Workflows used to run solely on paper forms and inter-office mail. Then, they ‘evolved’ to spreadsheets and email threads. As automation stepped into the game, digital and online workflows became common. While the way workflows are handled has progressed by leaps and bounds, creating them has been an entirely different story.
Originally, anyone with a piece of paper could produce a workflow; generally, business heads defined the path. But as workflows moved to the digital sphere, it was developers and process engineers who took on most of the workflow creation duties. While online workflows added a lot of benefits, it also meant that workflow creation had become too complex for business leaders.
However, as cloud-based online workflows have emerged, some of that power is coming back to the common man and away from the coders-only domain. Creating a workflow online should let you harness the power of digital workflow automation, but be as simple as drawing the workflow on paper.
Workflows streamline tangled up business processes, minimize the complexities in repetitive tasks, and improve the overall efficiency of a process. In addition to the structure and simplicity, workflows offer numerous other advantages, such as linking data fields to a master dataset. Workflows are important because they:
However, creating a workflow from the ground up is no small feat. One challenge for the workflow creator is keeping the big picture in mind as they fiddle with forms and conditions.
This is why it is essential to get a better understanding of the whole process before you start looking for a tool to build a workflow.
By following these simple steps, you can create your own workflow for any business process.
Automated workflow automation tools like Kissflow Workflow let you do this, even without needing to know how to code. For instance, when creating visual elements for your workflow documentation, using professional design templates can enhance the overall presentation and clarity.
Here are the 7 steps to create workflows online:
To replicate and improve existing workflows, you need to understand how they are actually handled now. Are workflows managed completely using paper forms? Are there digital forms and email threads? Where or whom do people send the completed or approved forms to?
The resources that make up a workflow are not just restricted to forms and operating procedures; they also include the people involved in the current process. Before creating a workflow for a specific process, talk to process owners and learn about the problems they face in the current method.
For instance, if you’re creating a budget approval app, reach out to your finance team and learn how they handle the process manually. Find out what they would expect from an online workflow, and try to replicate it.
Workflows with little to no structure have a linear path of tasks to perform, whereas highly structured workflows have a graph-like sequence of tasks to be completed in parallel, or conditional tasks before moving on to the next step. It is essential to get a thorough understanding of the task structure and the data exchanged in tasks before you design an online workflow.
For example, a travel reimbursement approval workflow needs to fetch the expense data from the initiator and pass it on to the manager. The manager just needs to view the data, not edit it. While approved claims can be forwarded to the finance team for processing with a note of approval, rejected claims have to sent back to the requestor with specific reasoning.
Once you find out the task’s structure and nature, look at the people who will be a part of the workflow. Some tasks could move on to the next step automatically, while others may have to be approved or reviewed by someone before it progresses to the next step.
Make note of all stakeholders, their specific responsibilities in the process, and the information they require to perform the task swiftly. Based on that, create specific roles and establish accountability for each task.
In a leave management workflow, an employee might need permission to initiate a leave request (input task), while the manager just needs to approve or reject it based on specific criteria (approval task). Other stakeholders like HR and finance staff might just need to view the approval status.
Now that you’re done with the initial groundwork, you can start sketching out your workflow diagrams. By creating a workflow diagram, you can obtain the visual representation of the complete workflow.
Unless you’re very proficient with business process modeling, opt for a simple workflow management tool that lets you create workflows using drag and drop visual tools. Choose a user-friendly tool that is flexible enough to draw a workflow that is a digital version of the paper-based workflow regardless of process complexities.
If you have created the workflow, this should be the last step, right? Not really. You can not move your processes to an online workflow without testing it.
On the outside, every workflow might look perfect. You will never really know its flaws unless you test it rigorously. Rather than doing this step on your own, involve the people who are part of the workflow. They will help you pinpoint problems faster and figure out what works and what doesn’t. Collect their feedback and use the data to modify and improve your automated workflow.
Your workflow may work like a charm, but that doesn’t seal the deal. People do. Even though people have been helpful in giving you input, helping you design, and testing out the workflow, they might be hesitant to let go of their current practice. And most of it is the fear of unknown.
A good training program will eliminate their hesitation and give them the confidence to use the new workflow. Sharing the “create workflow” process and your workflow diagrams will help trainees obtain a better visual picture of what the workflow does, where each task is situated, and their specific role in the workflow.
Once you’re done with the testing and training phase, your workflow is ready to be deployed. As a note of caution, it is better to release the workflow to a small team and check how it works in real-time. Depending on the results, you can either move on and share it with your whole organization or withdraw the application for modification.
You can always go back and create a brand-new workflow when you have a new requirement. In case of policy changes or additional requirements, you can always opt to roll out a new version or update the existing one regularly.
Create your own workflow software from scratch with this guide.
A well-structured workflow helps teams work smarter, not harder. It reduces delays, eliminates confusion, and makes processes run smoothly. If you're wondering how to create an efficient workflow, here are some key things to keep in mind.
Before you start, define what you want to achieve. Are you looking to speed up approvals, improve teamwork, or reduce manual work? Having clear goals will guide how you build workflow processes that actually work.
Write down or visualize each step in the workflow. This helps spot unnecessary tasks and areas where things can be streamlined or automated.
Make sure everyone knows their role in the workflow. When responsibilities are clear, work moves faster, and there’s less room for confusion.
One of the best ways to build workflow efficiency is to automate repetitive tasks. Tools like low-code platforms can handle approvals, notifications, and data transfers, saving time and reducing errors.
An efficient workflow should allow team members to communicate and share updates seamlessly. Integrating collaboration tools helps keep everyone on the same page.
Once your workflow is in place, keep an eye on how it’s performing. Are there bottlenecks? Are tasks getting delayed? Regularly reviewing and optimizing the process keeps things running smoothly.
For industries like banking or healthcare, following regulations and keeping data secure is a must. Make sure your workflow aligns with industry standards.
Efficient workflows help businesses streamline operations, reduce manual work, and improve productivity. Below are some common workflow examples used across industries:
Bringing in new employees can be a time-consuming process. An employee onboarding workflow automates paperwork, training schedules, and system access setup. It ensures that new hires complete required formalities smoothly and are ready to contribute from day one.
Managing sales orders manually can lead to errors and delays. A sales order workflow streamlines order processing by automating approvals, inventory checks, and invoicing, ensuring a seamless customer experience and faster order fulfillment.
Handling leave requests manually can cause scheduling conflicts. A vacation request workflow allows employees to submit leave applications, notifies managers for approval, and updates calendars automatically to maintain work balance.
Employees often submit expense claims for reimbursements. An expense claim workflow speeds up the process by automating submission, verification, and approval, ensuring employees are reimbursed without delays.
Recruiting the right talent requires coordination between HR and hiring managers. An applicant tracking workflow simplifies the hiring process by automating resume screening, interview scheduling, and candidate evaluation
The process of creating a workflow online and implementing it might seem like a huge deal, but with the right no-code workflow platform like Kissflow, anyone can automate workflow in no time. Try Kissflow Workflow Management Platform and see if it is the right tool for you to create workflows online.
1. How do I create my own workflow?
Creating your own workflow involves identifying the process you want to streamline, mapping out the steps involved, assigning roles, and using a workflow tool to visualize and automate the process. Testing and refining your workflow is essential for ensuring smooth operations.
2. What are the 5 steps of workflow?
The 5 steps of a workflow include: 1. Identifying the resources and processes, 2. Listing the tasks to be performed, 3. Assigning roles and responsibilities, 4. Visualizing the workflow using diagrams or tools, and 5. Testing and deploying the workflow for efficient execution
3. What are the 3 basic components of workflow?
The three basic components of a workflow are: 1. Input, which includes data and tasks to begin the process, 2. Transformation, where tasks are executed, and 3. Output, which delivers the final result or product of the workflow
4. What are the three types of workflows?
The three main types of workflows are: 1. Sequential workflows, where tasks are completed in a specific order, 2. State machine workflows, which allow tasks to move back and forth depending on conditions, and 3. Rules-driven workflows, which are based on conditional logic
5. What are the steps to create a workflow?
The steps to create a workflow include: identifying your process and resources, listing the tasks to be completed, assigning roles, visualizing the workflow using diagrams or software, testing the workflow, and finally deploying it while monitoring its performance.
6. What tools can I use to create a workflow?
Popular tools for creating workflows include Kissflow for low-code process automation, Lucidchart for visual diagrams, Zapier for automation, and Microsoft Power Automate for complex integrations. Choose a tool based on your needs and technical expertise.
7. How do I automate a workflow?
To automate a workflow, you need to identify repetitive tasks, use tools like Kissflow or Zapier to set up triggers and actions, integrate them with your systems, and test the automated workflow for efficiency before deployment.
8. What are the best practices for designing an effective workflow?
Best practices for designing a workflow include: keeping it simple and intuitive, involving stakeholders in the planning phase, using visual diagrams, leveraging automation for repetitive tasks, and continuously reviewing and improving the workflow.