Easily collaborate on designs and track your status.
About the Workflow template
The digital world requires collaboration, and better collaboration leads to better results. When it comes to creating a workflow process template, it is necessary to create a simple way to manage the process and iterate faster without any constraints. To satisfy the needs of digital teams, use the Workflow template, which allows the designers, marketers, and developers to collaborate on designs and track project status. Keep everyone on your team aligned and aware of what needs approval and what is ready for production. Organize your design workflow online – manage your screens and statuses on one single board. Simply drag and drop visuals between columns to track progress and keep everyone in your team on the same page.
Keep reading to learn more about Workflow templates.
What is a workflow template?
A workflow template is a project management tool that allows you to sketch out the various 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 otherwise, and is ideal for plotting out the tangible actions you’ll need to take to achieve a goal and the order in which you need to complete those actions.
How to use the workflow template
The workflow template provides a process flowchart that’s divided into 4 sections: On Hold, In Progress, Needs Review, and 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 diagram as they’re completed.
5 key components of a workflow process template
There are many ways to create a workflow, but they generally involve the following basic components. We’ve listed questions that you should ask yourself if you’re trying to fill out a new workflow chart template.
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?
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.
What is your timeline? Sketch out your key milestones and a rough timeline 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.
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.
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.
Four Benefits of a Workflow process template
1. 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 process template reduces uncertainty. When in doubt, your team and cross-functional partners can refer to the workflow to understand your next step.
2. Train new hires
Having a 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 workflow process template. This ensures consistency in your training and allows new hires to hit the ground running.
3. Find flaws in your processes
Documenting a project workflow template 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 is the best way to get a sense of your team’s needs.
4. 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.
What is a workflow process template?
A workflow process template is a flowchart that outlines the basic steps needed to complete a project and the order that they’ll be completed. A proper workflow process will allow you to seamlessly move tasks through different steps of the process until they’re completed.
What are workflows templates used for?
Workflows are used for all manner of projects: managing a production, producing a product, conducting research, and more.
How do you diagram a workflow process template?
You can use our free workflow template to create and customize your workflow process. The important things to add to your workflow template are resources, tasks to be accomplished, timeline, and stakeholders or who is accountable for each task.
Milestone Chart Template
When your team is collaborating on a large project, keeping track of the many tasks and multiple timelines can be a challenge. That’s why you need a milestone chart. These visual representations of important project events will make it simple for your team to stay on schedule and reach goals on time. And it’s so easy to get started — just determine the major milestones, use our template to create a milestone chart, and define the key dates and deliverables each milestone will require.
Trying to explain a process or workflow to your team — or just wrap your head around it yourself? Sometimes the best way is to see it, and that’s when you create a flowchart. Using common shapes (generally just ovals, rectangles, diamonds, and arrows), a flowchart shows you the direction a process or workflow goes and the order of steps. Beyond giving you a clear understanding, you’ll also be able to see potential flaws and bottlenecks, which helps you refine and improve your process and create a better product more efficiently.
Cynefin Framework Template
Companies face a range of complex problems. At times, these problems leave the decision makers unsure where to even begin or what questions to ask. The Cynefin Framework, developed by Dave Snowden at IBM in 1999, can help you navigate those problems and find the appropriate response. Many organizations use this powerful, flexible framework to aid them during product development, marketing plans, and organizational strategy, or when faced with a crisis. This template is also ideal for training new hires on how to react to such an event.
Even when you’ve hosted meetings for years, hosting them online is something altogether different. Keeping them structured, purposeful, and on-task is key. That all starts with having a detailed agenda, and this template makes it so easy for you to create one. The best part? Agendas are often dry and boring—but not here. We make it easy for you to sprinkle in your choice of graphics, colors, fonts, and images to give your agenda personality and creative style.
Cross Functional Flowchart Template
Have a quick look at everyone on a project and see exactly what they’ll contribute. That’s the clarity and transparency a cross-functional flowchart will give you. These are also called “swim lane” flowcharts because each person (each customer, client, or representative from a specific function) is assigned a lane—a clear line—that will help you visualize their roles at each stage of the project. This template will empower you to streamline processes, reduce inefficiencies, and make meaningful cross-functional relationships.
While storyboard is typically associated with planning out scenes for a movie or TV show, it’s been widely adopted throughout the business world. A storyboard is a sequence of illustrations that are used to develop a story. You can use the Storyboarding template anytime you’d like to really put yourself in a customer or user’s position and understand how they think, feel, and act. This tactic can be especially useful when you know there’s a problem or inefficiency with an existing process. You can storyboard existing processes or workflows and plan how you would like them to look in the future.