Workflows vs. Processes: Simplified for Everyday Understanding

Let’s talk about two key concepts in the operations world: processes and workflows. These terms might sound technical, but they’re actually quite straightforward once broken down. Understanding these concepts is vital, especially if you’re planning to set up systems that help businesses run smoothly.

What is a Process? Think Big Picture

In a business setting, a process is a collection of steps or activities that together lead to a desired outcome. For example, think of a bakery. Their completion process is everything from getting an order to delivering a cake. It includes big stages like order taking, baking, decorating, and delivery. The process is more about understanding what needs to be done and why. It’s the “what” and the “why” in your business story.

What is a Workflow? The Nitty-Gritty Details

Now, let’s talk about workflows. If the process is the story, then workflows are the individual chapters. They are the specific tasks and steps that need to happen to move the story along. Workflows are all about the “how” – how each part of the process gets done.

Continuing with our bakery example, one workflow might be the cake decorating process. This workflow would detail every step, like preparing icing, choosing the right tools, applying decorations, and so on. Workflows are more focused and detailed, showing exactly what needs to happen, in what order, and who is responsible for each step.

Why Both are Important in Tech/CRM Setups

Now, let’s extend this to tech and using software in our business. We have to understand what our processes are first, what we want to achieve, so we can drill down into the workflows. Software helps execute the process through workflows, making the process goals a reality.

For instance, if a client wants to improve customer follow-ups, you’ll want to create a workflow in your CRM software that might include steps like sending an automated thank-you email, scheduling a follow-up call, and logging customer feedback.

Creating Processes and Workflows Together

Many businesses might not have clear processes or workflows. That’s where our expertise comes in. We help identify your main goals (processes) and then develop the detailed steps (workflows) to achieve these goals using CRM tools. This approach ensures that the technology we set up for you isn’t just fancy software – it’s a system that genuinely helps you streamline your operations, save time, and improve efficiency.