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 thrown around as synonyms but these are not the same. A process is a high-level recipe for accomplishing something, while a workflow is the how-to walk through. A process is the map whereas a workflow is turn-by-turn directions. Processes (what needs to happen) and workflows (how it should happen, who does what, in what order).
What is the difference between workflow and design process?
The workflow is the nuts and bolts of making things, while the design process is the business of making things new. If you think about it like building a house: the design part is when you’re thinking about what the house looks like, and the workflow is when you actually start hammering and sawing. Design processes tend to be more flexible and allow for plenty of back-and-forth, whereas workflows are typically more structured and linear.
What is the difference between a task and a workflow?
A task is only one part of the whole, but a workflow is the whole with context. Just as a single brushstroke is one task, a workflow is the entire painting. Tasks are independent actions, such as “send an email” or “approve a document.” A workflow, in contrast, is a group of interconnected activities that combine to accomplish a larger objective. It’s a little like the difference between making a sandwich (tasking) and running a whole deli (workboarding).
What is the difference between a workflow and a project?
Workflows and projects are cousins, but they are not twins. A workflow is a reusable sequence of steps that are executed repetitively, similar to a factory assembly line. A project, on the other hand, is a finite endeavor with a defined beginning and end, such as planning a wedding. Workflows involve a level of efficiency in routine operations, while projects involve delivering targeted, unique goals. You may think, work flows when in a project but, project isn’t a flow.
What is an example of a workflow?
For example, one good workflow to have is blog post publishing. It may involve brainstorming topics, drafting, editing, inserting images, seeking approval and publishing. Each step leads into the next; handoffs between team members are clear. You can do this workflow for all blog post and it is very efficient and consistent. Examples may include the processes of onboarding a new employee or processing a new customer order.
What is an example of a process flow?
For example, a process flow could be creating a new product. Examples are would be things like market research, concept development, prototyping, testing, manufacturing, and launch. All of these stages are high-level steps in the process, and each stage could have multiple workflows within it. Yes, for example, the testing stage might be workflows for the lab test, user testing, and safety. Process flows provide the bird-eye view of how things get done.
How Can Workflows and Processes in an Organization Be More Efficient?
Map out workflows and processes to find inefficiencies and eliminate unnecessary components so they are more efficient. Leverage technology to help automate any repetitive processes so that things keep rolling. Promote open communication for team members to make suggestions for improvement. Continuously revise and refine your workflows and processes based on evolving requirements. And let’s not leave our team out – train them well and equip them with the necessary tools to do the job. Efficiency isn’t just about being the fastest; it’s all about smart work, not hard work.
