Workflows – what is it? Implementation examples

What is a workflow?

A workflow, in simple terms, is the way work is performed to complete a specific business process. Workflows exist in every company because employees in every organization perform certain tasks to achieve pre-defined goals.

So, when companies ask us about implementing a workflow, what they really mean is implementing a structured workflow (with strictly defined rules) or automating a workflow, which means implementing business process automation (we will cover this in the next paragraph).

Below you will find a few examples of workflows that exist in (almost) every company – whether they are organized or not, employees generally perform these tasks:

• invoicing workflow,
• contract signing workflow,
• employee onboarding and offboarding workflow,
• report creation and distribution workflow.

As you can see, a workflow includes even the simplest activities performed while running a business. What is important, however, is to systematize, document, and supervise these workflows within the company.

Supervising workflows – why is proper workflow management important?

Why is workflow management crucial for improving company processes? Properly organized workflow systems help managers oversee work and information flow, while supporting employees in completing tasks faster and more efficiently. Such changes have a significant impact on time savings in enterprises, according to an Asana report:

"Knowledge workers estimate that improving processes would save them 4.9 hours per week, which adds up to more than six work weeks per year" – Asana Anatomy of Work Global Index 2023 Report

Let's take the aforementioned employee onboarding workflow as an example. Suppose our HR department has 3 employees. When it comes time to onboard a new hire, the team performs roughly the same set of tasks every time: preparing documents, collecting required information, passing it on to the right people, and tracking the subsequent stages of the onboarding process.

The problem arises when this entire process functions solely based on informal team habits. There is no single, clearly defined procedure. For one onboarding, one person prepares the documents; for the next, someone else does it. Sometimes employees have to coordinate among themselves to decide who should handle a specific task. Other times, they waste time checking who has the necessary documents or what the next step should actually be. It is also easy to skip a stage, especially if there are several onboardings happening at the same time.

This situation would look completely different if the company had a clear onboarding workflow in place, for example, using a process map, which outlines the individual tasks performed by employees.

In addition to helping organize daily work and increase efficiency, documenting a process also facilitates the future improvement of an organization's operations. When individual stages are clearly defined, it is much easier to detect inconsistencies, delays, or areas where the process is not running as intended. A manager can then compare the described workflow with how the process looks in reality and check at which stages problems most frequently occur. This allows for the identification of so-called bottlenecks – areas where tasks accumulate, execution takes too long, or recurring errors occur.

Based on this, specific changes to the process can be proposed and then incorporated into the existing workflow. Importantly, workflow management also becomes much simpler from a communication perspective. The modified process can be presented to employees in a clear, even graphical way, clearly indicating what is changing, who is responsible for a given stage, and how the workflow should look from now on.

Implementing a workflow system provides the company not only with an organized operational framework but also with a reference point for its further optimization.

Workflow vs. business process automation

Now that you know what a workflow is, we can move on to discussing the technology that has made this topic so popular in recent years: automation. Because documenting a workflow tells us exactly what tasks are (or at least should be) performed, when, and by whom, such a visualized workflow serves as an excellent foundation for business process automation.

In reality of a modern business, a workflow is just the beginning. Companies achieve the greatest improvements in process efficiency precisely through the use of automation.

Let's assume that as a company looking to improve sales, you reach out to an automation agency because using AI seems like a natural step toward efficiency. The first important question an automation specialist will ask is "Do you already have your processes documented?" or "What does your company's sales workflow look like?". This information is needed by the automation company to determine, among other things:

• which tasks in the process are repetitive and can be automated, and which are better left to be performed manually,
• how long tasks currently take to complete and how much they can be accelerated,
• how high the risk of error is in the current process,
• how many people will be using the automation system,
• what tools employees use and what integrations should be applied between them.

Once you have your processes mapped and the rules for performing specific tasks described, the automation company will be able to move more quickly to the actual workflow automation.

If you are unsure about the exact workflows in your company or department, you don't have to put off automation. Many automation agencies now specialize not only in implementing improvements but also in creating BPMN (Business Process Model and Notation) diagrams, which are visual process maps. Sagiton is such a company; as an automation agency, we provide comprehensive support, from conducting process audits and mapping to designing and implementing automation systems. You can read more about these services on our page: https://www.sagiton.pl/en/services/business-process-audits

What workflow automation looks like – examples

To illustrate the difference between a manual workflow and one that utilizes automation or AI, here are some "before and after" examples:

Invoice and accounting document processing

In a traditional model, accounting staff must regularly monitor their inbox to check for new invoices. Each one then needs to be described, paid on time, and manually archived in the appropriate folder. With a high volume of documents, this process requires constant monitoring and quickly becomes time-consuming.

After digitizing this process, the workflow can look completely different. An AI-powered system can monitor the inbox independently, identify emails containing invoices, download the documents, rename them, and save them in the correct folders. Additionally, it can send the accounting team a list of upcoming invoice due dates once a week, for example via a messaging app. This allows staff to handle them all at once instead of manually tracking incoming emails every day. This eliminates repetitive tasks and makes the entire process more efficient.

Preparing operational reports

For companies to manage their operations effectively, it is worth preparing reports periodically, such as those detailing the financial results of individual teams. Creating such summaries often requires managers to perform a sequence of repetitive tasks – copying, calculating, and organizing data – which is usually very time-consuming.

Digitizing processes, however, allows for automated report generation. An automated workflow system can collect information from various tools, organize it accordingly, present it in a graphical format, and even draw conclusions. This increases data processing efficiency and often leaves employees with only the task of verifying or exporting the finished document.

Software and workflow systems

There are various types of business process management systems available on the market, also known as workflow platforms. They allow you to move the previously described process flow into a single tool: mapping out its successive stages, assigning responsible individuals, setting deadlines, and defining the rules for transitioning between individual steps. Increasingly, such solutions also enable the automation of certain activities, such as sending notifications, creating tasks, or transferring data between tools.

This group includes both dedicated workflow systems and more comprehensive task and team management software. An example is the ClickUp platform, which, in addition to organizing tasks and workflows, is also developing AI-powered features, such as agents that assist employees in performing repetitive and administrative tasks.

Good workflow management software therefore allows you not only to model processes graphically but also to link them to actual tasks performed in the company and introduce automatic rules. As a result, information about the workflow is gathered in one place, enabling managers to manage workflows effectively.

Case study: Implementing a document workflow system in the administration department

Some time ago, we had the opportunity to create a workflow system to streamline document circulation in an administration department. The starting point was the contract and order signing process, which looked slightly different every time. Employees would decide among themselves who would handle a specific document, and once it was passed on – for example, to a salesperson – the administration often lost track of the status of the matter. Responsibility was fragmented, and tracking document status required additional messages and manual follow-ups.

Therefore, we designed a tailored workflow system that allowed us to organize the entire document handling process. Administrative staff gained a single place where they can check, among other things, when a contract was submitted for signature, who is currently responsible for it, and what stage it is at.

As part of the solution, we also prepared clear forms with appropriate validations. Thanks to these, people signing documents with the company provide the required data themselves in the correct format. Such an automated workflow eliminates the need to repeatedly ask for missing information, reduces the number of errors, and decreases the need for follow-up contact with the client.

If a document signature is delayed, the software can additionally send an automatic reminder to the appropriate person. Employees no longer need to manually check the status of every contract or remember to perform follow-up actions.

This administrative automation has saved 110 hours per month. This is a great example of how the right workflow system can organize information flow, accelerate processes, and facilitate ongoing oversight.

Workflow management – key takeaways

Thanks to this article, you now know what a workflow is and how it works, why we often discuss it in the context of BPA (business process automation), and how workflow platforms and tools function.

Simply organizing and documenting workflows helps a company better control its processes, assign responsibilities, identify delays and bottlenecks faster, and implement changes intentionally. As a result, instead of relying on informal arrangements, the team has a clear point of reference and can more easily evaluate what is working well and what needs improvement.

Keep in mind, however, that the greatest potential for savings arises when systems take over repetitive tasks. Reducing manual work, automating deadline tracking, and streamlining data transfers between tools helps shorten process turnaround times, minimize errors, and free employees from tasks that do not require their direct involvement.