7.1 Workflow management concepts and principles
4 min read•august 7, 2024
Workflow management is all about streamlining business processes. It's like creating a roadmap for tasks, showing how work flows from start to finish. This chapter dives into the nuts and bolts of workflows, from basic concepts to advanced automation techniques.
We'll explore how workflows are designed, executed, and improved. You'll learn about workflow engines, task allocation, and process orchestration. These tools and techniques help businesses run smoother, faster, and with fewer errors.
Workflow Fundamentals
Defining Workflows and Business Processes
Top images from around the web for Defining Workflows and Business Processes
Workflow Sample: Split Conditions are a Basic Concept in BPMN View original
Is this image relevant?
Workflow Sample: Contract Progress Management in Workflow View original
Is this image relevant?
File:Example6-UCSD-Cross-functional-flowchart.jpg - DLF Wiki View original
Is this image relevant?
Workflow Sample: Split Conditions are a Basic Concept in BPMN View original
Is this image relevant?
Workflow Sample: Contract Progress Management in Workflow View original
Is this image relevant?
1 of 3
Top images from around the web for Defining Workflows and Business Processes
Workflow Sample: Split Conditions are a Basic Concept in BPMN View original
Is this image relevant?
Workflow Sample: Contract Progress Management in Workflow View original
Is this image relevant?
File:Example6-UCSD-Cross-functional-flowchart.jpg - DLF Wiki View original
Is this image relevant?
Workflow Sample: Split Conditions are a Basic Concept in BPMN View original
Is this image relevant?
Workflow Sample: Contract Progress Management in Workflow View original
Is this image relevant?
1 of 3
- A workflow represents a sequence of tasks or activities that need to be executed to achieve a specific business goal involves the movement of documents, information, or tasks through a work process from initiation to completion
- Business processes are a collection of linked tasks that find their end in the delivery of a service or product to a client when a process is broken down into its key components, it's often referred to as a workflow
- Workflows can be represented visually using flowcharts (process flow diagrams) that illustrate the sequence of operations performed graphical representations make it easier to understand the overall process and the relationships between tasks
- Key terms in understanding workflows and business processes include:
- Activities: Specific tasks or pieces of work that need to be completed
- Roles: Different participants involved in executing the workflow, such as employees, managers, or systems
- Routes: Paths that determine the sequence of activities and decision points in the workflow
Workflow Lifecycle and Management
- The workflow lifecycle describes the various stages a workflow goes through from its creation to completion consists of four main phases: modeling, execution, monitoring, and optimization
- Process modeling involves designing and defining the workflow, including identifying tasks, participants, and business rules graphical tools like Business Process Model and Notation (BPMN) are commonly used for visually representing workflows
- Workflow management involves overseeing and controlling the execution of workflows to ensure they are completed efficiently and accurately this includes assigning tasks, tracking progress, and handling exceptions or deviations from the defined process
- is a key aspect of workflow management analyzing completed workflows helps identify bottlenecks, inefficiencies, and areas for optimization to streamline processes over time
Workflow Automation
Workflow Engines and Automation
- A workflow engine is a software system that manages the execution of workflows it interprets the process definition, controls the sequence of activities, and invokes the appropriate human or automated resources
- Workflow automation involves using technology to automate repetitive tasks, route work between participants, and enforce business rules this reduces manual effort, minimizes errors, and improves efficiency
- Automated workflows can integrate with other systems (databases, email, etc.) to exchange data and trigger actions enables end-to-end automation of processes across different applications and departments
- Examples of workflow automation include:
- Expense report approval: Automatically routing expense reports for manager approval based on predefined rules
- Customer onboarding: Automating the sequence of tasks required to set up a new customer account and provision access to services
Task Allocation and Process Orchestration
- Task allocation refers to assigning work items or activities to the appropriate participants based on their roles, skills, or workload ensures the right people are involved in the workflow at the right time
- Workflow systems can use various methods for task allocation, such as round-robin (distributing tasks evenly), load balancing (assigning based on workload), or skill-based routing (matching tasks to participant abilities)
- Process orchestration involves coordinating the execution of multiple workflows or sub-processes to achieve a higher-level business goal manages the dependencies and interactions between different workflows
- Orchestration enables complex, cross-functional processes to be automated and managed cohesively (order fulfillment process involving multiple departments like sales, inventory, shipping, and billing)
Advanced Workflow Concepts
Workflow Patterns and Complex Routing
- Workflow patterns are recurring structures or building blocks that can be used to design and model workflows they provide a standardized way to represent common process behaviors and interactions
- Examples of workflow patterns include:
- Sequence: Tasks are executed one after another in a specified order
- Parallel Split: A single thread of control splits into multiple threads that can execute concurrently
- Synchronization: Multiple parallel threads converge into a single thread, waiting for all preceding threads to complete
- Rule-based routing allows the sequence of tasks in a workflow to be determined dynamically based on predefined business rules rules evaluate data or conditions to decide the path the workflow should take
- Complex routing patterns can be implemented using rule-based approaches (if order value > $1000, route to manager for approval; otherwise, automate approval)
- Advanced workflow systems support visual editors for defining rules and decision tables, making it easier to implement and maintain complex routing logic
Key Terms to Review (18)
Approval Workflow: An approval workflow is a systematic process that defines the steps necessary for obtaining authorization on documents, tasks, or projects within an organization. This process typically involves multiple stakeholders, where each step requires a designated individual's approval before proceeding to the next stage, ensuring accountability and compliance with organizational policies.
Asana: Asana refers to the various postures or positions used in yoga practices that promote physical stability and mental focus. In the context of workflow management, asana is also known as a tool that enhances collaboration and efficiency by providing a platform for task management, project tracking, and team communication, thereby streamlining processes and reducing bottlenecks.
BPMN - Business Process Model and Notation: BPMN, or Business Process Model and Notation, is a standardized graphical notation that provides a method for visualizing business processes in a workflow. It serves as a bridge between the design and implementation of business processes, allowing stakeholders to understand and communicate process flows effectively. BPMN is designed to be easily understandable by all business stakeholders, from business analysts to technical developers.
Continuous Improvement: Continuous improvement is an ongoing effort to enhance products, services, or processes by making incremental improvements over time. This approach emphasizes the need for organizations to consistently refine their operations to boost efficiency and quality while reducing waste and costs.
Cycle Time: Cycle time refers to the total time taken to complete one cycle of a process, from the beginning to the end. This includes all stages of the process, such as processing, waiting, and transportation times. Understanding cycle time is crucial for identifying inefficiencies and making improvements in processes, which ties directly into methodologies aimed at enhancing performance, managing processes effectively, and creating value through systematic analysis.
Document workflow: Document workflow refers to the sequence of processes and steps involved in the creation, approval, distribution, and storage of documents within an organization. This concept is essential for improving efficiency, ensuring compliance, and maintaining accuracy throughout the lifecycle of a document. It highlights the interaction between different stakeholders and the tools used to manage documents effectively.
ITIL - Information Technology Infrastructure Library: ITIL is a set of best practices for IT service management that focuses on aligning IT services with the needs of the business. It provides a systematic approach to managing IT services, ensuring that they deliver value to customers and support business processes effectively.
Lean: Lean is a process improvement philosophy focused on maximizing customer value while minimizing waste. It emphasizes efficiency by streamlining operations, reducing costs, and enhancing productivity through various techniques. Lean connects to other methodologies and frameworks by providing tools that help visualize processes, create effective workflows, establish classifications of activities, and analyze lessons learned from successful implementations.
Process Mapping: Process mapping is a visual representation of the steps, tasks, and decision points involved in a business process. This technique helps identify inefficiencies, clarify roles, and enhance understanding of how processes function, leading to better management and optimization of operations.
Process Owner: A process owner is an individual responsible for managing and overseeing a specific business process, ensuring that it achieves its objectives efficiently and effectively. This role connects the various stages of a process, from design to implementation, assessment, and optimization, fostering accountability and alignment with organizational goals.
Process standardization: Process standardization refers to the practice of establishing uniform procedures and guidelines across an organization to ensure consistency, efficiency, and quality in operations. This practice is crucial as it helps to minimize variations in processes, making it easier to automate tasks, enhance workflow management, and improve integration with enterprise resource planning systems. By creating a standardized approach, organizations can streamline their operations and facilitate better collaboration among departments.
Root Cause Analysis: Root cause analysis (RCA) is a problem-solving method used to identify the fundamental cause of a problem, rather than merely addressing its symptoms. This analytical approach is essential in process improvement, allowing organizations to understand why issues occur and how to prevent them from recurring. By focusing on the root causes, organizations can implement effective solutions that enhance process quality, efficiency, and overall performance.
Six Sigma: Six Sigma is a data-driven methodology aimed at improving the quality of processes by identifying and eliminating defects, thus reducing variability and enhancing overall performance. This approach is closely linked to various strategies for process improvement, emphasizing the importance of data analysis and metrics in achieving operational excellence.
Throughput time: Throughput time is the total time it takes for a task to move through a process from start to finish, encompassing all phases including processing, waiting, and any delays. This metric is crucial in understanding the efficiency of a workflow, as it highlights areas that may be causing bottlenecks or inefficiencies. A shorter throughput time generally indicates a more efficient process, which can lead to improved productivity and customer satisfaction.
TOGAF - The Open Group Architecture Framework: TOGAF is an enterprise architecture methodology and framework used to improve business efficiency. It provides a structured approach for organizations to design, plan, implement, and govern their enterprise architecture. By following TOGAF, businesses can ensure that their operations align with strategic goals, enhancing workflow management and ensuring better resource allocation.
Trello: Trello is a web-based project management tool that uses boards, lists, and cards to help users organize tasks and collaborate on projects. Its visual layout allows teams to track progress and manage workflows efficiently, making it an essential tool for implementing workflow management concepts and principles.
Value Stream Mapping: Value stream mapping is a visual tool used to analyze and improve the flow of materials and information in a process. It helps identify waste, streamline operations, and enhance value delivery to customers. By providing a clear representation of the current state of processes, it serves as a foundation for implementing methodologies aimed at process improvement, workflow management, and optimizing system implementations like ERP.
Workflow designer: A workflow designer is a visual tool or software that allows users to create, model, and optimize business processes and workflows. It provides a graphical interface for defining the steps, tasks, and decision points involved in a process, making it easier to automate tasks and improve efficiency. By mapping out workflows, users can identify bottlenecks, streamline operations, and ensure that processes align with organizational goals.