How to juggle tasks like a pro with workflow management

Some tasks — like making a cup of coffee or booking a meeting room — are easy, with workflows that are so second-nature, you don’t need to write them down. 

Other projects call for workflows that you need to follow to the letter, or else chaos ensues. 

A well-planned workflow makes your work more efficient, saving you time and lowering stress. And thanks to its structured approach, you’re more likely to hit all those critical steps in the right order. Good news where deadlines are concerned! Let’s take a closer look at how to master this project management essential.

What is a workflow?

A workflow is a series of tasks that help you achieve a goal. Each task in a workflow is connected to the next, and you need to complete them in the right order. A little like following a recipe.  

The key elements of a workflow

A workflow is any series of steps to accomplish a goal. They range from small activities, like getting dressed, to big operations, like warehouse handling. Either way, every workflow shares six basic elements. 

Let’s explore these elements with two easy examples: writing a blog post and brushing your teeth.

1. Stakeholders 

These are the people involved in or affected by the workflow. 

• For a blog post, stakeholders include the writer, editor, and publisher, amongst others.
• When brushing teeth, it might just be you, but in a family, it includes the kids’ brushing and parents overseeing.

2. Inputs 

These are the materials or information needed to proceed. 

• For a blog, inputs are the topic, research, and content. 
• For tooth brushing, the inputs are a toothbrush, toothpaste, and floss.

3. Outputs 

This is what you get after the workflow is complete. 

• It could be a published blog post;
• Or clean teeth after brushing.

4. Steps 

These are individual tasks you must complete.

• For a blog, they include writing, editing, and posting. 
• For teeth, it is the brushing, flossing, and rinsing.

5. Transformation 

This is how you change inputs into outputs.

• A blog turns from a draft to a published post.
• unbrushed teeth become clean.

6. Conditions 

These are requirements needed to carry out the workflow.

• For a paid blogger, it could be having a contracted assignment. 
• For tooth brushing, it means having access to a bathroom and supplies.

Why workflows are important

Workflows help us work better and faster. When we break jobs into small steps, complex goals become easier to handle because we can see what we need to do and when to do it. This saves time and lowers the chances of mistakes. 

Workflows

• Keep tasks organized
• Ensure no steps get missed
• Improve efficiency
• Improve communication
• Save time
• Lower confusion and stress
• Hold people accountable 
• Help teams work together because everyone knows their role.

What is workflow management?

Workflow management is the process of managing and optimizing the order of tasks in said workflow. By focusing on the flow of jobs, you can spot bottlenecks and find ways to fine-tune the process. 

Good workflow management improves collaboration and keeps everyone on the same page. It’s all about making work more efficient for everyone involved.

What workflow management involves:

• Identifying tasks in a project
• Sequencing tasks for smooth execution
• Allocating resources effectively
• Addressing bottlenecks
• Tracking project timelines
• Adjusting the workflow when needed. 

Why do we need a workflow management process?

Having a dedicated process and person in place to optimize the workflow keeps things running smoothly. Without a management process in place, work can get messy with no clear path, which means things get done late or not at all.

A good workflow manager keeps things in check. They line up each step so that everyone knows what comes next, and they adjust it as things change. 

The advantages of a workflow management process

• Saves time and cuts out waste
• Reduces stress and errors
• Helps team members work well together
• Makes sure tasks are done in order
• Keeps track of goals and work steps
• Boosts the outcome and upholds standards.

Workflow management vs. project management: what’s the difference?

Workflow management is all about optimizing the flow of tasks to make sure everything ticks along harmoniously. 

On the other hand, project management is your broader strategy. It involves big-picture thinking, planning, juggling resources, and risks to keep the project on track and to budget. 

They might have different focuses, but both workflow and project management aim to make work life more organized and less stressful. 

Workflow management:

• Concentrates on the sequence and efficiency of individual tasks
• Optimizes processes to increase daily productivity
• Keeps tasks orderly and streamlined.

Project management: 

• Encompasses overall project planning and execution
• Directs resources and organizes team efforts
• Manages risks and maintains alignment with project goals.

Types of workflow management

Besides the fundamental elements, every workflow can fit into one of three categories:

1. Sequential workflows: This is the most common type, where tasks are carried out in a specific order, each step following the last in a clear sequence. Waterfall is a good example. 
2. State machine workflows: These resemble Agile or Scrum approaches, where you perform tasks in any sequence, with tasks grouped into flexible phases. 
3. Rules-driven workflows: This is the most intricate kind, where the sequence of tasks can change based on predetermined rules. They’re challenging to manage manually, and best run though a project management tool.

Common challenges to watch out for when managing workflows

As with all things project management, there are challenges. Here are some of the top contenders, with tips on how to mitigate each one. 

Complexity and overwhelm

Workflows contain lots of moving parts. When tasks and processes get too complicated, it can feel overwhelming and chaotic. 

Managers need to break down tasks into smaller steps and focus on one thing at a time. Using simple tools like to-do lists to keep track of what needs to be done can also make it easier to manage things without getting swamped in the details.

Tip: Review and simplify your processes to eliminate unnecessary steps. And use project management software to automate tracking. 

Miscommunication 

Miscommunication can lead to dropped deadlines and errors, not to mention frustration. You need to have clear and open lines of communication within the team. 

Regular check-ins can help align everyone. Encourage team members to ask questions and share updates so everything is clear and transparent.

Tip: Use collaboration tools that enable document-sharing and discussion. 

Resistance to change 

No one likes change. It’s human nature which can make implementing new workflows a headache. 

The key is to involve everyone in the process and position the changes as a positive thing. Start small, introducing adjustments slowly as the team gets used to the new way of doing things.

Tip: Create a solid change management plan. Highlight quick wins to build enthusiasm and buy-in from the team, and support everyone as the new processes are rolled out.

Limited resources 

Time and money can be tight, making change of any kind a strain. To deal with this, prioritize tasks and invest in affordable tools that offer the best return on investment. Also, seek creative solutions, like delegating tasks, to handle workflow efficiently while staying within budget.

Tip: Explore free or low-cost tools that can streamline processes without sacrificing quality. Many offer two or three plans for various budgets, so you can start low and upgrade later.

Workflow management best practices

Every organization has its own goals and ways of working, so there’s no one-size-fits-all method for managing workflows. But sticking to some best practices can really help streamline things. 

1. Document everything 

Take control of your workflows by clearly outlining the details. 

Who’s in charge of each project or job? Will multiple people oversee tasks? Are there any dependencies or potential delays to watch out for? What are the hard deadlines? Will you need to make changes along the way? 

Keep adding helpful information, like best practices, templates, and resources, so your team has everything it needs to make a success of it. And make sure everyone can easily access the documentation for ongoing reference.

2. Work out your task dependencies 

You need to know how tasks connect, especially when they need to be done in a certain order. For example, one team member might have to wait for Task A to be finished before starting Task B. Note this down, and store it in a central repository. 

3. Iterate and audit   

After fine-tuning your workflow, keep improving it as you bring in new team members, tasks, and projects. Regularly adjusting workflows will become a natural part of your process, helping your team do more with less effort.

Keep your documentation useful by setting up quarterly reviews to check and make any necessary changes.

4. Anticipate bottlenecks and other issues 

While it’s tough to predict everything that might go wrong, being able to spot trends and possible issues can prevent them from becoming major headaches. 

Your workflow management tool should alert you if something doesn’t seem right. It can also gather data and create reports, helping you catch sudden changes or dips. Regular tracking can also show what’s working well, so you can ramp that up and apply it to other parts of your workflow.

5. Develop clear workflow diagrams 

Flowcharts are a straightforward way to represent the flow of tasks. Using diagramming tools makes it easy to map out your processes visually, so get them involved. As an added bonus, they’re easier to edit, so changes needn’t be a headache.

6. Use automation tools 

Simplify and improve your workflow management with automation tools. Tools like Backlog can help you manage complex workflows by automatically triggering tasks based on set rules, alerting you to bottlenecks, and sending out notifications when tasks are added, completed, or delayed, making everything more accurate while saving you time.

What to look for when choosing project management software

When shopping around, keep your team’s needs in mind. A good tool should make tasks easier, not harder, and help everyone stay on track and work together smoothly.

Look for software that both newcomers and tech-savvy folks will find user-friendly. It should offer helpful features that let teams organize tasks, track progress, and share updates easily. 

A good choice will also integrate with other tools you use, saving you time and effort. Finally, make sure it fits within your budget without hidden costs.

Here’s a quick list of things you should look for:

• Easy-to-use interface
• Task and time tracking
• Bug and issue tracking
• Collaboration features
• Integration with other tools
• Scalable for team growth
• Fits into your budget.

Ready to give Backlog a go? Try it for free today!