What is the workflow? 6 steps to building an effective process

Workflow plays an important role in organizing and managing work scientifically. From there, businesses can improve productivity, enhance work quality and create conditions for better working coordination. In this article, let's learn with 1C Vietnam about 6 important steps to build an effective working process .

1. What is the workflow?

A workflow is a series of repetitive steps based on a certain standard for completing tasks to achieve a set goal. This process can be changed and optimized to suit new requirements and tasks. Currently, businesses often have 4 groups of workflows: Customer management process, operations management process, innovation management process and social management/regulatory agency process. water.

2. Benefits when building work processes in businesses

Workflow helps workers identify goals and steps to take to achieve the best results. An accurate and standard process will bring many benefits to businesses including:

• Improve work efficiency: Specific, clear steps will help employees complete their work more quickly and effectively.
• Ensure smoothness: Tasks are arranged in the correct order and linked together, helping to eliminate problems and conflicts; Creates continuity and stability in the working process.
• Save time and costs: Thanks to the arrangement and optimization of work steps, tasks will be performed systematically, saving costs and downtime.
• Enhance competitive positioning: Planning and implementing strict processes will ensure product/service quality, meet customer requirements and create trust.
• Minimize risks and errors: Complying with the process helps ensure accuracy, minimize errors, and create efficiency in the work being completed.

3. Steps to build a working process for the company

Establishing a professional workflow is an important factor to increase productivity and efficiency of work. To do this, businesses should take the following steps:

3.1 Step 1: Determine job needs

First, determine the needs and purposes of the work including updating the system, applying new standards, and restructuring the business. Next, determine the purpose and scope to clearly define implementation steps, control methods, time and frequency of work. Finally, localize the object that needs to carry out the process, be it an individual, a department or a specific field.

3.2 Step 2: Determine the number of steps of the workflow

Workflows do not have a "standard" number of steps, depending on the nature of the work. A common formula for analyzing the number of steps in a process is 5W-1H-5M.

5W-1H includes:

• What (what is?): Determine the content of the job.
• Why?: Determine goals and job requirements.
• When (when?): Determine the execution time and start/end time.
• Where (where?): Determine the location/place of execution.
• Who (who?): Identify implementation, support, and supervision personnel.
• How (how?): Determine the method of performing the work.

5M represents:

• Man (human resources): Assess qualifications, skills, and experience of personnel.
• Money: Determine budget and allocate finances.
• Material: Specify standards and material supply sources.
• Machine (machinery/technology): Determine applicable standards and technology.
• Method (working method): Specifies the method of performing work.

3.3 Step 3: Identify control and inspection methods

The theoretical model does not guarantee efficient operation of the workflow . Therefore, when building a workflow system, management needs to apply testing and control methods to ensure optimal performance and improvement.

Control factors include:

• Unit of work measurement.
• Measurement tools/instruments/methods.
• Number and importance of control points.

Test elements include:

• Test execution step.
• Frequency check.
• Person performing the test.
• Important points need to be checked.

3.4 Step 4: Determine points that need to be tested

The testing process has the purpose of determining whether the work is being performed according to the set standards or not? The Pre-test phase is important in the testing method, including testing and trial production. Testing takes place during implementation to measure the feasibility of the process.

The testing checklist includes contents such as: Steps, instructions, control points, inspectors, equipment used, frequency and records.

3.5 Step 5: Describe the steps of the job

Businesses need to provide specific descriptions of each step so employees can perform work accurately and effectively, such as:

• Describe in detail the steps in the workflow.
• How to perform the work steps?
• In case the explanation of how to implement is too complicated and long, businesses need to have a separate document to guide implementation.

3.6 Step 6: Complete the definition, reference documents, and attached forms

During the build process, managing workflows , defining terms, and using support forms are extremely important. This helps ensure clarity and efficiency in carrying out the business's work.

• Definitions: This section explains the meaning of terms used in the process, providing explanations for acronyms and technical terms that may cause confusion.
• Attached forms: This is a list of forms or forms related to the process, including codes, names, and a brief description of the intended use of each form.

4. Secrets to building effective work processes

Today, businesses can take advantage of supporting software to build and manage workflows more effectively. The software is equipped with many features to help improve work management efficiency, save time and reduce work service costs. At the same time, using supporting software also helps increase transparency, the ability to monitor and evaluate work processes , thereby improving performance and work quality in the enterprise.

Thus, workflow plays an important role in ensuring tasks are carried out scientifically, avoiding overlap and ineffectiveness. With the development of technology platforms, businesses can choose to deploy software that supports management, tracking and automation of reputable work processes such as 1C: Document Management Digital Office solution. Contact 1C Vietnam now for support in deploying and applying software in business activities!