When you think about workflows, what comes to your mind? You might picture the classic workflow chart, which consists of each step and the outcome in which you complete a task. A simple definition of a workflow is the series of activities that are necessary to complete a task. Each step in a workflow leads to another step, and so on, until you reach the final step that completes the process. Let’s dig deeper into what a workflow entails and some examples of workflows you probably use for your small business.

What Exactly IS A Workflow?

In a previous blog post, we discussed workflow automation and why it’s important when you own and operate a business. To set up our workflow automation to save time and money, you need to understand exactly what a workflow is. You can think of workflows as the way people get work done. A series of steps must be completed sequentially in a diagram or a checklist. A workflow is a sequence of tasks from start to finish. Another term for this is the “process.” 

Tools such as flowcharts and process maps can visualize the steps involved in a workflow or process, as well as the order they should go in. You might see these in Standard Operating Procedures (SOPs). 

Types Of Workflows

There are a variety of different types of workflows, but they are usually categorized as one of the following two types:

• Sequential. A series of steps that happen one after the other to complete the task. Each step is finished before the next one starts. 
• Parallel. A series of steps handled concurrently to move the task forward to completion. 

You might also hear workflow types categorized in these three ways:

1. Process workflow. A predictable, repetitive sequence of tasks or steps. 
2. Case workflow. The exact sequence of steps needed to complete the task is unknown at the start and can vary by case. 
3. Project workflow. The flow of steps proceeds in a structured path similar to the process workflow, but there is some flexibility in when, how, and even IF all those steps must happen. 

Examples Of Workflows You Might Use In Your Small Business

Workflows exist in every type of business and in each different department within an organization. Some workflows are structured, while others are unstructured and flexible. Workflows contain three basic components:

1. Trigger (starting point). This is the event that begins the workflow. Triggers may be an action, a decision, a specific or scheduled time, or a response to a rule or condition.
2. Work or tasks. Activities that you must complete in order to produce results. People or machines may complete the tasks. You can automate some tasks, while others you must complete manually. 
3. The result or outcome is the product or service that the workflow produces for the customer. The customer may be internal or external. The customer is also the recipient or beneficiary of the result produced by the business process. 

Let’s look at some examples of workflows you might use in your small business. Whether you do a workflow on your own or outsource or have a team that handles them, you can automate many of these workflows to save you time and money.

1. Publishing your marketing content. You or your content writer write a blog post. The next step is to SEO optimize it. You can use Yoast to help with this step. Next, you check for spelling errors and proper grammar. Grammarly is a great way to help with this, and you can add it as a Chrome extension to your Google Chrome browser. Choose your blog stock photo and optimize that as well. Then you are ready to publish your blog on your website. You may take your content further and repurpose it to use in your newsletter, email funnel, and social media posts. 
2. Invoicing and payments. This is a workflow example where multiple people may be involved. For example, a freelancer creates an invoice and sends it to you for payment. You might pay it yourself or send it to your finance department or assistant to pay. They review the invoice for accuracy and then issue the payment. It may also work the other way. As the business owner, you send invoices to your clients and customers for payment. You can automate this task easily if you do your invoicing yourself manually or have an assistant do it for you. 
3. Track your leads. This is a great example of the workflow process. You find leads when they fill out your interest form. You may then do a Discovery call and write a proposal. Once they become a client, you begin the onboarding process, send the contract for signature and collect payments. 

What are some other examples of workflows you use in your business? Have you considered ways you may be able to automate these workflows?

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