Every team has a process, but that doesn’t mean they’re working. Creative teams at Sony Pictures, for example, were juggling disconnected systems, leading to stalled reviews and missed deadlines. After switching to automated workflows, they cut emails by 90% and reduced timelines by 40%.
And there’s more room for these types of improvements than you may think. According to McKinsey & Company, half of all work tasks could be automated. That’s a huge opportunity to streamline processes, reduce manual busywork, and build more reliable workflows.
In this guide, we’ll walk through what a workflow process is, how the basic components come together, and what business process improvements look like when workflows are designed to help teams complete tasks more efficiently.
Key takeaways
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A workflow is a structured, repeatable process that helps teams move work from start to finish more efficiently
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Strong workflows reduce delays, miscommunication, and manual tasks by clarifying each step and owner
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The three core components of a workflow are input, transformation, and output
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Workflow management improves task tracking, resource use, and operational consistency
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The right workflow platform supports customization, automation, and integrations for smarter collaboration
Table of contents
What is a workflow?
A workflow is a series of structured steps that help you achieve a goal.
A good workflow can help you organize and streamline tasks, making certain that they’re performed in the right order and by the right people. Without a proper workflow, inefficiencies creep in, leading to wasted time, at an average cost of 13.7 hours a week, 89 days a year, and $52m in lost revenue.
Designed to improve operational efficiency, consistency, and productivity, a workflow operates as a map to get you from the beginning to the end of a process.
History of workflows
Workflows have been around longer than we’ve had a name for them. Think about early humans gathering wood, lighting a fire, and keeping it going. That’s a workflow, a repeatable sequence of steps to get something done.
Fast forward to the Industrial Revolution, and you start seeing workflows formalized. Frederick Taylor’s principles of scientific management — assigning responsibilities based on skills and breaking work into repeatable parts — helped shape the way modern teams operate. Add in early visual planning tools like Gantt charts, and you’ve got the start of what is now called structured processes.
Next came automation. Manufacturing, logistics, and even space programs began using systems with a clear, structured path, similar to Ford’s assembly line, to drive consistency and scale.
Today, things look a little different. Platforms powered by artificial intelligence can help teams assign work, process unlimited items, and monitor progress in real time. Whether you’re handling document approvals or employee onboarding, modern systems introduce automation that cuts down on manual tasks and helps you hit your desired outcome faster and with fewer errors.
5 Types of workflows
Not every process looks the same, nor should they. Here’s a look at the common types of workflows you’ll come across, plus where they tend to shine:
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Sequential — One step after another. Think onboarding, procurement, or compliance. This type of workflow is ideal for HR, finance, or legal teams handling structured processes like employee onboarding or vendor approvals.
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Parallel — Tasks that run side by side. Great for marketing campaigns, IT setups, or manufacturing, where multiple deliverables need to happen fast without waiting around. This helps high-volume teams complete tasks quickly and efficiently.
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State Machine — These are flexible, shifting based on triggers. If you’ve worked in customer service, support, or incident response, this will feel familiar. They are great for teams that need to respond dynamically based on user actions or conditions.
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Rule-Based — Think of business rules in action. Tasks get routed automatically based on logic like deal size, request type, or department. This is useful for finance, legal, or sales teams managing approval chains, invoice workflows, or contract reviews.
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Ad-Hoc — Loosely structured and flexible, this workflow type is perfect for creative work, brainstorming, or research projects that evolve on the fly. They’re usually handled via manual workflow steps and are favored by content, design, and innovation teams.
In reality, most teams use a mix of these workflow types. Plus, with digital platforms, you can build hybrid flows that combine automation, handle data processing, and keep everyone in sync, no matter how complex things get.
Real-world case studies
Workflows only matter if they actually make work easier. Below are a few examples of how different companies have improved their systems by shifting away from outdated, manual workflow approaches and adopting workflow automation tools to streamline business operations.
Comflow
Comflow, an HVAC contractor, was overwhelmed by spreadsheets and scattered workflows. After switching to Wrike and implementing a sequential workflow, they cut 10 hours of admin time per week, reduced emails by 25%, and saw a 30% boost in annual revenue. Process automation helped standardize work and improve performance across their business operations.
Walmart Canada
Walmart Canada needed to bring clarity to hundreds of ongoing projects. Their existing workflow caused too many status meetings and slowdowns. With Wrike, they centralized their case workflow, added live dashboards, streamlined approvals, and used visual, interactive charts. This resulted in faster decisions, fewer repetitive tasks, and better alignment across teams.
The main benefits of workflows
Strong workflows help teams stay organized and make work easier to manage, scale, and complete the tasks required to succeed with confidence. Here’s how.
Faster task completion
When each step is clear and assigned, work moves without delay. A well-defined sequential workflow removes bottlenecks and helps teams move through each phase with minimal confusion. In fact, building automation into a workflow can increase productivity by 20-30%.
Improved project management
Project workflows bring structure to even the most complex initiatives. By mapping out the basic components, teams stay aligned, and projects are easier to track and execute. This can also decrease data processing errors in a project management system.
Better decision making
Workflows offer visibility. With a state machine workflow, every transition is tied to a real event, making it easier to monitor activity and act on real-time updates. This helps teams make smarter decisions without constant check-ins.
Fewer repetitive tasks
Workflow automation reduces the manual work that clogs up progress. By automating routine steps, teams free up time to focus on more valuable priorities. This is especially impactful when you’re managing high-volume processes or cross-functional tasks.
Flexibility for different teams
Not every team works the same way. That’s why different types of workflows — like parallel workflows for fast-moving teams or a case workflow for legal or support functions — help tailor the structure to the work. Flexibility builds reliability.
Consistent results
Workflows bring consistency. When a workflow consists of clearly defined stages and repeatable steps, work is more likely to be completed correctly. That improves quality, reduces reworks, and helps teams build momentum over time.
Systematic growth
As businesses grow, workflows need to scale. With the right process in place, teams can handle more complexity without losing control. Business process management gives structure to that growth by formalizing how teams operate.
Efficiency that sticks
Strong workflows enhance efficiency long-term. Whether you’re coordinating multiple departments or handling a single project, the right setup eliminates guesswork, clarifies ownership, and helps teams hit goals with less stress.
Common workflow challenges (and what to do about them)
Even strong workflows can hit snags. Here are some of the most common challenges — and how to work around them:
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Too much complexity: More steps and tools mean more friction. Simplify where possible and use automation to reduce handoffs.
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Low adoption: If a workflow feels clunky, teams won’t stick to it. Keep systems aligned with how people actually work.
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Disconnected tools: When platforms don’t sync, work gets scattered. Integrations bring visibility and reduce miscommunication.
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Manual overload: Repetitive updates slow teams down. Replacing manual workflows with automated ones is a quick win.
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One-size-fits-all systems: Different departments need different structures — like parallel workflows for fast-paced work or case workflows for support and legal.
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No clear data: If you’re not tracking progress, it’s hard to improve. Use metrics to monitor workflow performance and flag bottlenecks early.
What are the 3 basic components of a workflow?
Every process workflow — no matter how complex — relies on these core components:
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Input is the starting point. This could be a creative brief, support ticket, raw material — anything that kicks off the workflow.
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Transformation is where the work happens. Tasks are completed in sequence or parallel, depending on the type of workflow. Automation helps streamline this stage and optimize efficiency.
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Output is the end result. Outputs, such as a final product or closed case, show whether work was completed correctly and highlight areas for improvement.
So now that you’ve got a grasp of workflow basics, how do you go about creating one? Like most big concepts, it’s best to break it down into manageable steps.
How to create a workflow
Building a powerful workflow doesn’t need to be complicated. Here’s a simplified structure you can use to get things up and running.
Set your goal
Start with a clear objective or the outcome you’re trying to achieve. Tie it to business priorities like reducing onboarding time or improving bug tracking.
Define start and end points
Use the components of a workflow: input, transformation, and output. Map where work begins. Map out what happens along the way, and what success looks like.
Review what exists
Most teams already have workflows in place, even if they’re clunky. Analyze your current workflow system to find what’s working and where you’re losing time.
List the workflow steps
Break the process into specific, sequential workflow steps. This keeps tasks visible, measurable, and easier to assign.
Assign responsibilities
Identify who owns each part of the process. Assigning roles upfront prevents confusion later and helps digital workflows scale smoothly.
Add timing
Establish deadlines. Use workflow software with features like Gantt charts to visualize dependencies and keep momentum high.
Build feedback loops
Improvements shouldn’t wait for the final result. Build in feedback early, and adapt as you go.
Document it
Use workflow management tools to map everything clearly. Documentation keeps things aligned and supports repeatability.
Test and launch
Start small. Refine the workflow based on real use and feedback. Implementing workflows successfully means launching with intention and staying flexible.
Digital workflows backed by the right workflow software make this process smoother, faster, and easier to scale across teams.
Workflow process flowchart
What is workflow management?
Workflow management is the process of organizing, coordinating, and improving how work moves through an organization. It involves mapping out each step, assigning tasks, and using tools to monitor and refine performance.
With automated reporting, built-in views like Gantt and Kanban, and easy integrations with platforms like Slack or Salesforce, modern workflow management systems help teams reduce manual work and respond faster to change.
And workflow management doesn’t stop there. Today’s workflow software goes far beyond static checklists. Wrike, for example, offers tools to build visual representations of complex processes, automate key steps, and give teams live dashboards to stay aligned. You can set up project boards, assign priorities, and adapt workflows quickly as needs shift.
The benefits of workflow automation
Automating workflows has been part of manufacturing for years, but now it’s showing up in all types of industries and departments. The goal isn’t to replace people. It’s to take repetitive work off their plates so they can focus on what really needs their attention.
In my content project workflow, for example, I trigger automation every time I send a piece to review. Wrike tags the right team member, tracks the status, and routes the work through feedback, revisions, and final signoff — no manual check-ins are required.
Plus, the ROI is fantastic. Formstack reports that companies save an average of $46,000 per year using workflow automation. That’s time, money, and energy reclaimed — thanks to less manual work, better visibility, and fewer chances for human error.
Key benefits include:
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Faster handoffs across each stage of a project
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Less back-and-forth between team members
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More flexibility as workload increases
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Better use of the tools and resources needed
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Fewer blockers caused by small mistakes
Good workflow management software doesn’t force teams into rigid systems. It gives them room to make changes, monitor progress, and step in when something needs a second look. Automation supports the work — it doesn’t take it over.
Measuring workflow efficiency
To improve an existing or new workflow, you have to know how it’s performing. That means tracking what matters, like how long tasks take, where things get stuck, and how often errors occur.
Here are a few useful metrics:
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Cycle time is how long it takes to finish a task or project.
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Throughput is how much work gets done in a set time.
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Error rate is how often work needs to be redone or flagged.
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Resource use is how well your team and tools are being applied.
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Cost per task is what it costs to complete each workflow cycle.
Even a quick review of these numbers can highlight where improvements are needed, helping companies get more out of their business processes.
Choosing the right workflow management system
Workflow systems keep everything connected, including planning, assigning work to tracking, and improving it. The right platform helps team leads and their people move faster, stay consistent, and avoid duplication across departments.
The best systems offer three essentials:
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Customization: Teams need workflows that reflect how they actually work. Look for tools that support custom fields, statuses, and templates.
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Automation: Manual tasks slow things down. Good platforms let you automate assignments, approvals, and updates without complex setups.
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Integration: Research shows people move between 14 tools a day. That’s a lot of context-switching. A strong system connects your key apps so your work doesn’t get lost between tabs.
In short, pick a system that helps you spend less time managing work and more time doing it.
Ready to create a workflow that boosts operations?
In an increasingly unpredictable and competitive environment, it’s never been more important for organizations to have strong workflow management in place.
Read more of our guide to discover how workflow management can change the way you work by optimizing resources, enhancing collaboration, and streamlining processes.
Prefer to start applying what you’ve learned straight away? Create a workflow now in Wrike.
FAQs
Workflow planning is how teams map out the steps, owners, and timing for a project or process. Planning helps streamline tasks, use resources effectively, and align work with larger business goals.
Workflows typically move through these five steps:
- Initiation is a trigger, like a request or ticket.
- Planning involves outlining the steps and resources needed.
- Execution involves actually completing the work.
- Monitoring involves everything needed to track and evaluate progress.
- Completion is the final delivery or outcome of the workflow.
Workflows help standardize work, reduce delays, and support process automation. A strong system brings consistency, improves visibility, and helps teams complete tasks more effectively.
It’s a set of repeatable steps — often in a sequential flow — that moves work from start to finish. A basic workflow might be as simple as submitting a request, completing the task, and delivering the result.
A workflow engine powers the system behind automated workflows. It handles task routing, transitions, and approvals based on predefined rules, whether you’re running a project workflow or a state machine workflow.
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.