility and Responsiveness

The dynamic workflow, often driven by rules, offers an adaptable structure that responds to real-time events. 

Unlike the structured workflow, it can adjust its course based on current data and conditions. 

This makes it possible to manage complex and varied processes, such as customer service requests, where the path to follow depends on the type of request and the information provided. 

The dynamic workflow is typically used in environments where speed and adaptability are decisive, such as financial services or logistics operations.

4) Table of workflow types and their applications

3) Why use a workflow?

a) To optimize your operational processes

A well-designed workflow brings a radical change in the way tasks are organized and automated. 

By clearly structuring each step of a process, a workflow reduces confusion, eliminates bottlenecks and allows teams to focus on their priorities. 

Everything is orchestrated smoothly, information flows unhindered and responsibilities are clearly assigned. 

This saves time, avoids human error and ensures that each task is completed within the allotted time.

Take the example of a customer service company that integrates a workflow to handle support requests. 

Before adopting the workflow, customer requests could get lost between several departments, which could lead to delays and customer dissatisfaction. 

By automating the ticket handling process, the workflow can automatically route each request to the right team, while alerting managers in case of deadline overruns.

As a result, response times are reduced and customer satisfaction increased.

b) To reduce errors and improve quality

Human errors are inevitable when managing manual repetitive or complex tasks. 

This is where workflows come in: by automating these tasks, they significantly minimize the risk of error. 

Tasks are standardized, information flows more smoothly, and each action is triggered automatically according to predefined rules. 

This ensures that each step proceeds as planned, without omissions or confusion.

Thus, in an environment such as inventory management or the handling of sensitive data, automation via a workflow provides additional assurance. 

It eliminates risks related to double data entry, omissions, or incorrect task assignments. 

As a result, process quality improves, controls are strengthened, and teams can devote more time to strategic activities rather than fixing errors.

c) To be transparent and have better tracking

A well-structured workflow does more than organize tasks; it also offers total transparency on their progress. 

With a workflow management system, each step is visible in real time, allowing all stakeholders to know precisely the progress of the process.

Thus, this visibility promotes communication between teams, reduces misunderstandings and facilitates decision-making.

Managers can track the progress of tasks: 

1. they have dashboards interactive
2. they see “who must do what” at any given time
3. they can quickly identify potential blockages
4. they can adjust resources accordingly

Automated workflows also generate instant reports that allow process performance to be measured and opportunities for improvement to be identified. 

As such, they provide accurate data to refine strategies and optimize operations.

4) Now, let’s see how to set up a workflow

a) Steps to design your tool

Implementing a workflow can transform the way processes are managed, but it requires a methodical approach. 

Therefore, here is a step-by-step guide to designing your tool:

1) Identifying the process to optimize

Start by determining which process needs a workflow. 

It could be:  

• – invoice management, 
• – leave request processing 
• – or complaint handling. 

To make it truly useful, choose a process that is repetitive, prone to errors, or takes too much time.

2) Mapping your current process

Before creating a new workflow, you must understand how the process currently works. 

For this:

1. – Audit all steps of the existing process, 
2. – identify the people responsible for each task, 
3. – and note friction points or bottlenecks. 

This analysis will provide a solid basis for designing a more effective workflow. 

3) Defining objectives

Clarify what you want to achieve: 

• – Reduce processing times.
• – Improve the quality of deliverables. 
• – Automate repetitive tasks 
• – Increase collaborator satisfaction.
• – Or another objective. 

Clear objectives will help guide the workflow design toward the desired results.

4) Modeling your workflow

Use a design tool to model the ideal process. 

Now, you must define: 

• – Each step. 
• – The people responsible for each step
• – Possible decisions at each step
• – Actions triggered at each step (e.g., sending an email, generating a document…)

Make sure the workflow is simple, logical and that all steps add value to the process. A common mistake is wanting to over-detail the steps; however, it is proven that the simplicity of a process allows for faster adoption by users.

5) Choose and configure workflow management software

Select software that fits your needs. 

Click the button below to discover what AirProcess offers you.

Configure it according to your modeling, integrate existing systems (ERP, CRM, etc.), and customize notifications, alerts and dashboards for optimal monitoring.

6) Test the workflow

Before rolling the workflow out company-wide, run a test with a representative sample of users. 

Collect their feedback, identify any issues and make the necessary adjustments. 

This step is decisive to ensure the workflow works correctly and meets expectations.

7) Train users and deploy the workflow

Ensure all stakeholders are well informed about the new workflow and trained in its use. 

Explain how each step works, what the responsibilities are, and how to use the monitoring tools. 

Then deploy the workflow across the company.

8) Monitoring and continuous improvement

Use the dashboards and reports generated by your workflow software to monitor process performance in real time. 

Identify opportunities for improvement and adapt the tool accordingly to keep it relevant.

9) Table of steps for implementing a workflow

b) Choose the right workflow tool for your company

Each company has specific needs, and the choice of software should be based on clear criteria to ensure it fits your requirements perfectly. 

Here are the main criteria to consider when making your choice:

1) Ease of use and user interface

A good workflow tool must be easy to learn for all collaborators, even those who are not technology experts. 

The interface should be intuitive, with clear and accessible features. 

An interface that is too complex may hinder adoption within the company.

2) Ability to integrate with your existing systems

Make sure the chosen tool can easily integrate with your current systems, such as your ERP, CRM, or other business applications. 

Good integration prevents duplication, centralizes information, and ensures smooth data exchange between different tools.

3) Customization and flexibility

Your company evolves, and your workflow tool must be able to keep up. 

Check that the software allows extensive customization of workflows, dashboards, notifications and reports. 

4) Security and compliance

Data managed by workflows can be sensitive. 

Ensure the tool complies with the security and privacy standards of your industry (such as GDPR in Europe). 

The tool should also provide appropriate access controls to ensure that only authorized people can access sensitive information.

5) Cost and pricing model

Compare the costs of different workflow software according to your budget and company size. 

Some tools charge per user, others depending on the number of processes or the volume of data processed. 

Choose a pricing model that matches your intended usage and offers good value for money.

6) Support and user community

Choose a tool with responsive technical support and comprehensive documentation. 

7) Table of criteria for selecting a workflow tool

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5) Common mistakes to avoid

Implementing a workflow can transform your company, but some mistakes can quickly turn this process into a source of frustration. 

Below are the most common pitfalls to avoid and some tips to work around them:

1) Ignoring prior analysis of existing processes

Many companies jump straight into creating the workflow without a thorough analysis of current processes. 

Not understanding in detail how tasks are currently performed, where friction points lie, or who the key actors are can lead to poorly adapted workflows that worsen problems instead of solving them. 

Take the time to map your existing processes and clearly identify areas to improve before designing a new workflow.

2) Creating workflows that are too complex

There can be a strong temptation to create a workflow that covers all possible scenarios. 

But a workflow that is too complex quickly becomes hard to understand and use for teams. 

As a result, it can cause additional delays and errors. 

It is better to start simple: design a workflow with essential steps, then adjust and add complexity progressively as needed.

3) Neglecting user training

Even the best workflow will not work if users do not know how to use it correctly. 

Do not make the mistake of thinking collaborators will “guess” how the workflow works. 

Make sure to organize training sessions, provide explanatory documents and answer questions to ensure smooth adoption.

4) Failing to provide a feedback mechanism and continuous improvement

A workflow is never perfect from the start. 

Not setting up a system to regularly collect user feedback and adjust the workflow based on their input is a common mistake. 

Plan regular checkpoints to assess the effectiveness of the workflow and be ready to modify it to better meet the company’s needs.

5) Omitting integration with other systems

A workflow that operates in isolation will never be as effective as an integrated workflow. 

Many companies forget to ensure their workflow integrates with other existing systems (such as ERP, CRM, etc.), which can lead to data duplication, communication errors, and lack of visibility. 

Make sure your workflow is well connected to your digital ecosystem to optimize information exchanges.

6) Psychological impacts of workflows on work teams

Implementing structured or automated workflows has a direct impact on:  

• – motivation, 
• – well-being 
• – team satisfaction at work. 

Therefore, if you bring more transparency to tasks to be completed and clarify everyone’s roles, workflows will help reduce stress related to uncertainty and enrich your organization. 

In fact, your collaborators will feel more comfortable when each step of the process is clearly defined and they know exactly what they must do.

However, it is also important to consider potential negative effects.

You should be aware that excessive automation can sometimes generate a feeling of alienation.

Indeed, some employees may feel disconnected from the process or lose autonomy in decision-making. 

So, to avoid these backlash effects, you must find the right balance between the structure provided by workflows and the flexibility needed to encourage team engagement and creativity.

7) Using workflows to promote innovation and organizational agility

Flexible workflows, such as ad hoc or dynamic workflows, are not only used to optimize processes. 

They can also become real levers to foster innovation and promote rapid adaptation to market changes. 

By allowing steps to be reorganized and priorities to be changed at any time, these workflows adapt to unforeseen needs and new opportunities while maintaining a structure to guide actions.

Thanks to their flexibility, adaptable workflows help formalize innovation processes, from ideation to prototyping and idea validation. 

They create a framework in which each step is clearly defined but can be adjusted according to feedback and discoveries. 

8) The impact of Artificial Intelligence and Machine Learning on workflows: toward intelligent automation

Artificial intelligence (AI) and machine learning (ML) are transforming traditional workflows into so-called intelligent workflows. 

These advanced technologies go well beyond basic automation of repetitive tasks. 

By using AI, workflows become capable of adapting and continuously learning from data collected in real time, making them more agile and more efficient.

Thanks to machine learning, workflows can predict and prevent bottlenecks by analyzing past trends and behaviors. 

Thus, a process management system can anticipate potential delays in a project or production line and propose proactive adjustments to keep the workflow smooth. 

Moreover, AI enables the automation of complex decisions in real time based on large-scale data analysis, offering better responsiveness to organizations.

Intelligent workflows can also be personalized according to user behaviors. 

Thus, a task management platform can automatically adjust project priorities based on each collaborator's working habits, which boosts their productivity and engagement.

Table of advantages and disadvantages of automating workflows with AI and Machine Learning

9) Conclusion

This article explored in depth the definition of a workflow, its fundamental components, and its different types, as well as its decisive role in optimizing business processes. 

We discovered how workflows, whether ad hoc, structured or dynamic, help not only to streamline tasks but also to promote innovation and organizational agility. 

The integration of technologies such as AI and machine learning allows these workflows to be transformed into intelligent systems capable of learning and adapting in real time to meet the demands of an increasingly complex environment.

To go further, discover our other articles on business process management, integrating advanced technologies into workflows, or best practices for your company's digital transformation. 

These resources will provide additional advice to help you fully leverage workflow tools.

Think about your own internal processes. 

Which tasks slow you down the most? 

Could a well-designed workflow transform the way you work and innovate? 

Feel free to explore these ideas to identify opportunities for improvement within your organization.

Attend a demonstration of our Business Process Management tool by clicking the button below.