9 workflow examples to bring order to your business processes

Workkflow examples to improve business process

Workflows are the backbone of business operations. 

Designing a workflow is crucial to bringing structure to your workload- and transforming stressful operations into efficient processes. 

When you invest time in streamlining your workflows, the probability of error occurrence and rework reduces drastically. Also, your teams do not merely operate but thrive in a collaborative environment- contributing to a more productive, contracted, and agile workforce.

Be it the simplicity of sequential workflow or the conditional outlook of rules-driven workflows; there are so many options available out there. 

But with so many options, where do you begin? 

Let’s discover some workflow examples that you can use to redefine your workflow strategy. You can either adopt them as they are or take inspiration to tailor them for your business-specific needs. And enjoy optimal performance and workflow efficiency.

But before we explore these workflow examples, let us find out what benefits you obtain by implementing a streamlined approach.  

  • Defining clear steps and roles eliminates the scope of errors and misunderstandings. Instead, it ensures visibility, transparency, and accuracy. 
  • When team members are informed and aligned with objectives, better communication and collaboration flourish. 
  • Workflows eliminate redundancies and bottlenecks, leading teams to always stay focused on the tasks at hand. 
  • A well-structured workflow draft highlights the sections that can be automated, resulting in increased efficiency. And 86% of employees agree with this fact.
  • The continuous evaluation and modification of workflow stages ensures that progress and performance both align with company goals. 
  • The workflow documentation is a single source of truth and brings everyone on the same page. 

Introduce efficiency to your workflow operations. Check out our comprehensive guide to workflow to get started like a pro.

Workflow examples and use cases

Here are a few workflow examples across different teams and scenarios. 

1. Project workflow example

Workflow: Agile development with sprints

When developing software, it is important to outline every moving part of the process. From ideation and planning to development, testing, and deployment, it is important to document in-detail instructions for agile teams. The workflow chart should have clear tasks, deadlines, and assigned team members, ensuring quality deliverables.

Benefits: Enhances project flexibility, promotes continuous improvement, and facilitates rapid delivery.

The different workflow stages include

  • Planning & backlog prioritization
  • Sprint planning & development
  • Daily stand-up meetings
  • Code reviews & testing
  • Deployment
  • Retrospective & iteration
Project workflow example
Project workflow

2. Content creation workflow example

Workflow: Content creation and editorial process

The process of content creation starts with the topic research and selecting the idea to create content around. The process entails developing a content brief and outline, followed by writing, editing, and publishing. The entire process is necessary to ensure the content qualifies to meet the required standards. 

Benefits: Ensures quality content, smooth editorial process, and streamlines approvals. 

The different workflow stages include

  • Ideation & topic research
  • Content planning & outline creation
  • Writing & draft submission
  • Editorial review & revisions
  • Final editing & proofreading
  • Approval & publishing
Content creation workflow example

Read more: Effective content workflow management: A guide for busy managers

3. Business workflow example

Workflow: Order fulfillment and customer satisfaction

An e-commerce business, irrespective of the industry, is a perfect business workflow sample. In the digital business landscape, relying on physical paperwork is a complete no for streamlined order fulfillment. Ensuring mobile-friendly procedures, digital forms, and electronic signatures promote faster order processing. 

Benefits: Streamlines order processing, better stock control, and efficient customer services.

The different workflow stages include

  • Order placement & inventory check
  • Order processing after client approval
  • Inventory management & restocking
  • Billing invoices & payment confirmations
  • Packing & shipping preparation
  • Shipping & tracking
  • Customer support & issue resolution

4. Customer support workflow example

Workflow: Efficient customer support for ticket resolution

The efficient customer support workflow is a sequence of various steps. From ticket creation to feedback collection, every stage is well-defined and couldn’t afford any confusion. Each member should have a clear understanding of their responsibilities for better coordination and performance. 

Benefits: Streamlines issue resolution, improves customer satisfaction, and reduces response times. 

The different workflow stages include

  • Ticket submission
  • Categorization & assignment
  • Issue resolution & quality check
  • Customer communication & follow-up
  • Feedback collection & analysis
  • Case closure

5. Website creation workflow

Workflow: Website development for enhanced online presence

With a well-structured website creation, you can ensure an optimal online experience. It is a cohesive integration of numerous steps. From reflecting on your company goals and competitor analysis to diligent development and testing, each stage contributes to a streamlined workflow.

Benefits: Efficient website development, meticulous testing, and optimal resource utilization

The different workflow stages include

  • Planning & requirement gathering
  • Website design & prototyping
  • Development & coding
  • Testing & quality assurance
  • Deployment & launch
  • Post-launch maintenance & updates

Do not waste your efforts performing recurring tasks with the11 best workflow automation software.

6. Recruitment workflow

Workflow: talent acquisition for organizational success

HR teams are the fundamental contributors to the overall organizational success. With the diverse talent pool available out there, finding the right candidate for your job becomes crucial. However, a well-organized workflow ensures you do not pass on a deserving candidate. Also, with the shortened and efficient recruitment cycle, the hiring process becomes seamless.

Benefits: Strategic human resource management, faster hiring, and smooth onboarding. 

The different workflow stages include

  • Job requisition & approval
  • Job description draft
  • Candidate sourcing & screening
  • Interviews & assessments

If yes, 

  • Offer & negotiation
  • Onboarding

If no, 

  • Send rejection email
Recruitment workflow
Recruitment workflow

7. Sales team workflow

Workflow: Lead generation & conversion

The sales team workflow is a streamlined process that impacts sales and revenue growth. It lies at the heart of businesses that handle multiple sales pipelines. From curating onboarding plans to keeping track of leads and perspectives, the workflow focuses on data-driven decision-making and customer relationship management. 

Benefits: Improves lead conversion rates, strengthens customer relationships, and optimizes sales strategies.

The different workflow stages include

  • Lead Capture & prospecting
  • Nurturing & relationship building
  • Proposal submission 
  • Negotiation & contract finalization
  • Deal Closure
  • Customer onboarding
  • Track sales results
Sales team workflow
Sales team workflow

8. Email campaign workflow 

Workflow: Strategic email campaign for engaging subscribers

A well-structured campaign starts with identifying the prospects’ funnel stage and pulling them down the conversion path. After clear identification of your campaign goals, you can reach the audience through compelling content. Each email should be carefully drafted based on previous user actions. 

Benefits: Personalized customer interaction, increased customer engagement, and strengthened customer relationships.

The different workflow stages include

  • Campaign planning & strategy
  • Content creation & approval
  • List segmentation & targeting
  • Campaign scheduling & sending

If the subscriber responds to the email  

  • Send the next email proceeding them to the next stage 

If the subscriber doesn’t responds to the email 

  • Send personalized email persuading them to take the action
  • Performance analysis & optimization

9. Social media management workflow

Workflow: Social media management for effective online presence

If you want a strong social online presence for your brand, never miss out on effective social media management. You should analyze your audience’s interest and tailor your social media campaign accordingly. By measuring your campaign performance, you get an extra edge over your competitors. 

Benefits: Increases audience engagement,  promotes strategic content delivery, and impacts the brand name

The different workflow stages include

  • Goal setting & audience analysis
  • Content creation & curation
  • Scheduling & publishing
  • Monitoring & analytics
  • Engagement & interaction
  • Reporting & analysis
Social media management workflow
Social media management workflow

Get complete control over your business workflow with 21 top workflow management software.

How to create a workflow for your business in ProofHub? 

Now that you’ve explored various workflow examples, let’s understand how you can fill the gaps to create a workflow for your specific needs. 

  1. Identify your goals: First and foremost – perform workflow analysis. Identify what you aim to achieve, and define clear objectives. But you can make it possible only when you have a clear understanding of basic workflow components. And how these can be put together to obtain the desired outcome. 
  2. Break down the process: Once you have an idea of your end target, the next step is to map out different tasks or projects involved in your workflow.  Break down these steps into small, manageable steps to make it seem less like a burden.
  3. Assign roles and responsibilities: After your workflow framework is drafted, identify the resources you require to get it done. That includes all the individuals who have an impact or add value to workflow progressions. After analyzing their strengths and weaknesses, define roles and responsibilities to introduce accountability and transparency.
Assign roles and responsibilities
Assign roles and responsibilities

With 69% of routine work automation expected by 2024, you can also save your time by automating these recurring tasks. 

recurring tasks
  1. Organize and document your workflow: Now that your workflow is all setup and responsibilities are distributed, ensuring a clear workflow arrangement is crucial. Outline all the steps, expectations, and dependencies so that it forms a single source of truth for everyone onboard.

    You can map out your workflow using a Gantt chart or Kanban board
  1. Communicate your workflow: Do not commit the mistake of merely handing over the workflow document to the team to follow. Sit on it. Ensure everyone understands the nitty-gritty of your workflow and how they contribute to the overall success. 
Communicate your workflow
Communicate your workflow to team member

With real-time chat and discussions, you can communicate, share files, and send real-time updates to team members. 

  1. Continually review: Regularly evaluate your workflow to look out for any discrepancies and improvements. Every possible vulnerability can creep in and impact the efficiency of your workflow. 
Continually review
Evaluate workflow for discrepancies and improvements

Insightful reports and analytics present an in-depth and comprehensive insight into your workflow. 

  1. Correct and refine: Sometimes, with little fine-tuning and adjustments, you can call off potential issues to maintain the efficiency of your workflow. Employee feedback can also help bring real insights into any issues or bottlenecks arising in the process.
Correct and refine workflow
Correct and refine workflow

With online proofing tools, you can review and annotate your workflow and make direct adjustments.   

ProofHub is a powerful project management tool that does all the heavy lifting for you. And the plus point is that you need not juggle multiple applications together. Instead, trust in its all-in-one, user-friendly interface. 

From planning, designing, and managing your workflow to collaborating and tracking progress, ProofHub eliminates chaotic disturbances. And paves a seamless path, ensuring timely project delivery. 

Moreover, by optimizing your workflow, you can eliminate costly mistakes and achieve optimal results. Because with ProofHub by your side, rest assured that you have everything under control.

Explore the wide range of workflows and typical use cases for efficiency and success in ProofHub.


What are the steps of workflow?

The 7-step framework of creating a workflow includes-

  • Identify your goals
  • Break down the process
  • Assign roles and responsibilities
  • Organize and document your workflow
  • Communicate your workflow
  • Continually review
  • Correct and refine

To know more, read the in-detail explanation of every step involved in creating a workflow. 

Which is the top workflow management software?

There are countless top-class workflow management software programs available on the market. ProofHub, nTask, and Trello are some of the few examples.

How can we improve workflow?

By making regular reviews and making refinements in your current workflow, you can ensure your workflow stays effective and efficient over time.

What is the critical path of a workflow?

It is defined as the sequential steps and the timeline required to complete a workflow. All the tasks and dependencies included must be completed without any delay for timely project completion.

What are the different types of workflow?

The different types of workflow include: 

  • Project workflow
  • Business workflow
  • Team workflow
  • Content creation workflow 
  • Website creation workflow

And more.

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