Workflow templates are predefined frameworks that outline the sequence of steps required to complete a specific process or task. They serve as blueprints, helping teams to replicate successful workflows and maintain consistency across similar projects. By utilizing workflow templates, organizations can reduce the time spent on planning and setup, allowing teams to focus on execution and delivery.
In this article, I’ll explore what workflow templates are and how they bring value to your business, and share real-world examples that show their impact in action.
Key takeaways
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Templates reduce setup time and help preserve clarity across recurring processes, so groups can focus on execution without starting from scratch.
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They improve understanding and accountability by outlining every step, role, and decision point, which is especially useful across departments or roles.
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Scalable systems start with flexibility. Strong templates can grow with your workforce, supporting onboarding and evolving priorities.
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Ongoing refinement matters. The most effective templates adapt with input, real-world usage, and performance data.
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Software like Wrike accelerates progress. With built-in frameworks, smart workflows, and customization options, Wrike simplifies collaboration and delivery.
Table of contents
How to create workflows from workflow templates
Using workflow templates is a practical way to build uniformity into repeatable processes. However, turning a template into a working system takes a bit of planning. Here’s how I usually approach it:
Select an appropriate template
Start by identifying the workflows you need to organize. Next, search for a template that aligns with your goals and brings value to flows. You might explore internal examples, download work breakdown structure examples, or search past efforts that worked well. The right template offers a solid starting point, so you can create without building everything from zero.
When workflows involve external collaboration, I’ve found it helpful to outline both internal actions and external interactions. That approach makes it easier for users to import key details, assign roles, and keep everyone aligned throughout the business process.
Customize the template
Once you’ve selected a template, it’s time to adapt it. Rename each step, define deadlines, assign responsibilities, and add fields to track key details, such as approval workflows, metadata, or related links for context.
Many platforms allow users to build in custom fields or embed links that guide users through the next steps. That flexibility makes it easier to apply the template in practical settings, especially when working with complex workflows. For additional examples, check the workflow templates page for variations that fit your team’s flow.
Implement the workflow
Now it’s time to roll it out. Before you hit submit and assign everything, make sure your team knows what’s changing. I’ve seen smoother adoption when users are given clear documentation, including visual steps, roles, and how-tos. It also helps to identify key business stakeholders early and walk them through the new workflow so they can help support others.
Depending on your platform, users may also need to configure notifications, set access permissions, or adjust import rules to match your business’s values.
Monitor and adjust
After launch, the real work begins. Your next steps should include monitoring the workflow’s performance. Look for delays, missed tasks, or backlogged approvals. You might need to restructure steps, reassign roles, or add checkpoints.
Most importantly, stay responsive. Use feedback to identify weak spots and make changes. For example, if users are constantly asking for clarification or missing deadlines, that’s a sign the workflow might need additional documentation or simpler template sharing access.
Even the best templates need fine-tuning once they’re in use. With regular reviews, you can maintain workflow accuracy, reduce friction, and capture more value from the process long-term.
Examples of workflow templates
The right workflow templates help teams stay aligned, cut down on repetitive work, and bring a work breakdown structure to everyday duties. Below are examples I’ve used or seen work well across different parts of the business — each one built to support a specific process and keep progress moving.
Project management workflow templates
When I’m guiding a project, using workflow templates helps keep the users aligned. A solid project management workflow outlines each phase clearly — milestones, owners, and key dates — so everyone knows what to expect. It serves as a process map that creates clarity for the entire team, from kickoff through final delivery.
This type of template shows each step of the workflow in context, helping users create priorities, track progress, and respond quickly to shifting demands. I’ve seen how templates improve efficacy in complex projects by giving workflows shape without creating extra work. When multiple teams are involved, that clarity becomes even more valuable.
Creative workflow templates
In creative teams, moving fast doesn’t mean skipping structure. We’ve used workflow templates for everything from brainstorming concepts to collecting final approvals on ad campaigns. A strong creative process template shows the workflow steps required to go from pitch to publish.
For example, one new workflow we adopted included asset intake, concept development, stakeholder review, and publishing. These templates provide a clear understanding of who’s responsible at each step, reducing bottlenecks and giving the end user confidence that nothing will get missed along the way.
Human resources workflow templates
I’ve worked with HR teams that manage onboarding, performance reviews, and offboarding within workflow templates. Each of their examples was built to reduce friction and increase standardization. One template we built for new employees helped us capture data from recruiting, trigger IT requests, and document early check-ins, all in a single flow.
Each part of the process was structured and repeatable, which helped us maintain a professional experience for the new hire and saved time for the HR team. When every approval and document submission is tracked through a centralized system, it’s easier to manage progress and avoid gaps.
Sales and CRM workflow templates
Sales teams thrive when processes are predictable. That’s why I’ve always recommended a workflow template for managing lead generation, prospecting, and deal tracking. These templates provide a structured format that connects marketing campaigns to real opportunities in the pipeline.
In one example, our template included stages for lead scoring, nurturing, account assignment, and contract approvals. By mapping each step and adding automation where it made sense, we helped the sales team move faster without sacrificing accuracy. Every new workflow added more congruence to the way we tracked customer engagement.
IT and development workflow templates
Working in fast-paced tech environments, I’ve seen how powerful a good development template can be. Development workflows, such as documenting code changes, planning sprints, and managing deployments, thrive when there’s a clear structure in place.
Our development template included task breakdowns for design, quality assurance, bug tracking, and release management. Each workflow step was mapped in a way that aligned with sprint goals, making it easier to manage resources and monitor bottlenecks. When we needed to submit changes for approval, it all happened within the same page — no more bouncing across tools.
Why use templates?
I’ve worked with teams across different departments and industries, and one thing is always true: Starting a workflow from scratch every time slows everything down. That’s where templates come in. They support better decision making, faster execution, and stronger collaboration across your entire organization.
Efficiency: Spend less time building, more time doing
Templates help me create workflows quickly without needing to reinvent the wheel. Instead of setting up each business process from the ground up, I can import a ready-made structure and adapt it for my team’s needs. Many tools even allow you to delegate assignments and deadlines automatically, cutting down setup time and reducing manual work.
It’s one of the fastest ways to boost efficiency without sacrificing quality.
Consistency: Keep everyone on the same page
When processes vary from one team or region to another, things fall through the cracks. Using standardized workflow templates helps everyone follow the same structure, whether they’re onboarding new team members or managing recurring approval workflows. It keeps expectations clear and execution tight, no matter who’s involved.
I’ve seen how continuity like this can improve documentation quality, reduce back-and-forth, and maintain compliance standards across growing teams.
Clarity: Define every step and role upfront
One of the main reasons workflows break down is unclear responsibilities. A good template outlines each step in the process and shows who’s responsible for what. That clarity helps users stay focused and accountable, especially when multiple teams are involved.
I always make space in the template to document key decision points, attach reference specs, and visualize the flow using workflow diagrams or simple lists. The clearer the process looks, the more value it drives.
Scalability: Templates that grow with your business
As organizations evolve, so do their workflows. A strong template makes it easy to edit steps, add new assignments, and assign different users as needs shift. You don’t need to start from scratch when a new hire joins or when your team expands; just duplicate and tweak your existing process.
This flexibility makes it easier to scale operations and stay in alignment without constant rework.
Continuous improvement: Refine and repeat
Templates aren’t static. I treat them as living documents or tools that evolve with feedback and data. Once a process is in motion, I track what’s working, identify what’s slowing things down, and edit the template to reflect those improvements.
Over time, that cycle of testing and refining creates a stronger foundation for the next project or process. It’s an easy way to build institutional knowledge and increase efficiency across the board.
Using workflow templates makes your worker smarter. They help organizations visualize their processes, reduce setup time, and improve how teams operate together. Plus, once you build a reliable system, scaling and optimizing become second nature.
Free workflow templates
Access to free workflow templates can be a practical way to improve how your team works without committing extra resources. These templates help streamline your workflow steps, support faster onboarding, and provide a structured format to guide repeatable actions. Here are a few places to start:
Smartsheet
Smartsheet has a library of free, customizable templates suited for everything from project management workflows to document tracking. Each template offers a layout that’s easy to adapt for your business process, with clear task assignments and approval paths. Plus, these templates are free for anyone to download, as long as you input your email address.
Canva
Canva is best for teams that need visual clarity. Canva’s templates can help you build out process maps and workflows that communicate well across departments or to the end user. These workflow templates are especially useful when you want to align internal work with external presentations. Canva has a library of free and paid resources, but you’ll need to create an account to access them.
Miro
Designed for collaboration, Miro’s templates work well for teams that need real-time input. The platform’s templates help you visualize every step, track decisions, and plan future stages while keeping everyone aligned. Although Miro offers many templates, you’ll need a paid account to access them and use them fully.
ClickUp
ClickUp provides downloadable Excel templates that are easy to import and customize. They’re useful for managing tasks, tracking approval workflows, and adapting repeatable processes across multiple teams or business needs. Note, however, that you’ll need a ClickUp account to use many of these template offers.
Free options are a great way to get started, but creating custom workflow templates gives you even more control and flexibility. Let’s walk through how to create one that works for your business.
How to create a workflow template in Microsoft Excel
Microsoft Excel is an example of a flexible tool for building workflow templates. It gives you the structure to support business process management and the tools to build a process map visually.
1. Define the process
Start by mapping out your workflow steps. Write down each action, input, and output required to complete the entire process. This sets the foundation for your template and helps identify where automation might add value later.
2. Set up the spreadsheet
Create columns for step names, owners, due dates, statuses, and any relevant files or documents. I usually add columns for dependencies and notes so other users can easily follow along.
3. Incorporate Microsoft’s visual elements
Use Microsoft’s built-in SmartArt or shape tools to draw a flowchart that complements your table. This gives the end user both a visual and tabular representation of the workflow.
4. Customize and save
Adjust labels, column headings, and formatting to suit your business processes, then save the sheet as a workflow template. You can always return to change it or create a new workflow based on the original file.
How to create a workflow template in Microsoft Word
Microsoft Word is OK when I need to share a simplified, visual process with a client or a cross-functional department. It’s easy to build a clean, understandable layout that anyone can follow.
1. Insert a flowchart
Go to Insert > SmartArt and choose a layout that fits your project management workflow. I prefer starting with a basic process layout in Microsoft and expanding as needed.
2. Customize the flowchart
Add your workflow steps, update shapes with task names, and use arrows to show directional flow. Include additional information like status indicators or due dates right inside each shape.
3. Format the diagram
Tweak colors, fonts, and layout spacing to improve clarity. Even in Microsoft Word, a well-designed diagram helps the end user quickly get a better idea of what’s required.
4. Save the template
Once you’ve got your layout, save the document as a Microsoft template. That way, others can access, submit, or edit the document to match specific projects or business goals.
How to create a workflow template in GitHub
For more technical teams, Microsoft may not be the best choice. GitHub, for example, is a favorite among tech-savvy users and allows you to build standardized, reusable workflows with templates automatically built in.
1. Create a GitHub repository
Set up a repository or use an existing one to store your templates. These can be shared across your organization or team.
2. Define the workflow
Inside the .github/workflow-templates folder, write a .yml file that outlines the triggers, tasks, environment, and steps for your workflow. This method is often used to streamline DevOps or CI/CD processes.
3. Add inputs and roles
Use parameters and input variables to make the template flexible. These inputs let other users adapt the workflow to different repos or environments without rewriting the entire template.
4. Submit and share
Once complete, submit the workflow template and make it available within your organization. Your team can now import and apply the same logic consistently. This is an approach that’s ideal for recurring processes like deployments or client onboarding, for example.
What is a workflow diagram?
Once I’ve built a few strong workflow templates, the next thing I focus on is turning them into diagrams. That’s where the process really comes to life and drives value.
Workflow templates help organize the work, but diagrams of workflows show how each step connects. Translating a template into a visual format makes it easier to share with teams, collect feedback, and spot workflow inefficiencies you might miss otherwise.
A workflow diagram illustrates how a business process moves through its key stages, highlighting approvals, decision points, and handoffs. It allows users to quickly review and understand the entire workflow.
These diagrams support greater efficiency across teams. Seeing the sequences makes it easier to simplify actions and make adjustments that add real value. As an example, I’ve used diagrams to identify approval bottlenecks, reduce duplicate steps, and create better visibility for users who join the process midway.
Core elements of a workflow diagram
To create a diagram that reflects your actual process accurately, I always include a few core elements:
Start/end points
These show where the process begins and where it wraps up. I usually define them based on when the first action is taken (like a form being submitted) and when all work is complete (such as final approval or delivery).
Tasks
Represented as rectangles, each task marks a specific action or responsibility. Label these clearly, especially if some steps are completed automatically through integrations or auto-processing.
Decision points
Diamonds indicate a choice or condition that determines the next step. This is critical in approval workflows or anywhere there are multiple paths depending on the outcome of a review.
Arrows
These indicate how data and actions flow from one part of the process to the next. If a diagram lacks arrows, it’s missing context.
Best practices for using workflow templates
Once you’ve built your own workflow template, the next challenge is making it work long-term. Here’s what I’ve learned developing templates:
Start simple, then add complexity
I start with a simple workflow to keep the team focused on the core process. Creating that solid base is a crucial part of building templates that bring value. Once things are running smoothly, I’ll create additional layers, like conditional steps or cross-functional reviews.
Use real data to improve
Templates improve over time, especially when they reflect actual usage. I regularly review task completion data and team feedback to identify slowdowns or confusion. That allows users to refine the template structure and align it more closely with how the business gets work done.
Standardize where it matters most
It’s tempting to tweak every detail, but when dealing with high-volume or high-impact workflows, standardization is key. Standardized workflow templates are especially effective for onboarding, approvals, and recurring project cycles — any business activity that needs to run smoothly at scale. They’re easier for new users to follow and quicker to replicate across users. For more on how to streamline complex operations, see this related link.
Build for reuse
A strong workflow template doesn’t live in a vacuum. I build mine with the intent to reuse across departments, project types, or teams. That means avoiding overly specific language and linking to reusable templates that can be swapped out quickly.
Add training and documentation
Even if a workflow is intuitive to me, others might need more guidance. I include notes, example templates, and links to supporting pages when possible. These small additions help users avoid common mistakes and reduce onboarding time.
Next steps after creating your workflow template
Once you’ve created your own workflow template, the work isn’t over. There’s a follow-through process that helps your template evolve into a reliable system others can trust.
Get feedback early
Share your template with a small group of users first. Ask them to walk through the process and flag any unclear steps or missing context. This kind of feedback helps identify friction points before the workflow template goes live across the organization.
Test the full experience
Use the template in a real-world scenario from beginning to end. Import actual documents, complete each task, and submit forms or approvals to see how the system holds up. This process helps expose capability gaps that may not be obvious in a planning phase.
Build a knowledge base
Link your workflow templates page to related resources — training videos, diagrams, or supporting materials. This builds a centralized reference that your team can access any time they need help understanding a process.
Keep the template updated
A workflow should evolve with your business needs. Revisit your template regularly to update templates, refine steps, and incorporate any new capabilities or systems your team is using. Users will always have access to the most up-to-date information when workflows have regular upkeep.
Document ownership
Assign responsibility for template updates. When it’s clear who edits and oversees the template, workflows stay aligned and users always know who to reach out to for questions or adjustments.
Enhancing organizational value through templates
Using workflow templates is about faster execution and making your team’s work more repeatable, trackable, and resilient. With the right structure in place, workflows can scale, adapt, and drive value in ways that ad hoc processes simply can’t match.
I’ve seen firsthand how a well-built template supports both new employees and experienced users. It reduces the time spent on setup, simplifies collaboration across teams, and helps organizations visualize business process management with confidence.
Creating your first workflow or refining an existing one doesn’t require perfection. Focus on progress. Workflows evolve over time, and the more you treat them as living documents, the more useful they’ll be for your team.
Wrike streamlines workflow templates
Wrike makes it easier to create workflows that stay organized, scale with ease, and boost business processes. With visual tools, built-in automation, and a library of ready-to-use workflow templates, you can streamline projects without starting from scratch.
Try Wrike free for two weeks and see how fast your team can move when everything’s in one place.
Alex Zhezherau
Alex is Wrike’s Product Director, with over 10 years of expertise in product management and business development. Known for his hands-on approach and strategic vision, he is well versed in various project management methodologies — including Agile, Scrum, and Kanban — and how Wrike’s features complement them. Alex is passionate about entrepreneurship and turning complex challenges into opportunities.