Workflow Sample Template

Laura Parker
Jul 2024

Efficiency is key! One of the most effective ways to streamline your operations is through the use of workflow templates. These templates act as a blueprint for your business processes, ensuring that every task is executed consistently and accurately. By implementing workflow templates, businesses can reduce errors, improve communication, and save valuable time.

Workflow software plays a crucial role in creating and managing these templates. It allows users to document their processes as flowcharts and execute them as workflows, with tasks properly assigned to each person involved. With workflow software, deviations from the process can be captured, enabling businesses to identify areas for improvement.

Whether you are a small business owner or a manager in a larger organization, understanding how to create and use workflow templates can significantly enhance your operational efficiency. This article will guide you through everything you need to know about workflow templates, from basic definitions to practical steps for creating your own. We will also explore how tools like Microsoft Word and Excel offer built-in templates to simplify the process.

By the end of this guide, you will have a comprehensive understanding of workflow templates and how to leverage workflow software to optimize your business processes.

Workflow Sample Template

What is a workflow template

A workflow template is a pre-defined sequence of steps or tasks designed to achieve a specific goal or complete a particular process. These templates serve as a standardized guide that outlines each step in a process, ensuring consistency and efficiency. By using a workflow template, businesses can ensure that every team member follows the same procedure, reducing the risk of errors and improving overall productivity.

Workflow templates are essential for various business operations, from simple tasks like onboarding new employees to complex processes like product development. They help in documenting best practices and ensuring that these practices are followed every time the process is executed. A well-designed workflow template can save time by eliminating the need to create new workflows from scratch for recurring tasks.

The benefits of using workflow templates include increased efficiency, reduced errors, and improved communication among team members. With a clear and structured workflow, everyone knows their responsibilities and deadlines, leading to smoother and more predictable operations. Additionally, workflow templates can be customized and adapted to fit the unique needs of any business, making them a versatile tool for process management.

Workflow software, like beSlick, enhances the functionality of these templates by allowing businesses to document processes as flowcharts and execute them as workflows. beSlick’s platform also includes a comprehensive template library where you can find a workflow sample template tailored to various business needs. This library provides ready-to-use templates that can be customized to fit specific processes, making it easier for businesses to get started with workflow management.

By leveraging tools like beSlick and its template library, creating and managing workflow templates becomes a seamless part of business operations, providing valuable insights into how processes can be improved and optimized.

How to create workflow

Creating a workflow involves several essential steps that ensure the process is efficient, effective, and tailored to your business needs. Here’s a step-by-step guide on how to create a workflow, with a focus on using a workflow sample template and leveraging beSlick’s platform.

  • Map Out the Process Flow: Start by visually mapping out the entire process from start to finish. This helps in understanding the overall flow and identifying potential bottlenecks.
  • Define Objectives: Clearly define the objectives of the workflow. What are you trying to achieve with this process? Setting clear goals will guide the design of your workflow.
  • Gather Required Information: Collect all necessary information and resources needed for each step in the process. This ensures that you have everything in place to complete the workflow without interruptions.
  • Select the Right Tools: Choose the appropriate tools and platforms, such as beSlick, that offer customizable workflow sample templates. These tools can significantly simplify the process of creating and managing workflows.
  • Develop Workflow Steps: Outline each step of the workflow in detail. Specify what needs to be done, who is responsible, and any dependencies between tasks.
  • Incorporate Feedback: Involve key stakeholders in the development process. Gather their input and feedback to ensure the workflow meets the needs of all involved parties.
  • Test the Workflow: Before full implementation, test the workflow with a small group to identify any issues or areas for improvement. This helps in fine-tuning the process.
  • Implement and Train: Roll out the workflow to the entire team and provide training to ensure everyone understands their roles and responsibilities. Use beSlick’s platform to facilitate this process and track progress.
  • Monitor Performance: Continuously monitor the workflow’s performance. Use metrics and KPIs to measure its effectiveness and identify areas for improvement.
  • Iterate and Improve: Based on the monitoring data and feedback, make necessary adjustments to the workflow. Regular updates and improvements ensure that the process remains efficient and effective.

By following these steps and utilizing a workflow sample template from beSlick, you can create a workflow that enhances your business operations. The structured approach ensures that all tasks are clearly defined, responsibilities are assigned, and processes are continuously improved based on real-time feedback.

Workflow Sample Template

How to build a simple workflow

Building a simple workflow involves a series of steps that can help streamline your business processes. By following these steps, you can develop a workflow that is easy to understand and implement. Here’s how to build a simple workflow..

  • Identify the Process: Start by identifying the specific process you want to document. This could be anything from employee onboarding to invoice processing. Understanding the scope and objectives of the process is crucial.
  • Choose a Template: Utilize a workflow sample template free from platforms like beSlick. These templates provide a structured format that you can customize according to your needs. beSlick offers a variety of free templates that can be adapted to different business processes.
  • List the Steps: Break down the process into individual steps. Write down each task that needs to be completed, in the order it should be done. Be as detailed as possible to avoid any ambiguity.
  • Assign Responsibilities: Determine who will be responsible for each step in the workflow. Assigning clear responsibilities ensures accountability and helps in tracking the progress of the workflow.
  • Set Deadlines: Establish realistic deadlines for each task. This helps keep the workflow on track and ensures that tasks are completed in a timely manner.
  • Customize the Template: Adapt the chosen template to fit your specific process. Add, remove, or modify steps as necessary to ensure the template aligns with your workflow requirements.
  • Implement the Workflow: Once the template is customized, implement the workflow within your organization. Use workflow software to document and execute the process, ensuring that tasks are assigned and tracked effectively.
  • Monitor and Improve: After implementing the workflow, monitor its performance. Collect feedback from team members and make adjustments as needed to improve efficiency and effectiveness.

By following these steps and utilizing a workflow sample template from reliable sources, you can build a simple yet effective workflow that enhances your business operations.

Does Microsoft have workflow templates

Microsoft offers a range of tools that can help businesses streamline their processes. One of the most useful features for creating workflows is available in Microsoft Word.

Microsoft Workflow Template in Word: Microsoft Word provides various tools that can be adapted for workflow purposes. One of the most powerful features is SmartArt, which allows users to create detailed workflow diagrams. To access these templates, navigate to Insert > Illustrations > SmartArt. A pop-up window will open, and in the SmartArt window, select “Process” to see the various flowchart options. Select the diagram you want and click “OK” to place it into the document. Using a workflow sample template in Word with SmartArt helps standardize processes across the organization, ensuring consistency and reducing errors.

By leveraging workflow tools, businesses can create and manage their workflows effectively. These tools are valuable for standardizing processes, improving communication, and ensuring that tasks are completed efficiently.

Does Excel have a workflow template

Excel does not offer specific workflow templates, but it can still be a powerful tool for creating and managing workflows. By utilizing Excel’s versatile features, you can develop detailed spreadsheets that serve as effective workflow templates. These spreadsheets can help you organize tasks, assign responsibilities, and set deadlines, making it easier to manage and track various business processes.

While Excel is a powerful tool for creating a workflow sample template Excel document, it does have its limitations. One major downside is the execution and monitoring of workflows. Excel lacks the ability to automate task assignments, track real-time progress, and capture deviations from the process effectively. This can lead to inefficiencies and potential errors, especially in more complex workflows where continuous tracking and adjustments are crucial.

This is where beSlick can help. beSlick not only offers advanced workflow management capabilities but also integrates seamlessly with Excel. This integration allows you to import your Excel workflow template into beSlick and enhance it with features like automated task assignments, real-time progress tracking, and comprehensive monitoring. With beSlick, you can convert your static Excel templates into dynamic workflows that provide better visibility and control over your processes.

For example, once your Excel workflow template is imported into beSlick, the platform can automatically assign tasks to the appropriate team members based on predefined rules. This ensures that each step in the workflow is handled by the right person at the right time, without the need for manual intervention. Additionally, beSlick’s real-time tracking capabilities allow you to monitor the progress of each task, identify bottlenecks, and make necessary adjustments promptly.

Moreover, beSlick’s ability to capture deviations from the workflow provides valuable insights into how processes can be improved. If a team member needs to deviate from the standard procedure, beSlick records this deviation, allowing you to analyze why it occurred and whether the workflow needs to be updated to accommodate such changes.

By using beSlick, you can overcome the limitations of Excel and ensure that your workflows are executed efficiently and effectively. The combination of Excel’s robust data management features and beSlick’s advanced workflow automation and tracking capabilities offers a comprehensive solution for managing business processes. This integration not only enhances productivity but also ensures that your workflows are continuously optimized for better performance.

Workflow Sample Template

How do I create a workflow template in Excel

Creating a workflow template in Excel involves several steps to ensure that the process is well-organized and efficient. Here’s a guide on how to create a workflow template in Excel and how you can enhance it with Excel workflow automation by integrating it with beSlick.

Creating a Workflow Template in Excel:

  • Open a New Workbook: Start by opening a new workbook in Excel. This will be the foundation of your workflow template.
  • Define Columns: Set up your columns to represent different aspects of your workflow. Common columns include Task Name, Description, Assigned To, Start Date, Due Date, Status, and Notes.
  • List Tasks: Enter all the tasks involved in your workflow into the spreadsheet. Each row should represent a different task, with details filled in according to the column headers.
  • Assign Responsibilities: Use the Assigned To column to specify who is responsible for each task. This helps in tracking accountability and ensuring that everyone knows their roles.
  • Set Deadlines: Populate the Start Date and Due Date columns with realistic deadlines for each task. This keeps the workflow on track and ensures timely completion.
  • Track Progress: Use the Status column to track the progress of each task. Common status options include Not Started, In Progress, and Completed. Conditional formatting can be applied to highlight different statuses for easy visual tracking.
  • Add Notes and Instructions: Utilize the Notes column to add any additional instructions or comments related to each task. This can provide context and clarity for team members.

Enhancing with Excel Workflow Automation:

While creating a workflow template in Excel is a good start, integrating it with beSlick can take your workflow management to the next level. Here’s how you can automate parts of your workflow template using beSlick:

  • Import Your Excel Template: Import your Excel workflow template into beSlick. This integration allows you to use your existing template while taking advantage of beSlick’s advanced features.
  • Automate Task Assignments: With beSlick, you can automate the assignment of tasks based on predefined rules. This ensures that tasks are assigned to the right team members automatically, reducing manual intervention and the risk of errors.
  • Real-Time Progress Tracking: beSlick enables real-time tracking of each task’s progress. You can monitor the status of tasks, identify bottlenecks, and make adjustments as needed to keep the workflow on track.
  • Automate Notifications and Reminders: Set up automated notifications and reminders in beSlick to keep team members informed about upcoming deadlines and task updates. This helps in maintaining accountability and ensures that tasks are completed on time.
  • Capture Deviations: beSlick records any deviations from the workflow, providing valuable insights into areas that may need improvement. This feature allows you to continuously optimize your processes based on real-time data.
  • Generate Reports: Use beSlick’s reporting capabilities to generate detailed reports on workflow performance. These reports can help you analyze the efficiency of your processes and identify opportunities for further improvement.

By integrating your Excel workflow template with beSlick, you can leverage Excel workflow automation to enhance the efficiency and effectiveness of your workflows. This combination ensures that your workflows are not only well-organized but also dynamically managed, providing better visibility, control, and continuous improvement opportunities.

How do I create an easy workflow

Creating an easy workflow involves simplifying complex processes into manageable steps that can be easily followed by all team members. Using workflow template examples can significantly aid in this process by providing a structured format and a starting point. Here’s how you can create an easy workflow and utilize workflow template examples to streamline your business operations.

Steps to Create an Easy Workflow:

  • Define the Objective: Clearly define what you want to achieve with the workflow. Whether it’s streamlining a specific task or improving a broader process, having a clear objective will guide the development of your workflow.
  • Break Down the Process: Divide the overall process into smaller, manageable steps. Each step should be a distinct task that contributes to the completion of the workflow. This breakdown makes it easier to understand and follow.
  • Use Workflow Template Examples: Refer to workflow template examples to find a structure that matches your needs. These examples can provide insights into how to organize tasks, assign responsibilities, and set deadlines. Platforms like beSlick offer a variety of workflow templates that can be customized to fit your specific requirements.
  • Assign Tasks: Assign each task to the appropriate team member. Ensure that everyone understands their responsibilities and the importance of their tasks within the workflow.
  • Set Timelines: Establish clear timelines for each task. Setting deadlines helps in maintaining the workflow’s momentum and ensures timely completion of the overall process.
  • Visualize the Workflow: Use diagrams or flowcharts to visualize the workflow. Visual representations make it easier to understand the sequence of tasks and the relationships between them. Tools like beSlick provide features to create and manage these visual workflows effectively.
  • Simplify Communication: Ensure that all team members have access to the workflow and understand the communication channels. Simplified communication ensures that any issues or changes are addressed promptly.
  • Monitor and Adjust: Continuously monitor the workflow to identify any bottlenecks or inefficiencies. Be open to making adjustments based on feedback and performance data to improve the workflow.

Leveraging beSlick for Easy Workflows:

beSlick’s platform enhances the creation and management of easy workflows by offering advanced features and customizable workflow template examples. Here’s how beSlick can help:

  • Template Library: Access a comprehensive library of workflow templates that can be tailored to your specific processes. These templates provide a solid foundation, saving you time and effort in creating workflows from scratch.
  • Customization: Customize templates to fit your unique needs. Add, remove, or modify tasks, assign responsibilities, and set deadlines to align with your business processes.
  • Automation and Tracking: Automate task assignments and track progress in real-time. beSlick’s platform ensures that all tasks are executed efficiently, and deviations are captured for continuous improvement.
  • Visual Workflow Management: Use beSlick’s tools to create visual representations of your workflows. These visual workflows are easy to understand and follow, enhancing overall team collaboration.

By using workflow template examples and leveraging beSlick’s advanced features, you can create easy workflows that improve efficiency, ensure consistency, and drive better business outcomes.

How do you draw a simple workflow

Creating a visual representation of a workflow is a powerful way to understand and communicate the steps involved in a process. Drawing a simple workflow can help clarify tasks, roles, and timelines, making it easier for everyone involved to follow and execute the process efficiently. Here’s how you can draw a simple workflow using a simple workflow sample template and incorporating different shapes for various parts of the workflow, similar to Microsoft Visio.

Steps to Draw a Simple Workflow:

  • Define the Scope: Clearly outline the process you want to visualize, including the start and end points, and the key objectives.
  • Gather Information: Collect detailed information about each step in the process. This includes tasks, decision points, roles, and any relevant data.
  • Select a Template: Utilize a simple workflow sample template to provide a structured format for your workflow diagram. Platforms like beSlick offer a variety of customizable templates to get you started.
  • Use Different Shapes: Incorporate various shapes to represent different parts of the workflow:
    • Rectangles: Use rectangles to represent tasks or activities.
    • Diamonds: Use diamonds to indicate decision points where the workflow can branch based on different conditions.
    • Ovals: Use ovals to represent the start and end points of the workflow.
    • Arrows: Use arrows to show the flow of the process from one step to the next.
    • Parallelograms: Use parallelograms for inputs or outputs in the process.
  • Draft the Workflow: Begin drafting the workflow by placing tasks in sequential order using the appropriate shapes. Connect these shapes with arrows to indicate the flow of the process.
  • Assign Roles: Indicate who is responsible for each task. This can be done with labels or by using swimlanes to separate tasks by department or individual.
  • Add Timelines: Include estimated time frames for each task. This helps in managing expectations and deadlines.
  • Review for Clarity: Ensure the workflow is easy to understand. It should clearly show the sequence of tasks and the flow of the process.
  • Gather Feedback: Share the draft with stakeholders and gather feedback. Make necessary adjustments to improve accuracy and clarity.
  • Use Digital Tools: Utilize digital tools like beSlick to create professional-looking workflow diagrams. These tools offer features that can enhance the clarity and functionality of your workflows.
  • Finalize and Implement: Once the workflow is reviewed and refined, finalize the diagram and implement it. Ensure all team members are informed and understand their roles within the workflow.

Leveraging beSlick for Simple Workflows:

beSlick’s platform simplifies the process of drawing and managing workflows. Here’s how beSlick can enhance your workflow creation:

  • Comprehensive Template Library: Access a range of simple workflow sample templates that can be customized to suit various processes, saving you time and effort.
  • Intuitive Design Tools: Use beSlick’s drag-and-drop interface to easily create and modify workflow diagrams, making the process quick and user-friendly.
  • Collaborative Features: Collaborate with team members in real-time while designing workflows. beSlick supports team input and adjustments, ensuring everyone is on the same page.
  • Integrated Automation: Automate task assignments and notifications directly within the workflow diagram, enhancing efficiency and reducing manual workload.
  • Performance Monitoring: Track the performance of your workflows with beSlick’s monitoring tools, allowing you to make data-driven improvements.

By using a simple workflow sample template and leveraging beSlick’s advanced features, you can create clear and effective workflow diagrams that improve communication, enhance efficiency, and ensure that everyone is aligned with the process.

Workflow Sample Template

Streamline Your Processes with Workflow Templates from beSlick

Workflow templates are an essential tool for businesses looking to streamline their processes, reduce errors, and improve efficiency. By using a workflow sample template, companies can standardize their procedures and ensure consistency across their operations. Whether you are using Microsoft Word’s SmartArt feature, creating detailed spreadsheets in Excel, or leveraging advanced workflow software like beSlick, the key is to choose the right tools and templates that fit your business needs.

beSlick stands out as a robust solution for workflow management, offering a comprehensive library of templates, easy customization, and powerful automation features. Integrating Excel workflow templates with beSlick allows businesses to overcome the limitations of static spreadsheets by adding real-time progress tracking, automated task assignments, and continuous monitoring. This integration ensures that your workflows are not only well-organized but also dynamically managed for optimal performance.

In summary, by understanding what workflow templates are, how to build and create them using various tools, and how to leverage workflow automation software, businesses can significantly enhance their operational efficiency. beSlick’s platform, with its advanced features and seamless integration capabilities, provides the perfect solution to take your workflow management to the next level.

Ready to streamline your business processes and improve efficiency? Explore more about workflow software solutions and start creating effective workflow templates with beSlick today. Visit beSlick’s Workflow Software to get started.

Need a better way to track team tasks & workflow?
Need a better way to track team tasks & workflow?

, Author of The Dirty Word and CEO at beSlick

Alister Esam is a successful entrepreneur and investor, having bootstrapped his fintech software business eShare to international status operating in over 40 countries and servicing 20,000 board directors, before successfully exiting to a multibillion-dollar organisation in 2018. He now invests in a variety of startups and on a global mission to make work, work.