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Workflow Management

Experts know: Digital workflows and processes drive digital transformation

How to build and run your processes

Workflow management is the information technology support or (partial) automation of workflows, each of which relates to parts of a business process or other organizational procedures. 

Workflow management is a way of providing technological support for business process management. In this article, you will learn what workflow management is, its benefits, its strategic importance, how it will develop in the future, and how artificial intelligence (AI) can add value to workflow management.

What is workflow management?

Workflow management refers to the identification, organization and coordination of a specific set of tasks that produce a specific result. A workflow consists of individual activities that are interdependent and have a defined beginning and end. A workflow can include any number of steps and involve a combination of people, systems, or machines.

Workflow management encompasses all tasks that need to be performed during modeling, specification, simulation, and execution and control of workflows. This also includes the monitoring and analysis of workflow performance and the continuous improvement of processes.

Workflow management is often performed using specialized software that allows workflows to be created, executed, and managed. Workflow management software usually offers functions such as:

  • Visual editor for easy creation of workflows and forms
  • Automation of recurring or routine tasks
  • Integration with other systems or applications
  • Notifications and reminders for stakeholders
  • Dashboards and reports for visualizing workflow data
  • Feedback and optimization opportunities for process improvement

What are the benefits of workflow management?

Workflow management has many benefits for companies that want to optimize and automate their processes. Here are some of the key benefits and outcomes you can expect from specialized software solutions:

  • Increase productivity and efficiency by reducing manual tasks, waiting times and errors
  • Improve quality and consistency of results through standardization and control of workflows
  • Increased transparency and traceability of processes through documentation and monitoring of workflows
  • Increase flexibility and adaptability to changing requirements or conditions by simply changing or extending workflows
  • Promote collaboration and communication among stakeholders through clear roles, responsibilities, and expectations
  • Increase customer satisfaction and loyalty through faster and better delivery of products or services


Why is workflow management strategic important?

Workflow management is not only a technical solution, but also a strategic choice for companies that want to remain competitive and adapt to digital transformation. Workflow management enables companies to analyze, improve and automate their business processes to achieve their goals.

Workflow management supports the strategic direction of an organization in several ways:

  • It helps operationalize the company’s vision and mission by defining clear processes that lead to the desired results
  • It enables to promote the values and culture of the company by supporting employee participation, engagement and learning
  • It supports the company’s competitiveness and innovation by increasing the adaptability and agility of processes and opening up new business opportunities
  • It promotes customer satisfaction and loyalty of the company by improving the quality and speed of products or services and responding to individual needs of customers
  • It empowers employee satisfaction and motivates the organization by improving the work experience and employee engagement and giving them more autonomy and responsibility


Workflow management is therefore not only a technical solution, but also a strategic choice for companies that want to remain competitive and adapt to digital transformation. Workflow management enables companies to analyze, improve and automate their business processes to achieve their goals.

How will workflow management develop in the future?

Workflow management is a dynamic and innovative field that is constantly evolving to meet the demands and challenges of the modern workplace. The future of workflow management is influenced by various factors, such as:

Hybrid work is becoming the new normal

The Covid 19 pandemic has changed the way many people work, leading to an increase in home office and remote work. This requires workflows to adapt to the different needs, preferences and situations of employees. Workflow management software must therefore be flexible, scalable and secure to enable collaboration and communication across different locations and time zones.

Artificial intelligence will increase the added value of workflow management

AI is a key technology that has the potential to take workflow management to a new level. AI can help analyze, optimize and personalize workflows by recognizing patterns, making suggestions, making decisions and executing tasks. AI can also support learning and adaptation to changing conditions or goals.

Collaboration becomes more difficult and then easier

The increasing complexity and diversity of work requires greater networking and coordination between stakeholders. This can lead to challenges in coordination, information sharing and feedback. Workflow management software must therefore offer features that facilitate collaboration, such as integrated chat, video or documentation tools.

Conclusion: Why simplicity is the key to success

Workflow management is a powerful discipline and technology that can help organizations streamline and automate their processes to achieve their goals. Workflow management offers many benefits for employees and managers, such as increased productivity, quality, transparency, flexibility and customer satisfaction.

To reap these benefits, however, companies must be careful not to overcomplicate or overload their workflows. Too many steps, rules or exceptions can lead to confusion, frustration or inefficiency. Simplicity is therefore the key to success in workflow management.

Simplicity does not mean that workflows must be trivial or superficial. Rather, simplicity means that workflows must be clear, understandable, and customizable. Simple workflows are those that:

  • Take into account the needs and expectations of the stakeholders
  • Focus on the most important goals and results
  • Define the necessary steps and resources
  • Anticipate the possible obstacles and risks
  • Provide the relevant data and feedback

Simple workflows are also those that can be constantly reviewed and improved. Simplicity is not a static state, but a dynamic process. Simplicity requires a continuous effort to adapt workflows to changing conditions or goals.

Workflow management is an exciting and forward-looking discipline and technology that can help companies optimize and automate their processes. However, to get the most out of workflow management, companies should take care to make their workflows as simple as possible. Simplicity is the key to success in workflow management.

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