Workflow is a familiar term for businesses. Workflow helps establish a scientific, smart working process, optimize working time and increase productivity. In this article, let's learn with 1C Vietnam how to draw workflows through the article below.

1. What is Workflow?

Workflow is a workflow or workflow, describing a series of operational steps through which a job is performed from start to completion. Workflows are enabled from systematic resources into processes that transform materials, process information, or provide services. Roughly understood, workflow is the steps involved in processing and completing tasks in the business.

2. How to draw simple, effective workflows in businesses

So, we have just learned what workflow is. So how to draw workflow? Below are 7 workflow drawing steps that businesses can refer to:

2.1 Determine the process

The first step to drawing a workflow is to identify the right type of process diagram that fits your business needs and goals. In addition, managers also need to consider the users of this process, consider whether the workflow diagram describes the current process or the process designed for the future.

2.2 Determine starting and ending points

The next step in drawing a workflow determines the start and end points of the work flowchart. It's important to make sure the diagram shows the initial goals and final results in a clear, specific way.

2.3 Collect information

In order to ensure that the workflow on the diagram is consistent with employee capacity and the current situation of the business, managers need to collect information from human resources and other departments. This helps divide specific tasks for personnel according to each step on the diagram. At the same time, managers need to record process timelines and important notes to increase work efficiency.

2.4 Eliminate unnecessary tasks

During the drawing workflow process, businesses can adjust and improve ineffective workflows. Managers can check tasks, classify them into different categories to properly arrange work for each employee and department. To classify, managers can consider the overall goal of the business and assign tasks unrelated to this goal to the "unnecessary", "not important" or "not urgent" category.

2.5 Design a workflow diagram

In this step, information, tasks and jobs are analyzed and presented in diagram form. Businesses can use tools, workflow software or do it manually such as word of mouth or drawing on paper. Regardless of which workflow drawing method is used, the most important thing is to represent the workflow in a way that is easy to understand, communicate and share.

2.6 Digitize the workflow process with software

Previously, expressing work processes in businesses was often done by conveying information through text, paper, word of mouth or using tools such as Excel. However, nowadays businesses will use specialized software to help display the workflow process visually.

2.7 Apply to the system and analyze results

The final step in the process is to evaluate and analyze the results that the workflow brings to the business. Managers can evaluate the effectiveness of the process by looking at employee performance and results as well as job execution time. From this result, businesses can recognize the strengths and weaknesses of the process and apply appropriate adjustment methods.

Mastering planning with workflow brings many benefits to both managers and businesses. Through this diagram, businesses can operate according to scientific and professional processes, thereby minimizing redundant and ineffective steps in the work process.

3. Benefits of using workflow for businesses

Understanding workflow and applying it to work brings significant benefits to businesses. Below are the benefits that businesses should apply workflow in their workflow:

3.1 Design effective workflows

The first benefit of using workflow is to help businesses have a logical, easy-to-understand workflow map. Tasks are arranged and presented visually, avoiding errors that can occur when work is overloaded.

Workflow allows information to be conveyed in a visual and memory-stimulating diagram. Through this, the tasks will take place sequentially step by step, ensuring there are no shortcomings. This helps users easily record and perform work more quickly and easily.

3.2 Eliminate redundant work

Large-scale businesses with a large workload will inevitably encounter gaps and redundant and unnecessary tasks. The reason is that processes and activities are now becoming more complex and difficult to manage.

At that time, workflow-based businesses can detect where the gaps and redundant work are. This allows us to quickly adjust and fix the problem. Besides, managers can also monitor the entire work process from start to finish, promptly make changes or eliminate unnecessary operations. Thus, understanding and using workflow can simplify everything and easily manage all company activities.

3.3 Increase responsibility

Enterprises clearly understand the concept and how to draw workflows, and perform work according to this model to help increase the sense of self-awareness and responsibility of all employees. Each person will clearly understand their role and tasks to complete the process on time.

3.4 Arrange work in order

Workflow is a predefined workflow that helps users organize and manage work systematically. When applying this process, users will grasp the following issues:

• How to start a job.
• How to perform a job to achieve high efficiency.
• Understand important goals.
• Minimize errors in the working process.

3.5 Minimize operating costs

Applying workflow diagrams in business operations helps identify optimal options for business development. Through process simplification, completion progress is accelerated, while reducing costs and increasing profits for the organization.

4. Which businesses need to use workflow?

Although workflow originated in the manufacturing industry, it can still be widely applied to other businesses. Here are some examples of industries where process mapping can be applied:

• Financial industry: A workflow can be established to organize activities such as payment processing, ordering, and collecting purchases.
• Healthcare industry: Using workflow can help hospitals manage the steps that need to be taken during a medical examination.
• Education industry: A clear workflow can help students easily identify the requirements they need to fulfill when paying tuition or registering for courses.
• Military industry: Workflow can be applied by detailing the steps that need to be taken during a military deployment.
• E-commerce industry: For this industry, a workflow will help clearly demonstrate the process customers experience from placing an order to receiving the product.
• Application development industry: The use of workflow helps describe the process by which a product development business creates an application including ideation, detailed planning, design, programming, launching and debugging .

Thus, 1C Vietnam has shared in detail how to draw effective workflows for businesses. Workflow applications can bring many benefits to increase efficiency and reduce unnecessary steps and costs. To support businesses in implementing automated workflows, 1C Vietnam has launched 1C Digital Office software: Document Management. The solution allows businesses to make job assignment processes, application approval processes, and submissions simple, fast, and effective. Contact 1C Vietnam now for support and advice on solutions!