Workflow: types, what it is, benefits and how to implement it
Posted: Mon Jan 20, 2025 6:27 am
In the corporate world, the organization and structuring of processes are indicative of the success of companies of any size.
One of the methods to achieve these objectives is the implementation of well-structured workflows, which help to map and improve the sequence of activities carried out to complete tasks and projects, taking responsibility for carrying out these demands in an orderly manner and within the established deadlines.
Also check out: Process Flowchart: benefits, types, how to analyze, symbols and steps
Understand what Workflow is
When a company is well structured and its processes flow in an organized manner, it is likely that there is a well-defined workflow in operation. The workflow, or workflow , is not just a list of tasks — it involves all departments, ensuring that each area can work in harmony.
A good workflow maps out all the steps and activities needed to achieve a goal, defines who is responsible for each task, and maintains progress even in the absence of supervisors. A vision of the end goal is essential for implementing, testing, and adjusting the workflow as needed.
Bitrix24 is a tool that focuses on standardizing processes and can help with the workflow of different companies. Through Bitrix, it is possible to organize tasks, goals and those responsible for each demand in a simple notepad, for example.
Implementing a successful workflow does not depend on specific software , but on good organization and clear objectives.
Importance of Workflow in organizations
Implementing well-structured workflows improves organization and productivity within a company. For example, through well-defined workflows, tasks are carried out in an orderly manner and within established deadlines, reducing the margin of error and improving the quality of work.
The workflow also allows the progress of activities to be monitored by employees and those responsible for each project/task or demand, contributing to the monitoring and management of processes.
Workflows also enable rapid adjustments in response to changes in business requirements or priorities. Automation tools can eliminate repetitive tasks, free up time for employees to focus on higher-value activities, and reduce the likelihood of human error.
Main components of a Workflow
Workflow software
A workflow is made up of several elements that, together, attest to the successful execution of a process. They are:
Steps (or activities): Represent the individual actions that need to be performed to complete the process. Each step has one or more particular objectives and may involve different people or systems.
Transitions: Define the order in which steps are performed and the conditions for moving from one step to the next. Transitions can be automatic or manual, depending on the nature of the process.
Decisions: Points in the workflow where the path forward depends on a condition norway telemarketing data or choice. Decisions can be made by people or systems, and influence the course of the process.
Actors (or participants): Individuals or groups responsible for executing the steps of the process. Each actor has a role and may have different levels of permission and responsibility.
Data (or information): Elements manipulated or used during the process. Data can be entered, processed, stored or transmitted between workflow steps.
Business rules: Conditions or constraints that govern the behavior of the process, causing the workflow to be executed in accordance with the organization's policies and procedures.
Events: Occurrences that trigger actions or transitions in the workflow. Events can be internal (such as completing a step) or external (such as receiving an email).
Results (or deliverables): Final products or partial results generated by the process. Results can be documents, information, decisions or any other type of output.
In addition to these basic components, a workflow can be composed of other elements, such as gateways, timers or subprocesses that are, respectively, branching or junction points in the workflow, mechanisms that define deadlines or time intervals for the execution of steps or transitions and, finally, smaller workflows, incorporated into a larger process to deal with certain tasks.
Learn about the types of Workflow
Learn about the different types of workflow and discover which one best applies to your organization!
Sequential Workflow
Sequential workflow is characterized by the linear and orderly execution of its steps. Each step can only be initiated after the previous step is completed — which makes it ideal for simple and predictable processes.
Its simplicity of understanding and implementation is an advantage, but the lack of flexibility to execute steps simultaneously can be a disadvantage in some cases. A good example is the document approval process, where each approver reviews the document in sequence.
Parallel Workflow
In parallel workflow , unlike sequential workflow, more than one step can be executed at the same time — which ends up accelerating the completion of the process.
This type of workflow is ideal for tasks that do not depend on each other, such as in the recruitment process, where different interviewers can evaluate candidates at the same time. On the other hand, managing and coordinating a parallel workflow can be more complex and require a little more from each employee.
Rules-Based Workflow
In rule-based workflow , the process flow is dictated by a set of predefined rules, which can be based on conditions, data, or events.
In complex processes such as credit granting, where rules define approval criteria and credit limits, this flexibility and adaptability mean that decisions and actions can be automated. However, setting up and maintaining a rules-based workflow can be more challenging — just as it is with parallel workflows.
Collaborative Workflow
Finally, collaborative workflow involves the participation of several people or teams, who work together to complete the process.
This type of workflow is the perfect option for labor-intensive tasks, such as product development, where designers, engineers and marketers collaborate at different stages.
Therefore, collaborative workflow promotes collaboration, knowledge sharing and the use of different skills, but it is important to keep in mind that coordination and conflict management can be more challenging here.
In addition to these, there are other types of workflow, such as the state machine workflow , which advances from one state to another based on events, the ad hoc workflow , which tolerates changes in the flow during execution, and the hybrid workflow , which combines different types to meet the demands of a process.
One of the methods to achieve these objectives is the implementation of well-structured workflows, which help to map and improve the sequence of activities carried out to complete tasks and projects, taking responsibility for carrying out these demands in an orderly manner and within the established deadlines.
Also check out: Process Flowchart: benefits, types, how to analyze, symbols and steps
Understand what Workflow is
When a company is well structured and its processes flow in an organized manner, it is likely that there is a well-defined workflow in operation. The workflow, or workflow , is not just a list of tasks — it involves all departments, ensuring that each area can work in harmony.
A good workflow maps out all the steps and activities needed to achieve a goal, defines who is responsible for each task, and maintains progress even in the absence of supervisors. A vision of the end goal is essential for implementing, testing, and adjusting the workflow as needed.
Bitrix24 is a tool that focuses on standardizing processes and can help with the workflow of different companies. Through Bitrix, it is possible to organize tasks, goals and those responsible for each demand in a simple notepad, for example.
Implementing a successful workflow does not depend on specific software , but on good organization and clear objectives.
Importance of Workflow in organizations
Implementing well-structured workflows improves organization and productivity within a company. For example, through well-defined workflows, tasks are carried out in an orderly manner and within established deadlines, reducing the margin of error and improving the quality of work.
The workflow also allows the progress of activities to be monitored by employees and those responsible for each project/task or demand, contributing to the monitoring and management of processes.
Workflows also enable rapid adjustments in response to changes in business requirements or priorities. Automation tools can eliminate repetitive tasks, free up time for employees to focus on higher-value activities, and reduce the likelihood of human error.
Main components of a Workflow
Workflow software
A workflow is made up of several elements that, together, attest to the successful execution of a process. They are:
Steps (or activities): Represent the individual actions that need to be performed to complete the process. Each step has one or more particular objectives and may involve different people or systems.
Transitions: Define the order in which steps are performed and the conditions for moving from one step to the next. Transitions can be automatic or manual, depending on the nature of the process.
Decisions: Points in the workflow where the path forward depends on a condition norway telemarketing data or choice. Decisions can be made by people or systems, and influence the course of the process.
Actors (or participants): Individuals or groups responsible for executing the steps of the process. Each actor has a role and may have different levels of permission and responsibility.
Data (or information): Elements manipulated or used during the process. Data can be entered, processed, stored or transmitted between workflow steps.
Business rules: Conditions or constraints that govern the behavior of the process, causing the workflow to be executed in accordance with the organization's policies and procedures.
Events: Occurrences that trigger actions or transitions in the workflow. Events can be internal (such as completing a step) or external (such as receiving an email).
Results (or deliverables): Final products or partial results generated by the process. Results can be documents, information, decisions or any other type of output.
In addition to these basic components, a workflow can be composed of other elements, such as gateways, timers or subprocesses that are, respectively, branching or junction points in the workflow, mechanisms that define deadlines or time intervals for the execution of steps or transitions and, finally, smaller workflows, incorporated into a larger process to deal with certain tasks.
Learn about the types of Workflow
Learn about the different types of workflow and discover which one best applies to your organization!
Sequential Workflow
Sequential workflow is characterized by the linear and orderly execution of its steps. Each step can only be initiated after the previous step is completed — which makes it ideal for simple and predictable processes.
Its simplicity of understanding and implementation is an advantage, but the lack of flexibility to execute steps simultaneously can be a disadvantage in some cases. A good example is the document approval process, where each approver reviews the document in sequence.
Parallel Workflow
In parallel workflow , unlike sequential workflow, more than one step can be executed at the same time — which ends up accelerating the completion of the process.
This type of workflow is ideal for tasks that do not depend on each other, such as in the recruitment process, where different interviewers can evaluate candidates at the same time. On the other hand, managing and coordinating a parallel workflow can be more complex and require a little more from each employee.
Rules-Based Workflow
In rule-based workflow , the process flow is dictated by a set of predefined rules, which can be based on conditions, data, or events.
In complex processes such as credit granting, where rules define approval criteria and credit limits, this flexibility and adaptability mean that decisions and actions can be automated. However, setting up and maintaining a rules-based workflow can be more challenging — just as it is with parallel workflows.
Collaborative Workflow
Finally, collaborative workflow involves the participation of several people or teams, who work together to complete the process.
This type of workflow is the perfect option for labor-intensive tasks, such as product development, where designers, engineers and marketers collaborate at different stages.
Therefore, collaborative workflow promotes collaboration, knowledge sharing and the use of different skills, but it is important to keep in mind that coordination and conflict management can be more challenging here.
In addition to these, there are other types of workflow, such as the state machine workflow , which advances from one state to another based on events, the ad hoc workflow , which tolerates changes in the flow during execution, and the hybrid workflow , which combines different types to meet the demands of a process.