If you’re familiar process management, you probably know that there’s a lot of buzzwords being thrown around. To make things worse, none of the buzzwords have a real, well-defined definition, so the whole thing can be really confused. The “workflow” or “process” are two of the most common used in the field. Despite this, depending on who you ask, you’ll be told that the two terms are either:
- Exactly the same thing
- Have only minor differences
- Are two completely different things
If you want to finally figure out what’s the difference between the two, we’re here to help!
Workflow VS Process – So What’s the Difference?
Before we dive into what the differences are and why are the two terms confused between each other, let’s start off with the definitions.
A workflow is a series of repeatable activities that you need to carry out to finish a task.
A process, on the other hand, is a set of repeatable activities that need to be carried out to accomplish some sort of organizational goal.
Even from the definitions, we can see that might be the source of confusion here. Both terms do really sound the same, with end-goal being a major difference:
- A workflow implies finishing a certain task
- A process involves accomplishing an organizational goal
A task can be pretty much anything. So for example, having an important document signed by all the members of the management team.
An organizational goal is a bit more specific – it’s more macro level. Think, onboarding a new client, delivering superior customer experience, etc.
Considering this, it shouldn’t be too surprising that the terms are used interchangeably. In a lot of cases, a process will be exactly the same as a workflow.
Let’s take new employee onboarding as an example.
Since hiring new employees is an essential part of company growth, it can be seen as an organizational goal. Technically, it’s also a task – the HR has to go through several steps to get to get it done.
Meaning, new employee onboarding can be seen as both a process and a workflow.
Sometimes, though, you’ll have workflows that don’t have anything to do with organizational goals. These aren’t considered to be processes. For example, document management – your organization has to have a certain document signed by members of the management. This document, however, is purely bureaucratical and doesn’t have a lot of significance.
This would be a workflow – the document has to go through manager 1, 2, 3, and so on until the task is completed.
Source of Confusion & Other Definitions
While the differences we outlined are pretty conclusive, it doesn’t do much to avoid the confusion between the terms. The “organizational goals” aspect of processes can be interpreted in a lot of different ways. Hence, you’ll be seeing a lot of people use workflows and processes interchangeably.
This, however, isn’t necessarily a bad thing. While there’s a clear theoretical difference between the two terms, they’re used exactly the same way in practice. It really doesn’t matter whether you say “let’s optimize that process” or “let’s improve that workflow.”
What might confuse you a bit more is the fact that you’ll find people who offer definitions of the two terms that are completely different from what we discussed. Some refer to workflows as “the automated process.” Others believe that a process is a top-down, high-level map of to-dos, while a workflow is the exact tasks an employee has to complete.
Since there’s no clear, set-in-stone definition for either “workflow” or “process,” though, this shouldn’t be too surprising.
So, when talking about processes or workflows with your colleagues, it never hurts to double-check if you’re on the same page!
Now that you know how workflows and business processes differ, you might be interesting to know what’s the difference between business process management (BPM) and workflow management – another source of confusion in the process management world</div
Related Questions
What is the difference between workflows and processes?
Workflows and processes are often confused, but they’re not the same thing. A process is like a big-picture recipe for getting something done, while a workflow is the step-by-step guide for how to do it. Think of a process as the map, and a workflow as the turn-by-turn directions. Processes focus on what needs to happen, while workflows zero in on how it should happen, who does each step, and in what order.
What is the difference between workflow and design process?
A workflow is about the nitty-gritty of getting tasks done, while a design process is all about creating something new. Imagine you’re building a house: the design process is when you’re dreaming up what the house will look like, while the workflow is the actual hammering and sawing. Design processes are more flexible and can involve lots of back-and-forth, while workflows are usually more structured and linear.
What is the difference between a task and a workflow?
A task is just one piece of the puzzle, but a workflow is the whole picture. Think of a task as a single brushstroke, and a workflow as the entire painting. Tasks are standalone activities, like “send an email” or “approve a document.” A workflow, on the other hand, is a series of connected tasks that work together to achieve a bigger goal. It’s like the difference between making a sandwich (task) and running a whole deli (workflow).
What is the difference between a workflow and a project?
Workflows and projects are cousins, but they’re not twins. A workflow is a repeatable set of steps that you use over and over, like a factory assembly line. A project, however, is a one-time effort with a clear start and end, like planning a wedding. Workflows are about efficiency in day-to-day operations, while projects are about achieving specific, unique goals. You might use workflows within a project, but a project isn’t a workflow itself.
What is an example of a workflow?
A great example of a workflow is the process of publishing a blog post. It might start with brainstorming ideas, then move to writing a draft, editing, adding images, getting approval, and finally publishing. Each step flows into the next, with clear handoffs between team members. This workflow can be used for every blog post, making it efficient and consistent. Other examples might include onboarding a new employee or processing a customer order.
What is an example of a process flow?
A process flow could be something like developing a new product. It might include stages like market research, concept development, prototyping, testing, manufacturing, and launch. Each of these stages is a big-picture step in the overall process, and within each stage, there might be several workflows. For instance, the testing stage could involve workflows for lab testing, user testing, and safety compliance checks. Process flows give you the bird’s-eye view of how things get done.
How Can Workflows and Processes in an Organization Be More Efficient?
To make workflows and processes more efficient, start by mapping them out and looking for bottlenecks or unnecessary steps. Use technology to automate repetitive tasks and keep things moving. Encourage open communication so team members can suggest improvements. Regularly review and update your workflows and processes to keep up with changing needs. And don’t forget about your team – train them well and give them the tools they need to succeed. Remember, efficiency isn’t just about speed; it’s about working smarter, not harder.
