Organizations continually seek ways to optimize their operations, reduce costs, and create greater value. Finding ways to automate both digital and traditional workflows can provide the value that businesses are looking for. Businesses now need to evolve their digital workflows from simple, manual task sequences to intelligent, automated digital systems, which represents one of the most significant transformations in business operations. This evolution is not merely about adopting new technology; it is about fundamentally rethinking the structure, execution, and management of work itself.

What is a workflow?

A workflow is a system that enables teams to manage repetitive tasks sequentially to achieve a specific business outcome. Workflow management converts manual tasks into automated ones based on a predefined set of rules. Workflow permissions ensure that only necessary stakeholders can modify workflows. A workflow functions as a detailed roadmap, defining how work moves from its point of initiation to its completion. It prescribes a specific order for tasks, with designated individuals or systems responsible for executing them according to established guidelines and business rules. This structured approach is what transforms potentially chaotic, ad-hoc activities into predictable, manageable, and consistent systems.

What is a digital workflow?

A digital workflow automates a process that an organization uses to complete tasks. It may involve processing tasks such as payments, sales orders, customer service claims, new hire paperwork, vacation requests, or incident reports. A digital workflow can help manage tasks such as supply chains and marketing campaigns. A manual workflow, on the other hand, is a business process that relies on team members to move tasks from one stage to the next.

How to implement digital workflow automation.

Businesses can reduce the time they spend on repetitive tasks by automating manual workflows. Automating workflows can also reduce user-generated errors and administrative overhead costs. Digital workflows often involve moving away from paper and manual processes. Paper files can be challenging to secure and may get lost, while manual processes can waste the time and talents of your team.

In addition to being easier to track and monitor, a digital workflow can generate valuable data. You can identify inefficiencies in your process and analyze other types of data that you collect and make available through digital channels. Digital workflows also hold all team members accountable for their tasks because all stakeholders can easily confirm their completion.

1. Digital workflow mapping and analysis.

The foundation of any successful digital transformation is a deep and honest understanding of the current state. Before you can design the future, you must thoroughly analyze the present.

• Conduct a comprehensive workflow audit: The journey begins with observation and evaluation. A workflow audit is a systematic review of your existing manual processes to determine what can — and, more importantly, what should — be digitized. This audit is not just about listing tasks; it's about understanding the time, cost, and human resources currently consumed by these manual processes. The insights gained will highlight the areas with the most significant potential for improvement and will form the basis of your business case for automation.
• Identify crucial workflows: Not all processes are created equal when it comes to automation. The best candidates to target first typically share a standard set of characteristics. Tasks that are easy to repeat and follow clear rules, like filling out forms, sending invoices, or updating status, are great for automation. They save time and reduce errors. And jobs that need creative thinking or careful decisions like reviewing content or planning campaigns work better with human input, supported by digital tools. Choosing the right tasks helps teams move faster and get better results.
• Utilize workflow mapping and analysis techniques: To understand a process truly, you must visualize it. Creating a visual map is a crucial step that enables all stakeholders to gain a clear understanding of the sequence of tasks, their dependencies, the flow of information, and the overall workflow structure. This visualization is the most effective way to identify hidden bottlenecks, redundant steps, and opportunities for streamlining. Several proven techniques — such as flow charts, business process mapping, and value stream mapping — can be valuable depending on a business's goals.
• Gather information from the experts: The most valuable source of information about how a process works is the people who use it. It is essential to involve these subject matter experts in the analysis phase. They can provide unparalleled insights into the actual, on-the-ground steps, informal workarounds, common pain points, and where the actual bottlenecks lie.

2. Design digital workflows.

With a clear understanding of your current processes, the next step is to design the new, optimized, and digitized future state. This is where you translate your analysis into a strategic plan of action.

• Set clear objectives and key performance indicators (KPIs): Before designing the new workflow, define what success will look like. Your goals must be specific, measurable, achievable, relevant, and time-bound (SMART). These objectives should be directly aligned with the organization's broader business priorities. The KPIs you set, such as "average processing time" or "data entry error rate," will be the metrics you use to measure the success of your new workflow and demonstrate its ROI.

• Design the new workflow map: Using the same visualization techniques employed in the analysis phase, create a detailed map of the new, digitized process, from start to finish. This "to-be" map is your blueprint for implementation and should document several critical elements:

  • Every action, task, and decision point of the new sequence.
  • A clear distinction between the steps that will be automated and those that will remain human-led tasks.
  • Assigned roles and responsibilities for every step of the process.
  • Expected outcomes of the new workflow and how they will achieve the KPIs you have defined.

• Prioritize your automation initiatives: A phased rollout of digital workflow automation is typically recommended. Prioritize your workflow changes based on a combination of factors — which changes align most closely with strategic business goals, which address the most urgent and painful operational problems, and which are likely to deliver the highest and fastest return on investment. Starting with a high-impact, relatively low-complexity workflow can be a great way to build momentum and secure buy-in for future automation projects.

3. Choose digital workflow software.

Enterprises must prioritize platforms that offer advanced security and compliance features, comprehensive governance controls, and a proven ability to integrate seamlessly with a complex ecosystem of existing legacy and modern systems. The software must be highly scalable to handle large transaction volumes and support complex, cross-departmental workflows that span the entire organization.

A digital workflow cannot function effectively with information locked away in physical filing cabinets. An essential part of the implementation process is to identify all critical paper-based documents and archives and convert these to digital files.

4. Rolling out digital workflows.

With a plan in place and technology selected, the final phase is execution. This stage is as much about managing people as it is about deploying software. A successful rollout depends on rigorous testing, effective training, and masterful change management.

• Test: Before deploying a new workflow across the entire organization, it is imperative to conduct a pilot test in a controlled environment. Select a small representative team or department to use the new workflow for a limited period. This phase is your opportunity to identify and fix any bugs, clunky steps, or unforeseen roadblocks before they can impact the broader business. Testing is especially critical for any new customer-facing workflows, as errors in these processes can directly damage customer relationships.
• Train your team for competence and confidence: A powerful new tool is useless if your team does not know how to use it effectively. Provide comprehensive training tailored to the various roles and responsibilities within the new workflow. The workflow maps and standard operating procedures (SOPs) you created during the design phase are excellent training aids, helping employees visualize and understand the new processes.
• Monitor, measure, and optimize continuously: Implementing a new workflow is the beginning of a continuous improvement cycle. Once the new workflow is live, you must continuously monitor its performance against the KPIs you established in the design phase. Actively gather feedback from users to understand their experience and identify any remaining pain points. Use this data and feedback to make iterative improvements, fine-tuning the workflow over time to achieve maximum productivity and efficiency.

Create digital workflows with Workfront.

Workfront enables teams to make digital workflows more efficient with the following features:

• Task automation
• Online proofing
• Responsive planning
• Automated system integrations

Workfront can help teams automate manual tasks by empowering project teams to build reusable project templates. Watch the overview video to find out how Workfront can help you implement digital workflows.

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