Workflow Guide

By the time you’ve finished reading this introduction, organizations will have wasted a staggering $1 million on inefficiencies as a result of poor project management practices.

Tick tock. Every 20 seconds, according to the Project Management Institute, another $1 million goes up in smoke. That’s a significant cost saving for a business that can get it right. But when your workflow lacks structure, even the most talented project teams struggle to stay aligned, prioritize tasks, or meet deadlines.

In this guide, we’ll break down exactly what a project management workflow is, why it matters, how to build one, and how to adapt it to fit Agile, cross-functional, or complex project environments. We’ll also show you how to put theory into action with examples, templates, and tools.

What is a project management workflow?

A project management workflow is a structured series of repeatable steps your team follows to plan, execute, and complete a project. It maps out the flow of tasks, responsibilities, and approvals needed to move a project from idea to delivery — all while keeping everyone aligned.

From my own experience managing projects in Wrike, workflows act as the operational backbone of any initiative. Whether you’re working through a marketing campaign or a product launch, a well-defined workflow helps you:

Break complex projects into manageable phases
Assign responsibilities with full clarity
Track progress of completed tasks in real time
Spot delays or blockers before they escalate

Workflows can be visualized using tools like Kanban boards, Gantt charts, or workflow diagrams. When supported by project management workflow software, they also enable automation, saving time and reducing manual handoffs.

A project management workflow gives your team more than a to-do list ... it provides a repeatable, strategic path to delivering successful projects at scale.

How to create a project management workflow

Creating a project management workflow means setting up a clear, step-by-step path for your team to follow — from the first task to final delivery. It’s about project managers organizing the work so everyone knows what to do, when to do it, and how their part fits into the bigger picture.

Here’s how to build one that actually works in real life (and not just on paper).

1. Start with your project goal

Every project management workflow begins with a clear, specific goal. What exactly are you trying to accomplish? Maybe it’s launching a new website, delivering a client proposal, or running a campaign to increase sign-ups. Whatever the goal is, it should be concrete enough to guide decisions throughout the workflow — and measurable enough to track progress.

This is also the time to identify and align with key stakeholders. That might include clients, department leads, executives, or even external partners. In Wrike, I like to create a project brief that outlines the goal, scope, and key stakeholders right at the start. It gives everyone a shared understanding from day one and helps avoid miscommunication later on.

2. List out all the jobs that need to get done

Once you know your goal and you’ve got the stakeholders on board, draft a list of tasks or “jobs to be done.” Start by building a work breakdown structure to break the project into manageable components before assigning tasks or mapping dependencies.

This kind of detailed task breakdown is especially helpful when you’re managing complex processes or working with cross-functional teams. I usually use a task list or Dashboard view in Wrike to capture and organize everything in one place. You can also group tasks into phases or categories, making it easier to spot gaps and plan your time and resources more effectively.

3. Decide who’s doing what

Now assign each task to a team member. Be clear about who’s responsible for what — it cuts down on confusion and helps keep the work moving. In your workflow management software, assign tasks, set deadlines, and add details so nothing gets missed.

4. Map timelines and dependencies

Some tasks can happen at the same time — like writing a blog post while someone else designs the images. But other tasks need to follow a specific sequence. For example, you can’t publish the blog until it’s written, edited, approved, and uploaded to the content management system (CMS).

That’s where mapping out task dependencies becomes key. In Wrike, you can use a Gantt chart to visually connect tasks that depend on each other, then automation rules to make sure that each task is nudged forward without human intervention. For example, if Task B can’t start until Task A is done, you can link them. If Task A gets delayed, Wrike automatically updates the timeline for Task B and sends a notification to the project manager, so nothing falls through the cracks.

By organizing your workflow and automating handoffs, you reduce the risk of bottlenecks and make it easier for your team to stay in sync — especially when you’re juggling multiple projects at once.

Wrike’s Tip: You don’t need to begin this process from scratch for every project. Use project management templates to give your task list a head start.

5. Choose how you’ll track the work

Once your tasks are mapped out, you’ll need a system to actually manage and monitor the work. The right tool helps your project team stay aligned, meet deadlines, and make informed decisions along the way.

Some teams prefer Kanban boards to visualize tasks moving through stages like “To Do,” “In Progress,” and “Done.” Others like using Gantt charts to see how tasks line up on a timeline and how delays in one area affect the rest. If your team works with recurring tasks or needs to juggle multiple complex projects, these visual tools make it much easier to manage timelines and maintain momentum.

One of the reasons I rely on Wrike is the ability to switch between different project views based on the needs of the team. Designers might prefer a Board view. PMs might stick with the Gantt chart. Executives might just want a high-level dashboard showing project status. You don’t have to force everyone into the same view — Wrike makes it flexible, while keeping all your project data in one place.

6. Add workflow automation to save time

Manual task management, status updates, and reminders can quickly eat into your team’s time, especially across larger or more complex workflows. That’s where workflow automation makes a real difference.

Look for areas in your workflow where automation can reduce repetitive work. For example:

When a task is marked “Complete,” Wrike can automatically assign the next task in the sequence.
If a task is overdue, it can trigger a notification to the assignee and the project manager.
When projects involve recurring tasks, use automation rules to create those tasks regularly, and notifications to keep everyone on the same page.

I’ve used Wrike’s workflow automation tools to streamline everything from content production to software development sprints. It’s helped reduce back-and-forth communication and kept our project timelines on track — even when managing multiple projects at once.

7. Keep an eye on progress and make changes as needed

Even the best workflows need regular check-ins. Projects shift, priorities change, and sometimes what looked good in planning doesn’t hold up in execution. The key is to stay close to the work — and to the people doing it.

Use your project management software to monitor progress in real time. Are tasks piling up in one stage? Are dependencies causing delays? Are certain team members overloaded? I rely on dashboards and reports to flag risks early, check task dependencies, and keep stakeholders informed with automatic status updates.

When something isn’t working, don’t wait — adjust the workflow, reassign tasks, or simplify steps. A flexible project workflow makes it easier to adapt without derailing the entire project. And the more your team sees that feedback leads to real improvements, the more engaged and proactive they’ll be.

Project management workflow examples

Project workflows aren’t one-size-fits-all. Below are three real-world examples that show how structured workflows help teams move faster, stay organized, and avoid last-minute chaos.

Example 1: Launching a cross-functional product campaign

Campaigns involving multiple departments — like product, marketing, and design — require strong coordination. A structured workflow helps manage tasks, approvals, and handoffs across teams.

Define the campaign goals and align stakeholders from each department.
Draft a campaign brief outlining timeline, deliverables, audience, and KPIs.
Assign tasks to the relevant teams: Product finalizes features, marketing writes copy, design begins asset creation.
Automate task handoffs. For example, when content is approved, the design task is automatically triggered.
Set up an approval chain for legal, brand, and leadership sign-off.
Publish campaign assets and use Wrike dashboards to monitor performance metrics.
Schedule a retrospective and assign follow-up tasks to document outcomes and lessons learned.

This workflow gives cross-functional teams clarity and makes it easy to monitor progress across departments.

Example 2: Managing a website redesign project

Website redesigns touch multiple teams and involve many moving parts. A project management workflow ensures that each task is clearly assigned, sequenced, and tracked.

Conduct an audit of the current website, including UX, content, and SEO performance
Plan the new site structure and create wireframes
Use the website project plan template from Wrike to map out design, content, and development tasks with clear dependencies
Assign the tasks to writers, designers, and developers, organizing work into folders by phase
Use Wrike’s proofing and automation features to review and approve the design assets directly in-platform
Trigger any quality assurance tasks automatically after development is marked complete
Coordinate a launch across IT, marketing, and content teams, and monitor performance post-launch using real-time reports and dashboards

This workflow supports transparency, makes it easy to manage dependencies, and helps prevent delays caused by unclear responsibilities.

Example 3: Onboarding a new client

Client onboarding workflows help ensure that nothing slips through the cracks and that each new client receives a consistent, high-quality experience.

Receive client intake form and automatically trigger a new customer onboarding project template
Schedule a kickoff call and assign internal roles (account lead, creative, tech)
Launch onboarding checklist: Finalize contract, request client assets, define goals, and set expectations
Assign weekly status update tasks and timeline milestones
Deliver first round of work and log client feedback
Adjust project scope or upcoming deliverables as needed based on that feedback
Track onboarding completion with a Wrike dashboard, and create follow-up tasks to transition into the long-term engagement phase

By turning onboarding into a repeatable process, teams can save time, reduce admin work, and focus more on delivering value to the client.

These examples show how different workflows can help teams manage projects more efficiently, improve communication, and reduce errors. With Wrike, you can create these workflows using templates, automate key steps, and give every stakeholder visibility into task progress, responsibilities, and deadlines.

Why is project management workflow important?

A project without a workflow is like a team without a playbook — you might still get things done, but it’s going to take longer, involve more miscommunication, and likely produce inconsistent results. A project management workflow brings structure, repeatability, and accountability to your process, which becomes even more critical as projects grow in size and complexity.

One of the biggest advantages of a defined workflow is project visibility. Project managers and stakeholders can see exactly where things stand — what’s in progress, what’s delayed, and what’s been completed. With a software solution like Wrike, this visibility is built in, allowing you to monitor all those niggly project details across multiple complex projects in real time.

Workflows also reduce friction between departments and build team collaboration. When everyone knows what they’re responsible for and when their work is due, collaboration becomes smoother. It also minimizes the risk of missed deadlines, duplicate efforts, or forgotten approvals — especially in environments where projects involve recurring tasks or multiple dependencies. Project workflows also tie closely into business process management, especially when you’re standardizing how tasks move across teams or departments.

In my experience as a project manager on our content team, the biggest benefit of a solid workflow is how much time it saves. You don’t have to reinvent your process every time a new project kicks off. Instead, you can duplicate proven workflows, automate task assignments, and focus on managing outcomes — not the endless busywork of chasing updates and explaining to team members what to do.

Project management workflow templates

Starting with a blank slate can slow you down, especially when you’re managing multiple projects or coordinating across departments. That’s why project management workflow templates are so useful. They give your team a reliable starting point, based on proven structures that can be tailored to fit your exact needs.

In Wrike, we rely on ready-to-use templates to streamline everything from resource management to website launches. Instead of rebuilding the process every time, we duplicate a template, adjust a few details, and the core workflow is already in place — complete with task assignments, project phases, and timeline dependencies.

Templates are especially valuable when:

You’re managing recurring tasks or similar projects
You want to keep existing processes organized and repeatable
Your project team members need clarity on task assignments, timelines, and approvals
You’re starting a big, one-off project and need guidance on what steps and stakeholders to include (such as a merger and acquisition, hiring a new team member, or building a new website from scratch)

Benefits of project management workflow

There are many benefits of implementing a project management workflow. Let’s take a look at a few here.

Benefit	What it means for your team
You get work done faster	With a clear plan in place, there’s less back-and-forth and more doing. Projects move forward quickly.
Everyone stays in the loop	In your task management tool, it’s easy to see what’s happening, what’s falling behind, and where to jump in to keep things on track.
Clarity on who does what	Tasks are assigned from the start, so everyone knows what they’re responsible for.
Smarter use of your team’s time	It’s easier to spot where resources are stretched — and where you have room to do more. For future projects, you’ll have a template of project tasks, so you’ll hit the ground running faster.
More efficient workflows	When your team follows the same process every time, things don’t fall through the cracks.
Collaboration feels easier	People can focus on their part of the project while still understanding how everything fits together, which is especially important for Agile project management workflows.
It’s easy to scale up	Once you have a good workflow, you can copy it for other projects — no need to reinvent the wheel.
Less busywork	Automating repetitive tasks (like updates and handoffs) saves serious time.
Project stakeholders feel confident	When they can see progress in real time, stakeholders are not chasing updates, meaning you can get your time back to work on the project.

Every successful project follows a series of structured phases. Understanding these can help your team stay aligned from kickoff to delivery.

The image above shows the five key phases of project management:

Initiation: This is where the project is defined. You create a project charter, identify stakeholders, and decide whether the project is worth pursuing.
Planning: Once the project is greenlit, you map out the work. This includes estimating costs, defining the work breakdown structure, assigning resources, and outlining deliverables.
Execution: This is where the real work happens. Tasks are carried out, resources are procured, and the project team works toward delivering results.
Controlling/monitoring: While the team executes, project managers track performance, monitor scope, time, and budget, and adjust as needed to stay on course.
Closing: After deliverables are complete, the project is finalized. Stakeholders are informed, outcomes are reviewed, and resources are released.

Each phase builds on the one before it.

Project management vs. workflow management

While they sound similar, project management and workflow management focus on different — but connected — parts of how work gets done.

Think of it this way:

Project management	Workflow management
Big picture: Planning, executing, and closing a project	Day-to-day: Managing the flow of tasks and approvals
Focuses on goals, timelines, teams, and deliverables	Focuses on task order, automation, and efficiency
Has a start and end date	Often ongoing or repeatable
Managed by a project manager	Can be owned by teams or even automated tools
Uses tools like Gantt charts, dashboards, and reports	Uses Kanban boards, workflow diagrams, and triggers

In practice, the two work hand-in-hand. Project management sets the strategy and scope — defining the project timeline, budget, and objectives. Workflow management keeps the day-to-day moving smoothly by automating task handoffs, reducing delays, and keeping processes organized.

Here’s a quick example:

You’re launching a product. The project manager outlines the full plan: Budget, milestones, and goals.
Meanwhile, your workflow covers the step-by-step of each task — like assigning a designer after a writer finishes the draft, or automatically triggering QA review when development is done.

Tools and techniques for effective project management workflow

To build an effective project management workflow, it’s important to combine the right tools with proven techniques that keep work organized, teams aligned, and progress easy to track. Let’s take a look at the tools you should have in your toolbox.

Tool or technique	How it supports workflow management
Kanban boards	Help teams visualize work as it moves through stages. Great for tracking progress and identifying bottlenecks at a glance.
Gantt charts	Provide a timeline view of project tasks, dependencies, and milestones — ideal for managing complex project timelines.
Workflow automation	Eliminates repetitive manual tasks, such as handoffs and status updates, to streamline execution and reduce errors.
Task assignment features	Allow teams to clearly assign responsibilities, set deadlines, and ensure accountability for each step of the workflow.
Templates	Speed up project setup by reusing successful workflow structures across similar projects or teams.
Dashboards and reporting tools	Offer real-time visibility into project status, helping stakeholders stay informed and allowing project managers to adjust course when needed.
Critical path method (CPM)	Identifies the sequence of dependent tasks that directly impact project duration, helping teams optimize timelines.
Agile workflow frameworks	Promote adaptability through short cycles, frequent check-ins, and continuous improvement — especially useful in dynamic environments.
Resource and workload management	Make sure team members aren’t overloaded and resources are used effectively across multiple projects.
Project documentation and knowledge sharing tools	Keep key information accessible to the whole team, which is crucial for handoffs, onboarding, and process improvements.

Choosing the right project management methodology

There’s no one-size-fits-all approach to managing projects — and that’s where choosing the right methodology comes in. Your decision should reflect the type of work your team does, how structured or flexible the process needs to be, and how much stakeholder input you expect throughout the project lifecycle.

For example, Agile project management is ideal for teams that need to move quickly, adapt to change, and deliver work in short, iterative cycles. In contrast, Waterfall works well for projects with fixed requirements and clearly defined phases. Other popular options include Scrum, Lean, and Critical Path Method, each offering unique benefits depending on your team’s workflow and project scope.

Understanding your goals — whether it’s speed, precision, or scale — will help you align the methodology with your processes and build more efficient workflows from the start.

Project management software and applications

Modern project management software acts as the central hub for project planning, collaboration, and execution.

Common features include:

Task management: Create, assign, and prioritize tasks with clear deadlines and owners
Timeline planning: Use tools like Gantt charts to visualize project schedules and task dependencies
Workflow automation: Reduce repetitive work with triggers, rules, and reminders
Real-time collaboration: Share updates, files, and comments in one place
Progress tracking: Monitor status across teams and projects using dashboards and reports to reach your project objectives

Many teams also look for integrations with tools they already use — like communication apps, file storage platforms, and calendars — to keep all your project data connected.

As your team grows or your workflows become more complex, investing in a dedicated project management software solution can help streamline operations and support consistent project success.

How to manage workflows

Managing workflows well means keeping work structured, visible, and adaptable. Start by mapping out the steps your team follows to complete tasks — from assignment to approval — and identify where delays typically happen. Use workflow management software to organize those steps, assign responsibilities, and automate repetitive actions like status updates or handoffs.

Good workflow management also depends on regular check-ins. By tracking progress and gathering feedback from your team, you can spot blockers early, make adjustments, and keep everything moving smoothly, even across multiple complex projects.

Best practices for using project management workflows efficiently

To get the most value from your workflows, it’s important to follow a few core practices that improve clarity, accountability, and overall execution:

Define clear project objectives before the workflow begins to align your team and set priorities
Use a dedicated project management tool to centralize planning, communication, and task tracking
Break complex processes into smaller, structured phases to make work more manageable
Assign responsibilities early, with clear deadlines and expectations for each task
Map task dependencies so your team understands how one delay can impact the overall timeline
Automate repetitive actions like task assignments, reminders, and status updates where possible
Monitor progress regularly using dashboards or reports to catch issues early and keep projects on track
Review and improve workflows after each project to build better systems for future work

These practices help teams move faster, reduce miscommunication, and deliver more consistent results across all types of projects.

What are the key elements of a project management workflow?

A strong project management workflow includes clear objectives, defined phases, assigned tasks, deadlines, and built-in feedback or approval points. The best workflows also include automation to handle recurring steps and tools to help you monitor progress.

What are project lifecycle phases?

The project lifecycle typically includes five phases: initiation, planning, execution, monitoring and controlling, and closing. Each phase serves a specific purpose, from defining the project to final delivery and stakeholder sign-off.

How to Build a Project Management Workflow That Actually Works

Key takeaways