Workflow Template
Track your project's status and see your team's progress right away with the workflow template.
Trusted by 65M+ users and leading companies
About the Workflow Template
The digital world requires collaboration, and better collaboration leads to better results. When it comes to setting up a collaborative workflow, it is necessary to create a simple way to manage the process and iterate faster without any constraints.
Miro's workflow template makes this easy — that's why project managers, designers, and marketers use this template to align on processes and improve efficiency when executing projects.
What is a workflow template?
A workflow template is a project management tool that allows you to sketch out steps, resources, timelines, and roles necessary to complete a project.
It can be used on any multi-step project, whether it’s a business process or design project. It's ideal for plotting out actions to achieve a goal and organizing a timeline to complete those actions.
How to use the workflow template
Miro's workflow process template is divided into 4 sections:
On Hold
In Progress
Needs Review
Approved
Individual workflow steps are created and placed into the appropriate section, where they’ll be assigned to the right team member. From there, it’s just a matter of moving tasks through the workflow process as they’re completed.
5 key components of a workflow process
The workflow template can be customized to suit any project's particular process or needs, but generally will involve the following basic components. We’ve listed questions that you should ask yourself along the way as you're setting up the workflow chart template:
1. Stakeholders
Who are the stakeholders? It’s important for the whole team to understand their roles before you begin production. Define your stakeholders and lay out the scope of their role. Who are the gatekeepers? Who owns the review cycle? Who steps in if there’s a bottleneck?
2. Brainstorming
How do you brainstorm ideas? Where does content come from? If you’re working on a marketing or design team, or if you’re producing a TV show, podcast, or any other creative endeavor, it’s crucial to decide on the format of brainstorming sessions on the outset. It’s also helpful to figure out where you store your ideas, who compiles them, and who makes editorial decisions.
3. Timeline
What is your timeline? Sketch out your key milestones and make a timeline as a rough overview for a given project. Make note of any reviews that must occur and the deadlines for each review. Create checklists for each milestone so you know when you’re ready to go on to the next one.
4. Communication
How will you communicate with the team? Will you have weekly check-in meetings? Who needs to be involved in those meetings? Would it be better to send out a weekly email update? Decide on a game plan, but you can always iterate later.
5. Resources
What resources do you need to succeed? Resources can include tools, cross-functional partners, budget, and other needs.
Is the workflow digestible and scalable? Review your workflow periodically. Make sure everything is up-to-date and that the workflow can scale with your business. Incorporate any feedback from new hires who may have been trained on the workflow.
Benefits of using a workflow process template
Miro's workflow template is a great way to keep everyone aligned and aware of what needs approval and what is ready for production. Here are a few of the main benefits for setting it up for your team:
Collaborate effectively
Project management is a messy, complicated process. It can be difficult for stakeholders to know their roles and responsibilities — and where they overlap and collide. A good production workflow reduces uncertainty. When in doubt, your team and cross-functional partners can refer to the workflow template to understand your next step.
Train new hires
Having a documented workflow makes it easier to train new hires. Instead of having to remember each step in a complex production process, you can walk your new hire through the process as outlined on the template. This ensures consistency in your training and allows new hires to hit the ground running.
Find flaws in your processes
Mapping a process is an opportunity to understand the flaws in your processes. Are there gaps? Do you need more resources? Is there a bottleneck? Mapping out your production flow from start to finish is the best way to get a sense of your team’s needs.
Scale your processes
Production workflows help you scale. When processes live in your team’s head, it can be difficult to secure resources, get buy-in, or hire new employees. Laying out a workflow makes it easier to grow your company as you build.
Can I change a workflow template to suit my requirements?
Yes, you can customize the workflow template to match the specific needs of your project or process. You can change tasks, roles, and other elements according to your requirements.
Is it possible to collaborate with others using the workflow template?
Yes, you can collaborate with others by sharing the workflow template via a link. They can contribute to the project, provide feedback, and track progress.
How can I ensure that a workflow template remains updated?
To keep your workflow process template up-to-date, it's essential to regularly review and make necessary changes to reflect any updates in processes, technology, or best practices. This helps ensure that your workflow remains effective and aligned with your goals. You should also inform all stakeholders of any revisions to the workflow template to ensure that everyone is on the same page.
How can I measure the success of a workflow using a template?
The success of a workflow using a template can be measured by using key performance indicators (KPIs) relevant to your workflow. KPIs can help you track progress and identify areas for improvement. Some examples of KPIs include completion times, error rates, cost savings, or customer satisfaction. By measuring KPIs, you can determine whether your workflow achieves your goals and make necessary changes to improve it.
Get started with this template right now.
PI Planning Template
Works best for:
Agile Methodology, Strategic Planning, Software Development
PI planning stands for “program increment planning.” Part of a Scaled Agile Framework (SAFe), PI Planning helps teams strategize toward a shared vision. In a typical PI planning session, teams get together to review a program backlog, align cross-functionally, and decide on the next steps. Many teams carry out a PI planning event every 8 to 12 weeks, but you can customize your planning schedule to fit your needs. Use PI planning to break down features, identify risks, find dependencies, and decide which stories you’re going to develop.
Mood Board Template
Works best for:
Design, Brainstorming, Ideation
When you’re kicking off a creative project, it’s sometimes important to communicate the mood you’re trying to evoke — but it’s so hard to do it with words. So create a mood board and use images, color palettes, textures, and typography. Mood boards are also perfect for gathering inspiration and sketching out and pitching ideas, and they’re not just for designers — your content writers, sales teams, and product teams can use them too, and this template makes it easy for all of you to get started.
Website Flowchart Template
Works best for:
Flowcharts, Mapping, User Experience
A website flowchart, also known as a sitemap, maps out the structure and complexity of any current or future website. The flowchart can also help your team identify knowledge gaps for future content. When you’re building a website, you want to ensure that each piece of content gives users accurate research results based on keywords associated with your web content. Product, UX, and content teams can use flowcharts or sitemaps to understand everything contained in a website, and plan to add or restructure content to improve a website’s user experience.
Press Release Template
A clear vision of the result is vital for success. To gain support, use the Press Release Template to create an engaging news story that captures your audience's attention and imagination. Excitement and enthusiasm for your idea will lead to the support and resources you need to make it a reality.
Production Workflow Template
Works best for:
Agile Workflows, Agile Methodology, Project Management
Whether you’re producing a podcast, a marketing campaign, a TV show, or a piece of content, establishing a production workflow is crucial. A production workflow creates a visual guide to the different steps in a process. It can be used to train new team members or give a high-level overview to stakeholders. Although production workflows vary by team and business, they generally contain information about who the stakeholders are, how you brainstorm ideas, what your timeline looks like, and what resources you need to succeed.
Lean UX Canvas Template
Works best for:
Desk Research, Product Management, User Experience
What are you building, why are building it, and who are you building it for? Those are the big pictures questions that guide great companies and teams toward success — and Lean UX helps you find the answers. Especially helpful during project research, design, and planning, this tool lets you quickly make product improvements and solve business problems, leading to a more customer-centric product. This template will let you create a Lean UX canvas structured around eight key elements: Business problem, Business outcome, Users and customers, User benefits, Solution ideas, Hypothesis, Assumptions, Experimentation.