How does workflow management work?

How does it work and why every company need workflows

Workflow management is here to stay, that’s a fact – but, to begin with, what does workflow mean? 

Workflow: is a progression of steps that comprise a work process. Workflows, from its definition, involve 2+ people and aggregate value to the company’s activities. The tasks in the workflow can either be dependent in occurrence of the previous step (sequential workflow) or independent, in which case two or more tasks can be developed at the same time (parallel workflow). In a more practical point of view, you can say it’s the execution and then automation of a business process.

Maybe now you’re wondering how it actually works… Well, you’re in luck. Here is a brief overview of the ways it can work for you and your company and help you save time and be more effective.

How does workflow management work?

Workflow management, a.k.a. Business Process Management (BPM), is a general expression describing all the processes, tools and applications it takes you to efficiently and effectively develop your business.

In this sense, workflow management operates to offer three outcomes:

  1. Organizes
  2. Saves time
  3. Balances the workload

1. Organizes

Workflow management works by transferring your employee’s transcripts, essays and write-ups into electronic form so that they are easily accessible and retrievable. Once a team member completes a task, the work is then automatically transferred to the next worker in line. Whereas paper documentation is becoming a thing of the past, workflow management is becoming a thing of the future.

2. Saves time

If you find that your employees are wasting too much time on invaluable tasks on a daily basis, properly managing your workflows can help them get through those to-dos much faster so that they can focus on more important jobs at hand. This is because they will no longer have to search through hundreds of documents, wait for the transfer of files or worry about losing any critical documents.

3. Balances the workload

Ever notice how some employees seem to always be swamped with work to do, while their colleagues hang out and remain idle? Workflow management is a fantastic solution for balancing the workload so everyone equally does their part and cooperates as a team. Managing your workflows also doesn’t allow employees to only pick tasks that they are most interested in, evenly spreading out the mundane activities that nobody really ever wants to do but need to get done.


People tend to look at the general workflow concept as something big and complicated, but it’s actually pretty straightforward and all companies need workflows, from small startups to big conglomerates, and we’ll let you know why.

Why does every company need workflows?

Workflow is an insightful and predominant model for improving business processes, perceiving them, and using process conditions to create corresponding implementations that are supported by the information systems. It groups work activities into categories to make it easier to manage them, as well as setting a standard for the work process inside the organization.

Golden tip: Automated work process empower teams

Initially, work operations were carried out totally by humans manipulating objects and tools. The evolution of information technology processes in organizations took some of those activities and automated them, using specific computer software or programs performing works previously done by employees and effectively regulating it.

However, to remain relevant in the fast-developing market, it is imperative for every organization to develop strategies while introducing new products and services without incurring much cost. An effective process management is critical to meet all these requirements of carving out a niche for the business.

Workflow management systems enhance administration in workplaces of any type or size. A workflow management system is ideal if you seek to gain employees’ output, better communication flow, workflow control and creation of a collaborative delivery environment.

Making use of various software to accomplish all these daily routines may end up consuming a great deal of time and effort if you don’t adopt the right tools for your business. Currently, workflow management applications come in all sizes and types: from bulky, complicated apps to simple, intuitive ones, such as Pipefy.

You’ll want to adopt software that helps you digitalize your work processes so the trail of the progress of any project in the work schedule is easily accessed and can be overseen from virtually anywhere. Workflow management is highly imperative for every business and company in today’s world in order to maximize its human resources output to its full potential, to achieve the primary objective of the company, which, of course, is to accomplish growth and maintain relevance in the industry.

Does your company need help to manage workflows?


Pipefy is an intuitive, simple to use, workflow software. We allow businesses to run all their processes in a single platform, ensuring efficiency and solid execution.

Pipefy works as an online Kanban system where tasks move laterally through the multiple phases of your process. Each of your process’ phases can have its own set of work rules, triggers and if needed, a designated owner. Don’t waste any more time, try Pipefy!

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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