The Workflow Template makes collaboration easy. It allows you to track your project's status and see your team's progress right away. It's a great tool for remote and hybrid design teams.
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, that's why many project managers, designers, and marketers use this template to align on processes and improve efficiency when executing projects.
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 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.
To meet the needs of digital teams, use the Workflow Template to keep everyone aligned and aware of what needs approval and what is ready for production.
How to use the Workflow Template
The Workflow Template is 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 process as they’re completed.
If you are a designer or creative operations manager, you can organize your design workflow and 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.
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 allows you to seamlessly move tasks through different steps of the process until they’re completed.
What are workflows templates used for?
Per definition, a workflow template is a tool to manage processes and projects. Many project and operations managers use it to manage productions, build products, or even conduct research. The Workflow Template can also be used by many different teams, from design to development, once it makes it easy to track the project's steps and progress visually.
How do you diagram a workflow process template?
You can use our ready-made 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.
Plus Delta Template
Works best for:
Software Development, Meetings, Retrospectives
The Plus Delta template is a simple but powerful tool for collecting constructive criticism from a group. The format encourages you and your team to focus on what went well, what you should repeat in the future, and what you should aim to change. To complete a Plus Delta template, simply make note of things that are working and things you would like to improve. You can then file these elements into two separate columns. Use Plus Delta to showcase wins and learnings for your team, stakeholders, employees, and bosses.
Entity Relationship Diagram Template
Works best for:
Flowcharts, Strategic Planning, Diagrams
Sometimes the most important relationships in business are the internal ones—between the teams, entities, and actors within a system. An entity relationship diagram (ERD) is a structural diagram that will help you visualize and understand the many complex connections between different roles. When will an ERD come in handy? It’s a great tool to have for educating and onboarding new employees or members of a team, and our template makes it so easy to customize according to your unique needs.
Wardley Mapping Canvas Template
Works best for:
Leadership, Strategic Planning, Mapping
A Wardley Map represents the landscape in which a business operates. It's made up of a value chain (the activities required to fulfill user needs) graphed against the evolution of individual activities over time. You place components with value on the y-axis and commodity on the x-axis. Use a Wardley Map to understand shared assumptions about your environment and discover what strategic options are available. Easily communicate your understanding of the landscape to your team, new hires, and stakeholders.
User Interview Template
Works best for:
Desk Research, Product Management
A user interview is a UX research technique in which researchers ask the user questions about a topic. They allow your team to quickly and easily collect user data and learn more about your users. In general, organizations conduct user interviews to gather background data, to understand how people use technology, to take a snapshot of how users interact with a product, to understand user objectives and motivations, and to find users’ pain points. Use this template to record notes during an interview to ensure you’re gathering the data you need to create personas.
Work Plan Template
Works best for:
Mapping, Project Planning
A work plan is essentially a roadmap for a project. It articulates the steps you must take to achieve the desired goal, sets demonstrable objectives, and establishes measurable deliverables. An effective work plan guides you throughout the project lifecycle, allowing you to realize an outcome by collaborating with your team. Although work plans vary, they generally contain four core components: goals, strategy, tactics, and deliverables.
What's on Your Radar Template
Works best for:
Business Management, Operations, Strategic Planning
Do you or your team feel overburdened by tasks? Having trouble focusing on particular problems? What’s on Your Radar is a thought exercise in which you plot ideas according to their importance or relevance. Designers and teams use what’s on your radar to ensure that their ideas are within the scope of a given project. They also rely on the method to assess whether a given solution is likely to solve the problem at hand. But even if you’re not a designer, the method can help assign priorities and ground your ideas in reality.