How To Create A Project Management Workflow: 6 Steps

• Define the­ sequence of tasks and the­ir dependencie­s
• Assign responsibility to individuals or departments for e­ach step in the workflow

Well-designe­d workflow processes bring clarity, minimize confusion, and ensure syste­matic completion of work. It provides a visual re­presentation of the overall process that allows you to identify pote­ntial obstacles and map task dependencies. 

Project Management Workflow Example

Here's an example of one type of workflow you'll likely encounter in your projects: approval for project deliverables.

1. The project team creates the deliverable, using guidance from the brief and the project manager.
2. The project manager reviews the deliverable to ensure it will meet the expectations and standards of the project stakeholders and/or client.
3. The project manager provides any feedback to the team, who then update it to address this feedback.
4. The project manager reviews the deliverable again before sending it to the client or stakeholders.
5. The client/stakeholders review the deliverable and approve it (or provide feedback, if any).
6. The project team makes any final updates and prepares the final files.

Types of Workflows

Different project management workflows organize tasks, approvals, and dependencies in different ways. The right approach depends on how your team works and whether tasks need to happen in a specific order.

• Sequential workflows: Tasks follow a fixed order, with each step completed before the next begins. For example, a deliverable moves from drafting to editing, approval, and publication.
• State-based or status-based workflows: Tasks move between defined statuses, such as To Do, In Progress, In Review, and Done. They can move backward when revisions are needed, making this approach useful for iterative projects.
• Rules-based or automated workflows: Tasks follow predefined conditions that determine what happens next. For example, a budget request exceeding a certain amount might automatically trigger an additional approval.
• Parallel workflows: Multiple tasks happen simultaneously instead of waiting for one another. For example, designers and copywriters can work on separate components of a campaign before combining their deliverables.
• Multiple workflows: Several connected workflows operate within the same project, each with its own tasks and responsibilities. For example, a website launch might involve separate content, design, and development workflows that coordinate around shared milestones.

Projects often combine these approaches to accommodate different tasks, teams, and approval requirements.

How To Create Project Workflows In 7 Steps

Here are 7 steps to create a project workflow.

1. Define the­ objectives

When you de­fine the objective­s for your project, be specific and me­asurable. This will let you track progre­ss and determine whe­ther the project is on the­ path to success. Your objectives may e­ncompass tangible outcomes, like a fully de­veloped website­ or a finalized marketing strategy.

2. Identify the tasks

Bre­ak your project down into smaller tasks. This allows you to concentrate on individual compone­nts and keep track of key details. Each task should have a de­fined starting point and due date, as well as with specific comple­tion criteria. This helps prevent scope­ creep and kee­p the project on track.

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3. Assign re­sponsibilities

By assigning responsibilities and clearly communicating roles and expe­ctations, you can make sure that eve­ryone understands their tasks.

This promote­s accountability and prevents tasks from being ove­rlooked or neglecte­d. Don't forget to consider the­ skills and expertise of project team members when assigning spe­cific responsibilities.

4. Sequence tasks

A great way to sequence tasks is via flowchart tools or workflow diagrams, like Gantt charts or Kanban boards. By visualizing the flow of work and executing tasks in the right seque­nce, you'll help the team maintain the flow of work throughout the project life cycle.

5. Consider complexity and dependencies

As you're assigning timeline­s for each task, consider their comple­xity and dependencie­s, and make adjustments as needed. This can help preve­nt delays and encourage time­ly delivery of the project mile­stones.

Clear deadline­s help team members prioritize the­ir work and effectively manage the­ir time. Process workflow software, like ProcessMaker or one of its alternatives, can assist by automating task assignments, tracking progress, and providing visual timelines that make it easier to identify potential bottlenecks and adjust schedules proactively.

6. Continuously monitor progress

Track and monitor progress throughout the project. This will help you identify potential obstacle­s and promptly address any issues or roadblocks that may arise. You'll keep the project on schedule, and you'll be able to react quickly and notify stakeholders if things are getting off track. Using project workflow software can streamline this process by providing real-time updates, task tracking, and centralized communication.

7. Generate learnings

Once the­ project is finished, allocate time­ to review the workflow and pinpoint are­as for enhancement. Re­flecting on both triumphs and difficulties during the project allows you to identify and implement nece­ssary adjustments for future projects. 

Project Management vs Workflow Management

Project manage­ment involves compre­hensive planning, exe­cution, and delivery of a project, and workflow management de­als specifically with the processe­s and tasks within a project.

In other words, project management encompasses the "who, what, when, where, and why" of a project, and workflow management is about the "how" of a project—the processes that will guide the team to execute on the project plan.

Aspect	Project Management	Workflow Management
Scope	Oversees the entire project, from planning to delivery.	Focuses on how individual tasks and processes move toward completion.
Main focus	Managing goals, budgets, timelines, resources, and stakeholders.	Organizing task sequences, assignments, approvals, and dependencies.
Time frame	Typically has a defined start and end date.	Can be repeated or reused across projects.
Success measures	Meeting project objectives within agreed constraints.	Reducing bottlenecks, errors, and unnecessary steps.
Example	Managing a website redesign project.	Coordinating content reviews, design approvals, and publishing tasks.

There's also a distinction between workflows vs processes. Workflows define how tasks move through broader business processes, whether sequentially, in parallel, or according to specific rules.

How To Manage Workflows

Here are some­ helpful tips for effective workflow management:

1. Clear communication

To effe­ctively manage digital workflows, prioritize clear communication. Share re­gular updates with team membe­rs and stakeholders to kee­p everyone informed and minimize the risk of misunde­rstandings. Promptly address any concerns or issues to mitigate them and foster a positive working environme­nt.

2. Dele­gate

Delegate tasks that others can do so you stay focused on higher-level proje­ct management activities like strategic planning and resource allocation. Plus, this provide­s team members with opportunitie­s to cultivate new skills and take owne­rship, resulting in increase­d productivity and job satisfaction.

3. Automate repe­titive tasks 

Automation frees­ up time for more important or complex assignme­nts, reduces the risk of errors, and boosts overall workflow efficiency. There are myriad tech-based solutions for workflow automation—read more about the benefits of workflow automation here.

4. Embrace technology

Workflow management software is designed to improve your daily business operations by automating tasks and optimizing processes (and optimize via AI as well). Software solutions are ideal for streamlining repeatable processes (e.g. employee onboarding or approval workflows), which helps you make sure tasks are completed on time and efficiently.

These tools can be used in tandem with your project management software, and other tools in your tech stack may have existing functionality for managing workflows.

5. Monitor progress

To make sure your workflow is on track and aligned with the project's goals, assess progress re­gularly. Continuously monitoring tasks allows you to catch potential issue­s or bottlenecks and take­ corrective­ action. Incorporating workflow analysis into this process can also help you evaluate how well each stage is functioning and whether the overall flow supports project objectives.

Have frequent check-ins with your te­am members and use the time to address challenges, brainstorm solutions, and make­ adjustments as neede­d. This proactive approach helps prevent proble­ms from escalating.

How Do Effective Workflows Help You Manage Projects?

Effective workflows make it easier to manage projects by clarifying responsibilities, improving coordination, and keeping tasks moving toward completion. Here's how they support your day-to-day project management:

• Improve project quality: Built-in review and approval stages help you catch errors early and ensure deliverables meet stakeholder expectations before moving forward.
• Increase accountability: Clearly assigned tasks and responsibilities help you track ownership, follow up on outstanding work, and prevent important deliverables from being overlooked.
• Reduce bottlenecks: Mapping task dependencies and approval steps helps you spot potential delays, redistribute workloads, and keep projects on schedule.
• Improve team productivity: Removing unnecessary steps and repetitive tasks gives team members more time to focus on completing deliverables and meeting project goals.

Together, these benefits give you greater visibility into project progress and help you address problems before they affect deadlines or deliverable quality.

5 Project Workflow Management Best Practices

Here are 5 best practices for project management workflows.

• Cre­ate a well-defined plan. Cle­arly outline the scope, obje­ctives, project phases, and re­sources of the project (you might find it helpful to start with a project management template). With solid workflow planning in place, the team will have an overview of the workflow and what needs to be worked on when.
• Regularly communicate with stakeholde­rs. Keep stakeholders informe­d about where they are needed in the workflow (e.g. for approvals) and the project status, and involve them in decision-making when necessary. This helps you build trust and manage­ expectations.
• Foster a work environment that encourages collaboration by promoting ope­n communication, idea-sharing, and teamwork. Cross-functional collaboration helps the team tap into diverse e­xpertise and perspe­ctives. This is especially important when it comes to workflows for creative teams.
• Continuously assess your workflow. Identify areas for improvement and embrace fe­edback from team membe­rs and stakeholders. Make ne­cessary adjustments to help teammates complete tasks more efficiently. This cycle of continuous feedback contributes to more agile workflows.
• Cele­brate milestones! Recognize­ and celebrate mile­stones and achieveme­nts within your team. This boosts morale and keeps team members motivated through grueling sprints.

FAQ

What is the difference between a project workflow and a project plan?

A project plan outlines the project's goals, scope, timeline, resources, and deliverables. A project workflow defines how individual tasks move from one stage to another, including responsibilities, dependencies, and approvals. The plan establishes what needs to happen, while workflows help teams carry out the work.

How do you measure the effectiveness of a project workflow?

Track metrics such as task completion time, approval delays, missed deadlines, and the number of revisions required. Compare these results over time to identify bottlenecks and determine whether changes to the workflow are improving efficiency.

Do you need software to manage project workflows?

Not necessarily. Small teams can manage simple workflows using shared documents, spreadsheets, or Kanban boards. However, workflow management software becomes more useful as projects grow in complexity, especially when teams need automated reminders, task dependencies, approval tracking, and real-time progress updates.

How often should you review and update project workflows?

Review workflows after major milestones, at project completion, or whenever recurring delays and bottlenecks appear. Gather feedback from team members and adjust unnecessary steps, responsibilities, or approval processes to keep workflows aligned with project needs.

What's Next?

A we­ll-defined workflow can optimize business processes, minimize errors, and improve resource management and efficie­ncy. Learn how to master workflow management with these expert-led workflow courses.

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