Five Steps to Better Workflow

While it sounds complicated, a workflow is simply a map of a process.

Workflow benefits include: (from https://tallyfy.com/why-workflow-is-important/)

  • More insight into the business process
  • Identifying redundancies
  • Increased accountability and reduced micromanagement
  • Improved communication
  • Better customer service
  • Improved quality of your products or services

The Problem

While the process of crafting an efficient workflow is not without its own set of potential problems (bringing the wrong stakeholders into the design process, creating endless approval loops, unrealistic task timelines, etc.), the execution of the workflow is vulnerable to problems such as an unexpected absence of key player that brings everything to a screeching halt. Effective workflows require efficient design as well as rules, deadlines, and management of changes that may happen while completing the tasks within the workflow.

The Stats

The result of problems encountered in workflow design and execution are numerous and costly.

From The Economist Intelligence Unit:

  • Poor Communication Between Employees, Teams & Departments – 44% said poor communication affects the project.
  • Unnecessary/Unproductive Meetings – 23% said they feel the most stressed with too many unproductive meetings.
  • How Stress Affects Workflow Efficiency? – 52% said stress is the consequence of poor communication.

From The Holmes Report:

$37 billion: total estimated cost of employee misunderstanding (including actions or errors of omission by employees who misunderstood or were misinformed about company policies, business processes, job function or a combination of the three) in 100,000-employee companies, among 400 surveyed corporations in the U.S. and U.K. (average cost per company is $62.4 million per year).$26,041: cumulative cost per worker per year due to productivity losses resulting from communications barriers.

The Solution

Here are five steps to create a workflow that provides agility and room to adapt:

  1. Map the tasks. It’s important during this step to merely document ‘what’ is done, not ‘how’ to do it.
    • Create a bullet list to determine the starting and ending point for the workflow, then fill in the various tasks to get from start to end. This process helps to gain clarity of each step, identify any gaps, highlight any dependencies, and identify opportunities for improvements.
  2. Next, document the ‘how’ – that is, the instructions related to each task.
  3. Be aware of sub-workflows: excessive use can lead to loss of logic in the overall workflow, while efficient use can lead to efficiencies when minor changes to processes are needed.
  4. Check to ensure process loops are logical and do not create bottlenecks in the process.
  5. Test the workflow, make any necessary adjustments, and test again.

How Can We Help?

If you or your team need help to take your department or company to the next level and find the best way to alleviate workflow inefficiencies, contact Theresa or visit our Contact Us page to schedule a “get to know” conversation. You’ll get clarity on the issues you face and next steps to consider – whether or not we decide to work together.

Complimentary Conversation

Reaching a goal is a journey, and Success Trek is here to take that journey alongside you. Whether we are helping you develop a strategic plan, facilitating a skills workshop, or writing a procedure guide, we will guide you through obstacles and challenges with the tools and support for success. The process starts with a 30-minute Complimentary Conversation.

What Our Clients Say About Us

High energy, driven, intuitive.

Bob Wanek
Valparaiso YMCA

I expanded my mailing areas and with that I was like, ‘How am I going to manage?’ Theresa helped me put systems into place on how to maximize my assistant to be more of a support, to get more done and be more efficient. Theresa took a birds-eye view operationally of my business and helped me put some things into place. I had several ‘a-ha’ moments.

Beckie Guffin
Direct Mail Advantage

I love the learning of optimizing your web traffic thru powerful keywords that inspire actions and emotions.

Amber Jung
Harrah's Entertainment

Thanks – Love your attitude

Amber Hensell-Hicks
Frontline Foundations Inc

Fast Pace. Clear Examples. Good Content and Activities to test/practice skills.

Annette Corbett
Long Beach Country Club

I think a few were skeptical coming into this program as to the point. Very good at keeping us organized and guiding the program.

Aaron McDermott
Latitude Commercial Real Estate

Thank you so much! I know that it takes a lot of behind the scenes work to make these staff retreats run smoothly. Please know that we are grateful. Theresa, I was fascinated watching your ability to extract information while also making everyone feel validated and encouraged. That’s an art and you’re a pro! Thank you so much.

Amber Hensell
Frontline Foundations Inc

The workshop was a great use of my day. I have received very useful tools in setting and achieving business and personal goals. I am excited to see where I am with the information I received in 90 days.

Anne Van Keppel
Valparaiso University

I think the workshop was very helpful in eliciting and making my personal and business goals specific and measurable.

Anna Rominger
IU Northwest

Theresa makes you focus on what you want and how you are going to get it. It sounds so simple, and at first I was skeptical of coaching. I’m not a touchy-feely person. The first workshop was a powerful learning experience for me. It opened my eyes to how much I was distracted from my goals and priorities by the everyday fires that ignited my desk. Now, I’m finding ways to keep the fires to a minimum and concentrate on the activities that will be most beneficial to my performance.

Andrea Proulx-Buinicki
Opportunity Enterprises

What an eye-opener! Although I was aware of the things I needed to work on, this pushed me to confront them directly and take active steps toward completing my goals. Thanks for the support and encouragement.

Aundrea Hoffman
Morse and Company

As a professional stretched in many directions, I would recommend this workshop to my clients and colleagues. It helped me to focus on ways to do my job better to become more effective and efficient.

Brenda Scott Henry
Rural and Urban Consulting

The Success Trek model is dynamic. The CEO is quick to shift align bases on the synergy of the participants. This yields itself to a champion outcome!

Alexius Barber
Mental Health America of Lake County, Board of Directors

It’s great to call a timeout in your busy life to see where you are at now and where you want to go next.

Alexander Saltanovitz
Met Life Financial Services

Just knowing you are there has helped a great deal. Your voice gives me strength. All is good.

Barb Tracy
Marilyn's Bakery
Scroll to Top