What is an information workflow in simple terms?

Information workflows can come in many different forms. But in the simplest terms possible, an information workflow is defined as the series of steps throughout a particular process.

This definition applies to virtually any example of information workflow. Typically, an organisation would use a workflow in order to streamline the process in question, which is particularly handy if that process involves multiple people or teams.

But what kind of data is captured by information workflows, and how can they benefit your organisation? In today’s blog, we’ll be covering all of the basics.

The basics

There are three types of workflows. These include the process workflow, the case workflow, and the project workflow. The type will differ depending on the process in question.

• A process workflow would be utilised when the steps of the process are repetitive, and usually follow the same pattern. Content approval platforms are a good example of this, allowing organisations to take pieces of content through the approval process without the need for heaps of email chains.
• With a case workflow, you won’t know how many steps will be required before the process has begun. Unlike a process workflow, the steps will be less predictable.
• A project workflow is similar to a process workflow, but there will be more flexibility when it comes to the specifics, and order, of each step.

Why do I need information workflows?

All manual processes come with the risk of human error or inaccuracies. And even the smallest slipup can go on to have a detrimental effect on your organisation, from reputational damage to loss of revenue.

That’s the main reason information workflows are adopted by so many companies: to reduce the risk of error, and make processes more consistent, efficient, and scalable.

Data capture

If you’re using a suitable workflow for a specific process, data capture can be incredibly efficient. This is especially true if the workflow allows for automation; data can be captured and processed with minimal manual effort. That data will be confined to one central location, rather than in silos. Decision making- especially when it comes to course correction- is far easier when all relevant data can be found in the same place.
Another element of automation is quality control. Workflows allow for the inclusion of validation rules. If at any point throughout the process the data captured fails to meet certain criteria, this will be flagged to the user. It’s simply one more protection against human error.

Workflows tend to include detailed audit trails, so you’ll be able to see exactly what data has been entered, when it was entered, and who it was entered by. They’re also designed with security in mind; robust measures are in place to protect sensitive data.

The advantages of workflows

Workflows can have a lasting impact on a company’s operational efficiency, but that’s far from the only benefit. If an organisation has multiple departments working on one process, as well as multiple people within those departments, a workflow can drastically improve coordination between each party.

Many workflow platforms will also have mobile applications, allowing you to share and access data on the go. This further reduces any gaps in communication between teams.

For larger, more long term projects, workflows can provide real-time visibility of the progress being made. This will make it far more obvious if specific tasks seem stagnant, or require more resources.

Conclusion: what is an information workflow in simple terms?

Workflows are integral to the operational efficiency of any organisation. Every company has specific processes, and with the right workflow platform, those processes can be streamlined and optimised.

We help organisations reduce the time and cost of producing correspondence via information workflow apps, speech recognition software, and digital dictation hardware & software. If you think we could help your business, book a consultation today.