We all rely on routines to get through the day. You wake up, make coffee, perhaps fit in some exercise, eat breakfast, and get ready to tackle the workday. Each step gives your morning a structure and helps set the pace for the rest of the day.
Similarly, in the workplace, having a well-organized workflow is just as important. Without a clear plan or an understanding of where things stand, it’s easy to feel adrift. When you're unsure about who’s working on what or what’s next on the agenda, you can easily fall behind.
Sheryl Sandberg’s quote, "Done is better than perfect," rings true here. The goal isn’t to overthink or perfect every detail—it’s to keep moving forward and getting things done.
A well-defined workflow helps teams stay on track and keeps tasks moving forward without unnecessary delays. A big part of that process is having a clear approval system in place, one that guarantees every task goes through the proper channels, is reviewed, and gets the necessary sign-offs before it moves forward.
So, how can you create a workflow that makes everything run seamlessly across your team?
This article will tell you just that—and much more!
What Is a Workflow?
A workflow is a structured system of tasks that must be completed in a particular order to achieve a specific outcome. Rather than a fancy checklist or set of instructions, you can think of it as a roadmap for getting things done.
For example, this is how your workflow would look if you were processing an invoice for your company:
- Receiving the invoice
- Checking the details
- Getting approval to pay
- Finally, making the payment
Creating workflows like this one help businesses improve their efficiency. It keeps tasks from getting overlooked (like missing a payment deadline).You can also gain valuable insights along the way (such as spotting areas where you could save more money or time).
Understanding the role of workflows in project management
While we previously looked at workflows in a general business process and context, they’re heavily relied upon in project management.
Studies suggest that companies lose 11.4% of their total resources due to poor project management. This inefficiency is a big reason why more than half of businesses regularly go over budget on projects.
A well-organized project workflow, where each task is clearly defined, gives you better control over your project. This leads to:
- Time saving
- Better results
- Stronger team collaboration
In fact, 71% of people who use project management tools recommend them. These tools allow teams to track project progress and stay on top of each task, leading to better outcomes.
Key Things to Consider When Creating a Workflow
Although our example in an earlier section might give you the illusion that workflow creation is easy, complex projects require complex workflows. Their goal is to breakdown bigger jobs into smaller tasks, which can then be completed effiiciently and consistently. Also, it requires a lot of trial-and-error, accurate documentation, and regular tests to perfect a workflow.
To give you a headstart, here are some key things you should consider to write workflows that truly work:
Start by understanding your current processes and resources
Begin by analyzing the steps involved in completing the task for which you’re designing the workflow. Identify the people who contribute to each stage and determine their required tools or resources.
If this information isn’t readily available, observe the process in action from start to finish.
Talk to the employees directly involved in these tasks. Ask them about any areas that seem overly complicated or if they think additional resources could make their work easier. Understanding their challenges will help you create a workflow that meets their needs.
Map out every step of the workflow
Once you have the details, outline each step of the process in clear, easy-to-follow terms. Be as thorough as possible so nothing is left unclear. Don’t worry if your first draft isn’t perfect; workflows often go through multiple revisions as you gather feedback and refine the steps.
Involve the people who will use the workflow in their daily tasks and make adjustments based on their input. This not only makes the process more efficient but also shows your team that their needs are a priority.
A well-mapped workflow is the foundation for a smoother operation.
250px|700px|reset
加载中，请稍后
Outline each step of the process with a workflow
Think about integration between tools
When designing a workflow, integration with existing tools and systems is critical for success.
For example, if you use multiple platforms, such as a CRM, a data collection tool, or analytics software, seamless connections can eliminate repetitive tasks.
Integrated systems also optimize costs by minimizing redundancies, making the workflow adaptable to your current tools and technology, and scaling easily as your company grows. A connected setup makes sure the workflow supports both your team and your long-term business goals.
How to Create a Workflow in 10 Steps
If you’re new to workflows don't worry—modern tools like Meegle make it easy to get started. With its user-friendly interface and step-by-step guidance, you can quickly learn the ropes.
Most workflow automation platforms come with pre-designed templates for common processes. However, it can also be helpful to look at real-world examples, especially from your industry. These examples show how others successfully use automation and give you ideas for your own approach.
So, if you’re ready, let’s walk through the ten key steps to building a workflow that aligns with your business goals.
- Define your goals and tasks
- Define your goals and tasks
Every solid workflow starts with one thing - clarity.
Before creating process workflows, it's crucial to establish a clear goal and break down the tasks involved. Make sure you understand what needs to happen step-by-step, from start to finish. Think about which tasks need to be completed in order or simultaneously. Some steps may depend on others being finished first.
250px|700px|reset
加载中，请稍后
Set your high-level strategic goals
Let’s consider a simple example:
Imagine you're handling a product return process. Here’s how the process could break down into clear steps:
- A customer contacts support to request a return
- The support team reviews the request
- If everything looks good, the request is forwarded to the warehouse
- Once the warehouse approves the return, the refund is processed
This simple breakdown helps clarify the flow of tasks. It shows which actions must be completed first and how some workflow steps depend on the completion of others. Without understanding how these tasks connect, the workflow may become more confusing than helpful.
- Define your workflow objectives
- Define your workflow objectives
Once you've outlined the tasks, it's time to define your project goals and objectives.
Clear goals give you direction and help prioritize tasks. Without them, it’s easy to lose focus. Start by setting broad goals, then break them into smaller, actionable objectives for your team.
For example, if your sales team wants to increase deal size, make that goal more specific and measurable. Aim for deals over $100,000 annually or focus on bundling products or services to drive larger contracts.
250px|700px|reset
加载中，请稍后
Break down your high-level, strategic goals into easily measurable objectives
When objectives are crystal clear, everyone knows what they’re working towards and why it matters. Plus, it keeps the team aligned and helps track progress along the way.
- Visualize your processes
- Visualize your processes
Now that the groundwork is set, it’s time to visually map your workflow.
This is where you’ll decide the sequence of each task—what happens first, what follows, and where tasks overlap. Think about the logic behind each task. Is it dependent on something else? Is it a parallel process, or can it run simultaneously with another task?
For example, in a travel reimbursement workflow, you would map out the flow like this:
- Gather expense data: The employee submits their travel expenses with receipts.
- Manager reviews and approves: The manager checks the submission to confirm it aligns with company policies and approves the expenses.
- Finance processes payment: Once approved, the finance team processes the payment and disburses the funds to the employee.
You can easily build and adjust your workflow to make sure everything progresses smoothly from start to finish.
250px|700px|reset
加载中，请稍后
Visualize every step of the process, from the beginning to the end
- Identify the challenges
- Identify the challenges
Before assigning tasks to team members, take a moment to look for any issues in your current workflow. Recognizing these issues early can save you a ton of time and frustration down the line.
Watch for these common signs of inefficiency:
- Long wait times: If you notice that certain stages are taking longer than expected, it’s usually a sign of a trouble. Delays like this can frustrate customers and slow down project completion.
- Imbalanced throughput: Check how much work each stage can handle compared to what it's actually processing. If one stage consistently gets overloaded, it can drag the entire process down.
- Backlogs piling up: If tasks build up at a particular stage, that’s another red flag. It means the stage can’t keep up, causing delays in the whole workflow.
By tracking these key indicators, you can quickly spot problems and fix them before they impact productivity.
- Define responsibilities and assign them to the right people
- Define responsibilities and assign them to the right people
Now that you’ve identified your process, it’s time to figure out who’s doing what. Getting the right people in the right roles makes all the difference.
Some tasks in your workflow will run automatically, while others might need approvals or reviews along the way.
For example, there's a new feature is created in your project. With automation, you can set up a rule that automatically notifies the product owner, developer, and designer as soon as the feature is added. This way, everyone knows their role and can act quickly, without the need for manual updates or reminders.
250px|700px|reset
加载中，请稍后
Set up triggers, conditions, and actions based on your business requirements
In our example, once approved, the system automatically triggers the next steps, such as setting up email accounts or assigning training modules, without manual input.
- Choose an easy-to-use workflow tool
- Choose an easy-to-use workflow tool
Picking the right workflow tool can make or break how smoothly your processes run. A good tool should be easy to navigate, even for team members who aren’t tech-savvy. Look for software with features like custom views, templates, and clear visual displays of workflows.
The simpler the tool, the faster your team can learn to use it. Onus points if it offers automation, like sending reminders, generating reports, or moving data between systems. The goal is to free up people’s time for tasks that require human judgment, problem-solving, or creativity.
250px|700px|reset
加载中，请稍后
Use an easy-to-use project and workflow management tool like Meegle
Ultimately, you want to find a tool that integrates seamlessly into your team’s daily routine, helping everyone work more efficiently.
- Design the workflow
- Design the workflow
Here is a fun fact-more than 50% of the brain’s cortex is wired for processing visual information. That is why designing a workflow as a visual diagram can significantly improve your team's understanding of the process.
Creating a clear, visual representation of the workflow helps your team easily see each step, its order, and who’s responsible for what. Tools like Meegle allow you to map out your entire process and customize it using its multiple views.
This helps identify gaps or inefficiencies in your workflow and keeps everyone on the same page.
With a visual workflow, team members can quickly spot where they fit into the process and what’s expected of them. It also helps them stay focused and organized as they tackle their tasks.
- Test the Workflow
- Test the Workflow
A well-designed workflow is great, but its true value only shows during testing. After all, what doesn’t break you, only makes you stronger!
Before you roll out your new workflow, involve the people who will actually use it. Let them test it and provide honest feedback. This will help you spot any gaps, inefficiencies, or unclear steps that may have been overlooked during the design phase.
250px|700px|reset
加载中，请稍后
Handle issues as you detect them, update their status, and reopen tasks if needed
Testing with real users is the best way to catch issues early. Their insights can highlight potential roadblocks, enhance usability, and optimize the workflow for smooth implementation.
By incorporating their feedback, you’ll be able to refine and optimize the process for better performance.
- Train the team
- Train the team
Once your workflow is tested and ready, it's time to train your team. Effective training helps everyone understand their role in the process and how to use the new system.
Start by giving an overview of the basic components of the workflow, explaining its purpose, and highlighting how it benefits both individuals and the team as a whole. Then, break down the steps, showing how each person contributes to the overall process.
Provide hands-on training so your team can practice using the workflow in real time. This helps build confidence and reduces the chances of mistakes later. Additionally, offer continuous support and resources like manuals, video tutorials, or FAQs to make the transition as smooth as possible.
When your team is well-trained, they’ll be better equipped to work efficiently and confidently within the new workflow.
- Monitor and improve
- Monitor and improve
Deploying your workflow is just the beginning, now it’s time to see how it performs in action. Start by first rolling it out to a smaller group to assess real-time results. This allows you to catch any issues early and make adjustments before going company-wide.
Monitor key metrics, such as task completion times, team productivity, and potential bottlenecks. Also, check in with your team. Are they hitting roadblocks? Is anything unclear? Their feedback is invaluable for smoothing out rough edges.
250px|700px|reset
加载中，请稍后
Monitor key metrics to identify key areas of improvement
Remember that workflows are not static. As your business grows and needs change, your workflows must also adapt. Continuously review and tweak the process to keep things running smoothly and efficiently. The goal is simple: let your workflows evolve and grow alongside your business, improving with time.
Writing a Workflow Template
A workflow template helps you organize tasks and create a reusable process structure. It’s designed to bring consistency and adaptability to various business scenarios without starting from scratch each time. A strong template can make tasks easier to manage and more efficient to complete.
Here’s what you can do to build a helpful workflow template:
- Start with clear and straightforward task descriptions
- Keep each instruction simple so there’s no confusion about the responsibilities
When everyone understands their role, the entire process runs more smoothly and effectively.
Make sure your template has room for adjustments to fit changing business needs. A rigid workflow might work initially but could struggle to adapt to future changes. Flexibility keeps the template adaptable, allowing it to evolve with your business needs.
When you combine clear instructions, flexibility, and automation, you create a workflow template that truly works. This approach helps your team remain organized and ready to tackle any challenge.
Customizable workflow templates for your area of business
Every business operates differently, which is why flexible workflow templates are essential. Whether you're in marketing, human resources, software development, or another area, these templates provide a structured starting point.
They help you streamline your processes, ensuring efficiency and adaptability in any business environment.
Marketing workflow template
Marketing success starts with a clear plan that includes research, objectives, and actionable strategies. A marketing workflow template provides a simple framework for following this plan, making the whole process more efficient and effective.
This template combines a standardized digital workflow with an integrated assets hub, making it easier to execute flawless marketing campaigns. By laying out the key steps, tasks, and deadlines, you can manage the entire process from ideation to execution with precision and ease.
250px|700px|reset
加载中，请稍后
The Marketing Plan Template by Meegle
For example, the Meegle Marketing Plan Template helps you streamline this entire process by breaking it down into clear, visual steps. It organizes each stage—such as brainstorming, content creation, and approval—and stores necessary assets in one centralized location.
This means you won't have to scramble for the latest files or assets in the middle of a project. Everything is in one place, ready for action.
With this template, your team can:
- Plan campaigns efficiently by organizing all steps into an easy-to-follow structure
- Promote transparency by setting clear deadlines, assigning responsible team members, and displaying project statuses
- Stay organized by keeping assets, reports, and documents—all in one hub
- Streamline collaboration across departments, making approvals, edits, and updates seamless
By following a clear and systematic workflow, your marketing team can stay focused and aligned, enabling faster and more accurate execution of strategies.
Human resources workflow template
250px|700px|reset
加载中，请稍后
Human resources workflows demand precision to effectively manage talent acquisition, onboarding, and employee management. This HR-specific template allows you to document processes step by step, ensuring every stage of recruitment and employee management is handled smoothly.
It’s a tool that helps your team focus on sourcing, hiring, and retaining talent while keeping the process straightforward and efficient.
Software development workflow template
In software development, meeting deadlines and quickly adapting to changes are essential for creating successful products. A structured workflow helps teams stay on track and organized, even as priorities shift. Meegle’s Agile Development Template streamlines the entire process of documenting and managing user stories, ensuring no detail is overlooked.
250px|700px|reset
加载中，请稍后
The Agile Development Template by Meegle
This template offers a complete solution for agile project management. It covers everything from Epic, Story, and Sprint management to task tracking, progress updates, and project scheduling. The template is designed to keep teams on the same page and provides real-time metrics analysis to gauge project performance at any given moment.
Best part this template can also be used across various industries to manage agile projects. The flexible structure allows you to adapt it to other work areas, making it an invaluable tool for any project-driven team.
For instance, with Meegle’s Work Items feature, teams can enhance their agile project planning by:
- Creating and managing product backlogs so every task is documented and prioritized
- Building a clear product roadmap to outline milestones and deadlines, ensuring everyone is aligned on the project’s vision
- Tracking task progress in real-time so your team can easily identify potential roadblocks before they become a problem
By using agile development in Meegle, you can improve your project workflow visibility and create a more efficient development process, ensuring timely delivery and high-quality results.
IT workflow template
IT teams juggle efficiency, security, and reliability, all the while minimizing downtime and disruptions. A well-structured workflow is essential for keeping operations smooth and systems running like clockwork.
An IT workflow template helps standardize processes, ensuring tasks are handled consistently and securely. It’s a great way to reduce errors, improve system reliability, and boost team productivity.
250px|700px|reset
加载中，请稍后
The Project Life Cycle Template by Meegle
For example, Meegle’s Project Life Cycle Template is an excellent tool for IT teams. It divides a project into five progressive phases—Initiation, Planning, Execution, Monitoring and Controlling, and Closing—and guides teams through each stage from start to finish.
Here’s a breakdown of how this template can be used effectively:
- Initiation: Define the scope of the IT project, identify stakeholders, and establish the project goals
- Planning: Develop a roadmap that includes timelines, resource allocation, and risk management strategies
- Execution: Begin implementing the project, ensuring that teams adhere to timelines and handle resources efficiently
- Monitoring and Controlling: Track real-time progress, identify potential issues, and adjust plans accordingly
- Closing: Finalize the project, document key lessons, and verify that all deliverables meet security and performance standards
Why does this work for the IT teams? They can manage projects more efficiently, reduce risks, and guarantee that the outcome meets all technical requirements and security standards.
This template also supports collaborative work, so it’s ideal for cross-functional teams working together to achieve complex IT goals.
Sales workflow template
Sales teams often handle repetitive tasks such as billing, budgeting, and reporting. A sales workflow template outlines how these processes meet specific business requirements.
250px|700px|reset
加载中，请稍后
The Lead to Cash Template by Meegle
A great example is the Meegle Lead to Cash Template that streamlines the journey from lead generation to revenue realization. It provides tools for tracking billing, analyzing forecasts, and managing payments, helping you handle financial operations more efficiently.
Sales workflow template
250px|700px|reset
加载中，请稍后
Sales processes thrive on well-defined steps that guide leads from marketing to conversion. This template outlines how marketing teams generate leads and which sales teams qualify and convert into customers.
It creates a clear pathway to ensure collaboration between departments, maximizing opportunities to close deals. Whether you're nurturing prospects or tracking performance, this template provides the structure needed for successful sales operations.
Why Document Your Workflows?
Documenting workflows is one of the easiest ways to keep things running smoothly and consistently across your team. When everyone follows the same structured process, there’s less room for confusion and fewer mistakes along the way.
Well-documented workflows facilitate knowledge sharing, especially when onboarding new employees or transitioning roles. Your team can quickly reference documented steps and get up to speed faster.
Additionally, having workflows written down makes it simpler to spot inefficiencies and refine processes.
Project management software or workflow creation tools can simplify the documentation process. These tools turn complicated workflows into easy-to-follow visuals that everyone can understand.
Create and Document Your Workflows Using Meegle
Meegle offers the perfect platform for creating and documenting workflows that work for your team. Its user-friendly design lets you organize processes in a way that's easy to follow and adapt. By simplifying workflow creation, Meegle helps businesses save time and increase productivity.
Whether you’re part of a small team or a growing enterprise, Meegle caters to your needs. Its flexible tools make it easy to align workflows with your business goals and scale as you grow. From visualizing tasks to enhancing collaboration, Meegle makes managing workflows simple and efficient.
In the next section, you'll see the unique features that set Meegle apart from other tools. These features show how Meegle helps businesses create workflows that drive better results.
Creating a Workflow Process in Meegle
Meegle’s workflows simplify complex projects. It lets you view your tasks and milestones in clear, organized steps—each connected and easy to follow.
250px|700px|reset
加载中，请稍后
Make complex projects simple with Meegle’s intuitive workflows
Here’s how Meegle helps you create powerful workflows:
Workflow templates to add, delete, or modify workflows
If you're looking for a simple way to add, modify, copy, disable, or delete workflows, workflow templates will help you do that easily according to your project's requirements.
250px|700px|reset
加载中，请稍后
Use workflow templates to customize your workflows according to your project/business needs
For example, if you want to add a workflow template, all you need to do is follow these simple steps:
- Click the Add a New Workflow button to create a workflow
- Enter a name in the pop-up window (e.g., "Activity Feature")
- To base it on an existing workflow, turn on the Duplicate Workflow option
- For a new workflow, turn this option off.
250px|700px|reset
加载中，请稍后
Choose the Duplicate Window to add a workflow template similar to an existing one
Similarly, you can rename a workflow template by clicking the ellipsis (...) at the bottom right of the template. Then, select Modify Name and edit.
250px|700px|reset
加载中，请稍后
Modifying a workflow template
You can use the Duplicate option to copy an existing workflow template. Modify the copy as needed.
If the workflow is no longer needed but should be retained, disable it. Disabled templates move to Disabled Workflow(s). These cannot be selected for new or edited work items but remain available for filtering.
250px|700px|reset
加载中，请稍后
Disable the template if your business direction changes, but you need to retain the old workflow
To re-enable, select Enable under Disabled Workflow(s).
You can even delete templates after migrating associated processes. A template without active work items can be deleted directly. If active items exist, the system will prompt modifications. If modification isn’t possible, disable the template instead.
Meegle also offers a wide range of other pre-built templates for different use cases. Whether you're managing content pipelines, software development cycles, or other types of projects, you can start with a ready-made template designed to suit your specific needs.
250px|700px|reset
加载中，请稍后
Read-made templates by Meegle
These templates save time by providing a framework that already includes the most common workflows, helping you hit the ground running. You can then further customize these templates to match your team's processes.
Customize workflows to fit your business needs
Meegle’s flexible customization options allow you to shape workflows according to your team's exact needs. Define node names, roles, task details, and more to customize the workflow according to your team's needs.
250px|700px|reset
加载中，请稍后
Tailor your workflows to your team's exact processes
Whether you're managing a marketing campaign, a software development cycle, or an operations task, you can adapt the workflow to fit your organization's unique processes.
This level of customization ensures that the workflow remains relevant and efficient, helping teams collaborate smoothly and reduce friction.
Streamline tasks with clear connections
Meegle helps break down intricate projects into a clear, organized sequence. Each task is connected through a series of interconnected nodes and flows, making it easy to visualize the project from start to finish.
250px|700px|reset
加载中，请稍后
Extract and visualize every step, from start to finish
By mapping out every step, dependencies and milestones become visible at a glance. This provides a comprehensive project overview, making it easier to track progress and manage team responsibilities.
250px|700px|reset
加载中，请稍后
Track the status of your project tasks using Meegle’s Multiple Views
With this feature, users can easily make sure that no task is missed and everything is logically aligned.
When a team member is unavailable, Meegle's automation tools keep your workflows running smoothly. This reduces the need for manual intervention, minimizes errors, and boosts overall efficiency.
With Meegle, you can automate tasks like:
- Sending notifications or approvals automatically after task completion
- Generating regular reports and analytics with no manual effort
- Assigning tasks based on team availability or specific criteria, ensuring the right people are always on track
250px|700px|reset
加载中，请稍后
Send notifications or approvals based on task completions
These automations streamline operations and keep everything running smoothly, even during team absences.
Manage and track progress in real-time
Meegle’s automated task management tools make tracking progress effortless and efficient. You can easily manage tasks, set dependencies, and monitor the project flow in real-time.
250px|700px|reset
加载中，请稍后
Set clear milestones to track progress of tasks
Here’s what you can do:
- Access a centralized dashboard to monitor task progress, completion rates, and bottlenecks
- View detailed analytics, such as average task duration and team performance metrics
- Make data-driven decisions by identifying areas that require immediate attention or improvement
Real-time tracking promotes transparency and empowers teams to adapt quickly to changing priorities.
Centralized documentation with Meegle
Beyond creating workflows, Meegle excels at documentation, ensuring that all processes are well-recorded and accessible.
The platform’s documentation features empower businesses to:
- Maintain a centralized repository of workflows that team members can refer to at any time
- Integrate workflow documentation into knowledge management systems, helping with onboarding and training
With Meegle, you can streamline your processes, boost team collaboration, and keep everything on track—at every stage.
Create the Ultimate Workflow for Your Team With Meegle
Workflows bring huge advantages to businesses, no matter their size. By automating routine tasks, improving communication, and optimizing processes, they can boost efficiency, minimize mistakes, and drive productivity.
And the best part? You can achieve all of this with Meegle!
Not only does it excel in project management, but it also offers powerful monitoring tools that provide real-time insights via centralized dashboards. Say goodbye to data silos—everyone who needs the information can access it with ease.
Plus, you can also get a head start with pre-built templates tailored to various industries.
