A workflow is a graphical representation somewhat like a flowchart. It represents flow of work processes intended to achieve specific results. In this article, workflow means the graphic representation while the two-word work flow means the flow of work processes.
1. Workflow graphically represents work flow processes. These processes consume resources, transform materials, carry information and involve human actions. Together, the processes seek to achieve certain specific results.
2. Work flow is different from process in that the latter is more specifically defined. A process has a defined input and output, and is typically have a well-defined processing algorithm. Work flows tend to be more general and less well defined, and typically covers several processes.
3. Workflow representations provide valuable insights that can help improve the flow of work. Workflows can highlight bottlenecks, redundancies and other problems in existing work practices.
4. In document management systems, workflow means the flow of documents from person to person in the course of business processes. Business processes are typically collaborative endeavors requiring the involvement of several persons. Each person performs a specific role, usually involving some work on a relevant document, such as recording the occurrence of a transaction, checking terms of the transaction or approving the document for publication.
5. Modern document management systems allow users to create predefined workflows and attach documents to a relevant workflow. This will result in the document being automatically routed to all the persons involved in the work flow. The system can even alert concerned persons about pending documents that require their actions.
6. Document management systems also typically provide interfaces between different applications to integrate work flows.
7. While workflow representations can provide pointers to areas that need improvement, the actual improvement campaign need to be organized with the active involvement of people who will be affected. People tend to resist changes and this resistance can be tackled only by involving them so that they get a clear idea of why the changes are necessary and how it will improve their results.
8. The employees actually performing the work will also have the best ideas about problems, and can even suggest ways to tackle these. This is another reason to involve them in workflow improvement campaigns.
9. The key role of business process engineers seeking to improve the work flows is to understand the business process, its objectives, components, requirements and the flows. When this understanding is combined with the active involvement of affected employees it becomes possible to successfully implement reengineering projects.
Business processes can be represented graphically using workflow diagrams. Such diagrams make it easy to spot problems such as improper sequencing, bottlenecks and redundancies. With these insights, business process reengineering can start. Successful reengineering projects will actively involve affected employees to get their commitment to proposed changes.