Workflow tips: managing your workflow successfully


Manage your workflows well

We define a “workflow” as the series of activities necessary to complete a task. In a business environment, managing workflows well plays a critical role in operational efficiency, strategic alignment, and financial success. 

But where to get started? In this post, we’ll provide some workflow management techniques to help clarify and simplify the process of workflow management

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Plan to delegate

One of the first steps for optimizing your workflow is to recognize how and when you should delegate tasks. Doing so will give your employees the level of freedom they need when working on their projects. By assigning tasks to others, your workload will decrease  and other team members will share responsibility for achieving the overall objective. 

Delegation can also help resolve bottlenecks by distributing work more evenly across your team.

Get organized

Organizing, cleaning and labelling your workplace can go a long way towards helping you manage your workflows. Working in a messy work environment makes important things harder to find. This can, in turn, lead to missed deadlines as work can get lost and go unseen within the clutter.

Try following these two simple rules: 

  • Get rid of anything you don’t need
  • Label everything that remains. 

Take your time

Make sure you and your employees set aside part of your day to brainstorm. Make room in your schedule for finding creative solutions to complex business problems. 


Thinking and discussing as a group, especially listening to people directly involved with each process, can be crucial to identify problems and ways to fixing them.

Learn when (and how) to say “no”

Learn to say no if you don’t think you’re able to handle a specific task. Only say “yes” when you feel that the task is manageable and that you can deliver on your promise. If you’re having trouble saying “no,” try to think of all of the things you could be saying “yes” to instead. 

Stick to deadlines

For a workflow to be effective, people need to take responsibility for their tasks and make sure they’re done within the deadline. Limit your work-in-progress queue and remember to say “no” when you need to. 

Use a workflow management tool 

Use a workflow management tool to simplify and automate tasks in order to increase your productivity. Here are some of the ways workflow management software can help: 

  • Workflow automation takes repetitive, time consuming tasks off your plate so that you have more time to focus on higher priorities. 
  • Dashboards bring control and visibility to your team so you can track progress and manage deadlines. 
  • Managing workflows across remote or distributed teams is a snap because the software is cloud-based. This means everyone has access to the same information no matter where (or when) they work. 
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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