How to Create a Workflow Template

In the previous article, we’ve discussed 6 steps to create an efficient automation workflow. Yet before having a workflow run across your store, you need to visualize the workflow you want to automate in the form of a diagram. This is called the workflow template

A workflow template lists the involved steps on the lines. Each step consists of an event, triggered by event conditions or a delay and a response. 

Why do you need a workflow template?

There are 2 reasons why this is essential to your work:

  • Your team should all agree on what will be handled by automation and what manually. You should use standardized symbols and terminologies so that your staff can understand it coherently. Ask them to give feedback on the original version to optimize the process
  • It prevents you from getting confused while designing the workflow in your automation app. This is because the template makes clear which step takes place before others and what the expected result should be.  

An example of a workflow template would be:

an example of a workflow template

How to create a workflow template?

1. Identify the starting and endpoint

Whatever happens within the process, make sure you know what is the kick-off stage and what your expected outcome is. 

2. Gather information 

Speak to your people at different departments to ensure your workflow is as accurate as possible. Outline what activities are involved in each step, signify who is in charge as well as the potential bottlenecks and improvements coming along with it.

3. Remove all inefficiencies

Categorize your information into ‘must-have’, ‘nice-to-have’, and ‘not necessary’. Then, reflect back to your goal and decide if this specific task is meaningful for achieving the outcome. If not, consider optimizing, or just simply removing it.

4. Test the results

Something can always go out of control. After having your template, build a workflow accordingly and run it. Keep an eye on the activation and be ready to fix any error that arose along the way. 

Create your own workflow template 

In fact, it doesn’t take too much time to create a workflow. You don’t need a professional tool, either. Microsoft PowerPoint or Google Slides would be good enough as well as the visual is clear. 

You can also find a template that can be immediately applied to any automation platform in our library. Once you’ve activated your workflow, review your process monthly or yearly to improve as you go. 

 


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