Looking to improve your workflow management? No-code tools like Blaze and visual platforms like Lucidchart help improve processes, assign tasks efficiently, and eliminate bottlenecks. 

Read on to learn more about: 

• What workflow management is and how it affects your business processes
• Why you need to optimize your workflow management
• Types of workflow management
• Best practices
• Top tools for WFM

Let’s now discuss what workflow management is, the tasks it executes, and why it matters. 

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What Is Workflow Management (WFM)?

Workflow management focuses specifically on the flow of tasks through various processes and points within a business. Its main goal is to ensure these tasks are completed efficiently, flawlessly, and in the correct sequence.

Another way of looking at WFM is through a logistics lens: It’s essentially how team members get tasks done and the amount of time expended on their completion.

WFM is closely related to business process management (BPM), which involves analyzing and overseeing all business processes. Thus, WFM can be seen as supervising the flow of individual tasks, while BPM looks at the performance, improvement, and management of every process in a company.

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Popular WFM Tasks

Workflow management systems can handle a variety of tasks and execute several processes. Here are some of the typical functionalities you’ll find: 

• Task assignments and resource allocation: WFM platforms automatically assign tasks to the appropriate team members based on predefined rules or roles. They’ll also set task deadlines and timelines to complete all activities promptly. 
  
  Additionally, some WFM platforms can optimize the allocation of resources, such as personnel, equipment, or financial resources for completing individual tasks or workflows. 

• Data collection and document management: You’ll be able to gather data required to complete tasks, which may include forms, approvals, or other documentation. Some systems create, modify, and store necessary documents in the workflow, reducing redundant manual labor and errors.
  
  In many cases, WFM software comes with integrations, which let you transfer data from third-party apps directly to your WFM platform. For instance, you can integrate with Slack to take data from chats or connect an Airtable database to add more data sources. 

• Notification and alerts: Some WFM tools send automated alerts and notifications to inform team members, clients, or other stakeholders about task progress, changes, or any required actions. These systems can even provide real-time updates and visibility into the status of different tasks and stages within a workflow.

• Reporting and analytics: Most workflow management systems can generate reports and insights into performance to help in decision-making and process improvement. These insights can contribute to maintaining smooth operations, identifying and addressing errors or bottlenecks in the workflow, and integrating feedback mechanisms at various process stages to enable continuous improvement.

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Why Workflow Management Matters 

Business workflow management systems offer a structured and systematic approach to managing processes, from simple tasks to complex projects, ensuring that every component of the organization operates optimally. 

Implementing a successful WFM system can work organization-wide, so every task your team executes can meet your specific standards, resulting in several different outputs that share the same quality. 

Speed Up Workflows

Importantly, WFM can accelerate your business processes by automating routine tasks, transforming processes that used to take hours into simple tasks completed in minutes. This lets your employees focus on more strategic tasks that require human insight. 

As a result, automating can achieve more with fewer resources, a critical factor in maximizing profitability and human resources. Plus, your employees will most likely welcome fewer boring, repetitive tasks. Instead, they can shift their focus to work that involves more creative efforts. 

Increase Transparency and Compliance

Implementing workflow management systems greatly enhances transparency. Many systems provide a clear view of the workflow status, task ownership, and progress at any moment. This visibility is crucial for decision-makers to monitor performance and make data-driven decisions. 

Because WFM systems can put every step of a workflow under a microscope, you can more easily identify bottlenecks and inefficiencies than you would if you didn’t adopt such a system. This can enable timely interventions to streamline operations and prevent potentially disastrous issues from developing. 

Some workflow management systems are designed to enforce regulations and comply with standards. This can be essential in industries with strict regulatory requirements, like finance and healthcare, where many systems must be HIPAA or SOC 2 Type 2 compliant. Failure to meet compliance standards could carry catastrophic legal consequences. 

Improved Communication and Collaboration

WFM systems can significantly boost collaboration among your team, making your work life easier and more fun. These systems allow you to clearly define roles and responsibilities and make information accessible, nearly ensuring that everyone is on the same page. 

Most WFM software allows you to track when team members have completed specific tasks, set due dates, allow for messaging, and more. This coordination is especially crucial for enormous or remote teams, as it helps keep projects on track and aligns with organizational goals.

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Types of Workflow Management

While workflow management systems ensure that tasks are carried out on time and correctly, all WFM systems differ depending on organizational needs, size, industry requirements, and other factors. 

Most workflows generally take one of the following options from each of these 3 categories: 

Category 1: Manual vs. Automated Workflows

Manual workflows involve human doing the work at most stages. While they can involve the use of software programs, humans must execute tasks of their own volition. For instance, they’ll need to type in specific information, check boxes with their cursors, and more.

While manual workflows are error-prone, they’re necessary in businesses and industries with unique workflows that need a creative human touch. Examples include marketing agencies and legal firms, where creativity and client-specific strategies are required.

Automated workflows, on the other hand, rely on software systems to manage and complete processes based on predefined rules and criteria. This reduces the need for human intervention, minimizes errors, and accelerates the workflow while ensuring consistency and compliance, as the system has standardized and monitored each step. 

These workflows are ideal for repetitive tasks and high-volume processes, offering scalability and productivity that manual workflows can’t. For instance, companies receiving large amounts of inventory and financial institutions that need to handle vast swaths of data, like loan applications, will significantly benefit from automated workflows. 

Category 2: Collaborative vs. Individual Workflows

Most WFM software organizes workflows in sequences of activities to accomplish specific tasks or projects. Sequences can significantly differ depending on whether they are designed for collaboration among multiple team members or tailored to individual work. 

Collaborative workflows are designed to support teams and require synchronization and communication among several members. These workflows are common in environments where projects demand a variety of skills and expertise that exceed the capabilities of any single individual. 

Software development is a common profession that uses collaborative workflows due to the several stages and roles involved in programming. WFM tools help bridge the gap between responsibilities, ensuring developers, designers, and quality assurance personnel are always on the same page.

Individual workflows are often more flexible, allowing individuals to set their own pace and deadlines — ultimately, they’re more like to-do lists than elaborate workflows. For example, a freelance graphic designer’s workflow might include research, conceptualization, drafting, and finalizing a design, all of which are managed independently.

Category 3: Linear vs. Adaptive Workflows

Workflows can generally be categorized into two distinct types: Linear and adaptive. 

Linear workflows are fixed and sequential, following a predetermined set of steps that occur one after another without deviation. They’re usually always fully automated, ideal for well-defined and routine projects or processes where the tasks do not change over time and the outcome is predictable. 

Linear workflows are commonly found in manufacturing, data processing, and other environments where consistency and repetition are key.

Unlike linear workflows, adaptive workflows are flexible and dynamic, designed to respond to changes, requirements, or unexpected challenges that may arise during task execution. Because of this, they’re usually manual, as they may require human intervention to change.

Adaptive workflows are essential in fields such as software development, event planning, and management consulting, where the ability to pivot and adapt to new information or situations is crucial.

A WFM System Example: Employee Onboarding

An employee onboarding workflow management system automates the administrative and operational tasks associated with onboarding, ensuring new hires have a smooth and engaging introduction to the company while potentially saving you considerable money. 

This system can standardize procedures, reduce errors, and maintain consistency across all onboarding activities. It typically includes modules for handling paperwork, scheduling training, assigning resources, and tracking each new employee's progress. 

These automations ensure that everyone involved in onboarding, including new hires, is informed and can collaborate throughout the onboarding process.

Here is a typical onboarding workflow sequence:

1. Trigger: After your new employee is officially hired and their details are entered into the onboarding system, this action triggers the start of the onboarding workflow. 
   
   The system automatically notifies HR and the relevant departments, initiating the pre-boarding phase. This ensures a proactive onboarding approach, allowing preparations to begin before the employee starts.

2. Pre-boarding: Your new hire receives initial communications, typically via email or Slack, welcoming them to your company and providing essential information about their first few weeks. 
   
   This phase may also include automatically sending necessary items and permissions, like a welcome package, access to your business’s employee portal, and preliminary forms to be filled out online, which help build engagement from the outset.

3. Document signing: Your new hire will now complete necessary employment documentation, such as tax forms, benefits enrollment, and policy acknowledgments. The employee onboarding WFM system can facilitate this process electronically, allowing documents to be signed digitally. 
   
   This speeds up the process and ensures all legal requirements are met and stored securely in the system. Additionally, an automated system can rapidly confirm if each legal requirement meets compliance standards, saving time. 

4. Setup: This phase includes the logistical arrangements for the new employee to start. It involves assigning a workspace, setting up email and other IT-related needs, issuing security badges, and preparing any necessary tools or equipment. 
   
   A sound WFM system can automate requests and track the completion of these tasks to ensure the new hire has everything they need on their first day.

5. Training and introduction: Your new team member will soon undergo orientation and training. This includes introductions to other team members and an understanding of company culture, policies, and expectations. 
   
   The employee onboarding WFM system can schedule and track the completion of all training sessions and ensure that the new hire is effectively integrated into their team.

6. Feedback and follow-up: The system automatically facilitates ongoing input and follow-up with the new employee after the initial onboarding process. This might involve scheduled check-ins with HR and the employee's direct supervisor to discuss job satisfaction, any challenges faced, and any additional support the employee might need. 
   
   This phase helps fine-tune the onboarding process and ensures the employee's smooth transition into your company.

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Best Practices for Improving Workflow Process Management 

Once you’ve adopted and implemented a workflow process management system, you’ll need to maintain it so it continues to hum like a well-oiled machine. Follow these 3 best practices to do so:

Best Practice #1: Mapping and Designing Workflows

It’s ideal to have a blueprint before you begin building your workflow. Drawing up a blueprint provides you with clear direction about how you want your workflow to appear and function so you’re not shooting from the hips. 

An effective strategy to visually map out workflows is to use flowcharts and diagrams so you and your team can grasp the various steps involved in a process. Visual tools like Lucidchart, Figma, and Blaze transform complex procedures into clear, understandable, and engaging visuals, significantly aiding in planning, communication, and decision-making. 

Consider the following key points to design your blueprint:

• Define your goals: Identify your desired outcomes for each workflow or process.

• List the tasks you want to execute: Break down all actions required to achieve goals, making sure each task is clear and manageable.

• Identify responsible team members: Outline who is responsible for each task and delegate these tasks accordingly, ensuring accountability. 

• Choose the right tools: Select the best tools to support each stage of the workflow, such as project management software like Asana, communication platforms such as Slack, or a no-code tool to build your own customize workflow like Blaze.

Best Practice #2: Use Technology for Task Prioritization

Task prioritization is essential in maximizing productivity, and most workflow management platforms have technologies that simplify this. These enable you to ensure that critical tasks are highlighted and resources are optimally utilized.

Prioritization technology can help you assign tasks based on individual team member’s strengths and current workload capacities. For instance, no-code workflow builders like Blaze are particularly suited for automating and delegating organizational tasks. 

Blaze lets you prioritize tasks by enabling users to design and implement customized automated workflows that streamline operations. These can include task assignments and deadline settings based on specific project needs and team capabilities.

Best Practice #3: Aim for Continuous Improvement

Once your system’s up and running, you should continuously improve your workflow management system. By tracking workflow performance and making regular adjustments based on data and feedback, you can ensure processes remain relevant and optimized.

For instance, set up and monitor metrics and Key Performance Indicators (KPIs). This involves configuring real-time reporting systems to track each workflow’s productivity. Metrics could include the time taken to complete tasks, the success rates of processes, and the distribution of workload among team members.

It’s crucial to make informed workflow adjustments based on your system’s metrics. This goes without saying, but if a particular step consistently causes delays or is underperforming, immediately amending the step can improve your entire system. 

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Common Challenges in Workflow Management 

When configuring and optimizing your WFM system to meet your organization's needs, it’s normal to hit a few speed bumps. Here are three common issues you might encounter with your workflow management system: 

• Communication gaps: Communication issues, including resistance to change, is a challenge that most organizations face when adopting a new WFM system. Sometimes, new processes or technologies are introduced without adequate communication, leading to misunderstandings, reduced cooperation among team members, and delays in project execution.
  
  ‍Solution: Ensure everyone within your organization has learned how the system works and their specific roles and responsibilities. Tools like Blaze help overcome this by providing a notification feature informing everyone about changes and progress. It also lets you build customized dashboards that can be shared across departments, amplifying visibility and aiding in accepting new workflows or alterations.

• Overcomplicated processes: Overcomplicated processes can make workflows unproductive and error-prone. When processes become too complex, they make execution more challenging and increase the time and resources required to train new employees or adapt to changes.
  
  ‍Solution: Choose a customizable WFM platform like Blaze to simplify workflow management. The platform enables the design of clear and concise workflows that are easier to follow and manage, allowing users to create intuitive and streamlined processes using drag-and-drop tools. 

• Tracking and reporting issues: Effective workflow management depends on accurately tracking progress and reporting outcomes. Without robust tracking and reporting capabilities, it's challenging to gauge process efficiency, identify bottlenecks, and make informed decisions.
  
  ‍Solution: Ensure your platform has comprehensive tracking and reporting features. No-code WFM builders like Blaze provide analytics tools that offer insights into every workflow aspect, from task completion times to overall project progress. These tools help you identify issues promptly and adjust workflows dynamically to improve outcomes.

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How to Choose the Right Workflow Management Tool

The ideal tool should fit your team's specific needs and adapt as your business grows and changes. Here are key features to guide your decision:

• Customization: The tool should offer customizable options to match your business processes and workflows. It should be flexible enough to tailor features like dashboards, reports, and task management to your requirements.

• Ease of use: A user-friendly tool is important. It should be intuitive enough for team members to learn with minimal training.

• Automation capabilities: Automation can drastically reduce manual efforts and minimize the likelihood of human error — try to automate as many tasks as possible. 

• Integration with existing tools: The ability to integrate seamlessly with other tools you already use (like CRM systems, email platforms, and ERP systems) ensures workflow management becomes an extension of your current processes rather than a disruptive element.

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Frequently Asked Questions

What Are the Key Differences Between Workflow Management and Project Management?

Workflow management focuses on optimizing and automating repetitive processes to accelerate productivity, emphasizing consistent and ongoing tasks. 

In contrast, project management focuses on achieving specific goals within set parameters such as time, budget, and resources. It deals with temporary, unique endeavors with a clear start and end. 

How Do I Integrate Multiple Apps Into My Workflow With No-Code Tools?

Platforms like Zapier or Microsoft Power Automate are designed explicitly to integrate tools. These no-code platforms offer a user-friendly interface that allows you to connect different applications without writing any code. You’ll connect them by selecting the apps you want to integrate and then define triggers and actions based on your workflow requirements. 

What Types of Businesses Benefit Most From Workflow Management Systems?

While nearly any company can benefit from a WFM system, sectors like healthcare, manufacturing, retail, financial services, IT, education, and government regularly leverage them. 

They streamline processes in patient care, production, inventory management, regulatory compliance, project development, administrative tasks, and public service delivery. 

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Build a Custom Workflow Management System with Blaze

Building a custom WFM system shouldn’t be a headache. Blaze blends flexibility with no-code simplicity, allowing you to customize a workflow management system to your exact needs. 

Blaze's drag-and-drop interface, combined with premade UI components, simplifies the creation of complex workflows and task automation — all without writing a single line of code. You’ll get enterprise-grade security, HIPAA and SOC 2 Type 2 compliance, and automatic updates, so you can build workflows for your patient management system, contract tracking, and much more.

And here’s the cool part: Blaze’s implementation team will work with you every step of the way, mapping out workflows, dialing in a database, and helping you launch your workflow management system.

Ready to build your own customized workflow management system with Blaze? Schedule a free demo, and we’ll show you how to get started.