top of page

What is a Workflow and How to Apply it

Need to organize your company's processes? Workflow can be the way. Also known as workflow, this method is widely used by companies looking to optimize processes and increase productivity in the workplace.

In addition to being a great solution for organizing the house, the workflow also benefits the company's profitability, avoiding waste and reducing operating costs. Among the advantages of the method we can highlight:

  • Increased efficiency and effectiveness of processes

  • Optimization of working time

  • Greater collaboration between teams

  • Better internal communication

  • More assertive decision making

  • Elaboration of more strategic planning

  • Continuous improvement of processes

In this article, we'll understand how this method works and how to apply it to your business.

How does Workflow work?

Every workflow has aspects that define its application in everyday practice.

Below are some of the points that should be taken into account in different types of workflow.


The expression “ad hoc” comes from Latin and means something like “for this” or “for this purpose”.

She calls a more flexible type of workflow, in which improvisation can and should be used to adapt to the needs verified during the service.

In general, this mode of flow is best suited for individual or small group work.

Thus, the chances of conflict due to differences of opinion are lower.


As the name implies, this workflow is ideal for administrative processes. Due to bureaucracy, predictability and low complexity of demands, this flow can be automated with the help of management tools.


As the name implies, this type of flow appears more in administrative and bureaucratic activities.

They are repetitive tasks and, for the most part, of low complexity.

Because of these characteristics, the work of this workflow category can be easily automated with the help of management tools.


Collaborative workflows are those whose tasks depend on a collective effort to complete.

In general, they involve workers from different areas focused on a common goal.

A classic example here is when marketing and sales teams need to work together to synchronize lead capture and lead generation.


The transactional model brings together in one place activities of different natures that must be performed simultaneously to ensure the efficiency of the workflow.

The tasks of this type of workflow can be automated, but they need human supervision to authorize or deny each step.


This type of workflow is also suitable for repetitive activities, but this time a little more complex.

I'm talking here about tasks such as banking transactions and feeding systems with sensitive business information.

These are actions that are repeated monthly, but that require attention for dealing with important issues.

The activities of a productive workflow can be manual or automated, the choice will depend on the context of each one.

How to apply Workflow to your business?

Now that you know the main features of this method, it's time to put it into practice. Check out the step-by-step instructions to build the best workflow for your company.

Understand how your company's internal processes work

To organize the house, you need to understand how things are currently done, so make a thorough analysis of the processes used in your company. That way, you'll be able to recognize what works and what needs to be optimized.

Determine who is responsible for each activity

To maintain a well-organized workflow, responsibilities need to be defined. By clearly designating those in charge of each task, you will be able to visualize and have control over the activities being performed.

Set the start of your process

It may seem obvious, but setting a starting point for your project or activity is essential. This definition is vital so that the process can be documented and recorded from start to finish.

List all tasks, deviations and actions

This is one of the most important steps in the workflow. As soon as the project starts, make a list with all the tasks foreseen in the project, possible deviations and actions that can be taken. At this stage, the step-by-step path that must be followed throughout the project is also detailed.

Indicate the end of your process

Last but not least, indicate which action ends your project. When looking at your planning, identify among the demands the one that will be the end point of the activities.

The workflow brings together a series of advantages necessary for the management of any company. Structuring a good workflow is essential to maintain a more streamlined and organized routine in your company.

You can be sure your employees will be more productive, organized and motivated with an intelligent workflow solution.

You will see: when actions are well linked and planned, without bottlenecks and responsibility vacuums, everything becomes easier.

Did you like to know this method? For more information please contact us, we will be happy to help you grow even more.


bottom of page