What is Workflow Management (and why/how should I do it)?


Workflow management is the optimization of your company’s business processes through automation. This includes mapping, planning and coordinating all parts of your business structure: from managing all points of user interaction on your customer success journey to dealing with your day-by-day administrative tasks.

Let me be extremely honest here: workflow management is not an easy job (but don’t panic quite yet). Even though it typically requires a lot of planning and hardworking to get it up and running according to your expectations. The productivity and effectiveness improvements are normally more than enough to justify the effort.

How do I begin managing my workflows?

Step 1 – Defining how you’ll do it

It’s safe to say that this hard task will normally become a lot easier if you have the right tools, such as specifically developed workflow/process management (such as Pipefy!). These tools can make an enormous difference when it comes to the amount of effort it’ll take to manage your processes.

Among these specific software and apps, there are some that offer pre-designed process templates, specially designed to help you and your team understand workflow management faster.

Pipefy, for example, owes most of its fame due to its customizable process templates. It allows people to get a general idea of how processes should work while also customizing these models to meet their exact needs (without technical expertise or IT support).

I know I’m slightly biased to recommend you use Pipefy. What I’ll tell you is that you should check out all options available in the market before deciding which alternative is the best for your business and your team’s needs. Just be sure to choose an app that’s easy to use and has a simple interface.

These aspects are essential if you’re looking for a tool everyone in your company can use.

Step 2 – Tracking activities of all your teams

You also need to make sure that whatever the platform you chose to manage your workflows is, it must allow you to keep track of the activities of all your teams as well as how each process interacts with others. This helps you make the best out of your company’s resources as well as ensures people are never wasting time just waiting around for their services to be required.


Step 3 – Allowing engagement and proactive stance

Make sure that your workflow allows for engaging and proactive stance to making a change within the business. Otherwise workflow management is meaningless. It needs fundamental changes to be put in place for the best chance of success.

If you’re still not sure why and how using a workflow management system could benefit your company’s performance, the answer is quite simple: keep reading.

What is a Workflow Management System?

A workflow management system is a type of software that provides organizations with the necessary means to set up, execute and oversee their workflows. They are the ideal environment to plan and conduct experiments to measure, analyze and improve your department’s or even your company’s productivity. You can think of them as the command center of the workflow.

The coordination of the gears that establish your company’s workflow, often called orchestration, is one of the most important functions of a workflow management system. Workflow orchestration can be compared to the task of directing a symphony. Each part of the workflow must play its part perfectly in key and on time.

Golden tip: How does Workflow management work

When research becomes more dependent upon computerized programs, larger quantities of experimentation data can be documented with greater precision and at a faster pace.

This has caused a substantial increase in the intricacy of scientific simulation software. Since many tools are only designed for one task, several are joined together in a sort of pipeline to give example to a useful experiment.

Other problems come from the need to address mismatched data formats that different services create or consume. A large amount of computer science know-how is required to overcome the compatibility problems, but human scientists simply do not have the pertinent expertise to address each concern.


Therefore, scientific workflows that are computerized have been implemented to easily identify the task and perform it using their specialized set of skills. By combining several tools into a single research analysis program, the technical details of the workflow are more easily delegated saving time and resources.

Now are you interested in? Try Pipefy and find out The benefits of a dynamic Workflow Management System

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.
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