What is Workflow and how to apply it in practice?

Understand what workflow is, a method that organizes the workflow and can help you improve your company’s productivity and efficiency.

So, if you are looking to improve your performance and that of your team, follow the article and implement this strategy in your professional day-to-day.

What is workflow?


Translated from English, workflow is a word that means “workflow”. Therefore, it can be understood as the logical sequence of steps that need to be followed and completed in a checklist or diagram.

Team Workflow: making a complex sale to a client, after all, this is an action that usually involves several professionals, moving from the pre-salesperson to the salesperson and, sometimes, the insertion of managers and directors in the negotiation.

Finally, we can define workflow as a roadmap that defines what will be passed to the next step according to company rules.

Furthermore, it is worth adding that the workflow says a lot about efficiency, productivity, and organization within a company.

What is the difference between workflow and process?

First, it is necessary to understand that every activity is done through a process.

However, within companies, it is common for several processes to be conducted and guided only according to the intuition and personal preference of each professional. After all, each person develops their own way of working and delivering their tasks.

The workflow, on the other hand, comes to help transform this workflow process into something more strategic and concrete. It helps to organize processes more meticulously and efficiently, seeking to ensure the best results for all involved.

To make the difference between workflow and processes even clearer, remember that every workflow is made up of processes, but not every process is inside a workflow.

What are the main advantages of workflow?


We have already mentioned above that workflow is a process that can bring many benefits with regard to productivity and efficiency in your company’s day today. However, there are other important advantages to joining this flow in your business. Among them, we highlight:

  • Greater transparency in the processes and in the use of information, after all, everyone will be aware of all stages of the processes;
  • Simplification of internal communication, increased collaboration between the professionals of your team and encouragement of better teamwork, with each employee having more knowledge about their exact role in the tasks;
  • Cost reduction and waste reduction – both in time and in inputs and energy;
  • Elimination of unnecessary steps in the process;
  • Increase in the efficiency and effectiveness of processes, streamlining the management of tasks and ensuring greater fluidity;
  • Easier to monitor the development of tasks, making it easier to identify if there is a problem in any of the steps and what needs to be improved;
  • Ensuring continuous improvement of processes, making sure that the workflow is working as planned.

How does the workflow work?

The workflow clearly works in stages. And for you to apply it in practice it is important to follow a step by step. We list it below for you:

1. Know and analyze the internal processes of your business

Before applying the workflow, it is essential to know very well what your company’s internal processes are so that, from then on, you can think of ways to optimize them.

Therefore, list how the processes work in your company and make a complete and detailed diagnosis of the stages of the work. From this knowledge, it will be possible to make a diagnosis and identify what is working very well, what needs to be improved, what needs to be implemented and also what needs to be discarded and/or revisited in other ways.

2. Each task should be assigned to a specific person

It is very common to have meetings that seem to be extremely productive, however, when they leave, no professional clearly understands what they should do to achieve the suggested objectives. The same happens with the workflow if there is no clear definition of: who does what.

There is even a famous maxim in the corporate world that says “if everyone is responsible for a task, no one is responsible for it”.

So, to avoid falling into this trap, make it very clear what each professional’s role is at each stage of your workflow. Also, don’t hesitate to retrieve this information from time to time to ensure that the workflow is actually flowing as it should.

3. List tasks, set dates and deadlines for actions

It is necessary to “start” the flow and put into practice the actions that were agreed between the team. Therefore, set a date and/or a project that will be responsible for starting this methodology and, of course, put it into practice ensuring that everyone involved is aware of what is happening.

4. Indicate the end of the flow and closely monitor the progress of actions

Everyone already knows what their role in the workflow is, stipulated dates and actions to be taken, right? So, closely monitor if the tasks are being followed as agreed and, also, remember to make it clear what the end of this process is.

After all, every workflow needs to have an initial trigger and also a marker that indicates that it has ended. That’s why, in the beginning, when planning the workflow, make it clear what the expected end result of this flow is.

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