Workflow

Workflow Template

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.

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 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.

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.

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.

FAQ about creating a workflow

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.

Workflow Template

Get started with this template right now.

Related Templates
Look Mock Analyze Thumbnail
Preview

Look Mock Analyze Template

Works best for:

Design, Desk Research, Product Management

Doing your homework (aka, the research) is a key step in your design process, and the Look, Mock, Analyze approach helps you examine, structure, and streamline that step. With this powerful tool you’ll be able to identify your strengths and weaknesses, what you did right or wrong, and whether you spent time efficiently. Our Look, Mock, Analyze template makes it so easy for you to discover inspiration, mock up designs, and get feedback — you can start by setting up your board in less than a minute.

Look Mock Analyze Template
Agile-roadmap-thumb-web
Preview

Agile Roadmap Template

Works best for:

Agile Methodology, Roadmaps, Agile Workflows

A roadmap is just as important as sprints and standups for getting Agile right. Use this template to create, revise, and communicate an Agile roadmap in collaboration with your project team.

Agile Roadmap Template
executive-summary-thumb-web
Preview

Executive Summary Template

Works best for:

Leadership, Project Management, Documentation

Pique their curiosity. Get them excited. Inspire them to keep reading, diving further into your proposal details. That’s what a good executive summary has the power to do—and why it’s a crucial opening statement for business plans, project plans, investment proposals, and more. Use this template to create an executive summary that starts building belief, by answering high-level questions that include: What is your project? What are the goals? How will you bring your skills and resources to the project? And who can expect to benefit?

Executive Summary Template
Go to Market Strategy Thumbnail
Preview

Go to Market Strategy Template

Works best for:

Marketing, Desk Research, Strategic Planning

It doesn’t matter how innovative or effective a new product is — if it doesn’t get noticed and adopted by the right audience, the product won’t get off the ground. That’s where your Go to Market Strategy comes in. It’s a single resource that houses all of your research, insights, and data, and includes your business plan, target audience, marketing approach, and sales strategy. A GTM is especially important for any startups who grow fast, have to make split-second decisions, and have to be fully in sync.

Go to Market Strategy Template
Kanban Thumbnail
Preview

Kanban Framework Template

Works best for:

Kanban Boards, Agile Methodology, Agile Workflows

Optimized processes, improved flow, and increased value for your customers — that’s what the Kanban method can help you achieve. Based on a set of lean principles and practices (and created in the 1950s by a Toyota Automotive employee), Kanban helps your team reduce waste, address numerous other issues, and collaborate on fixing them together. You can use our simple Kanban template to both closely monitor the progress of all work and to display work to yourself and cross-functional partners, so that the behind-the-scenes nature of software is revealed.

Kanban Framework Template
growth-experiments-thumb-web
Preview

Growth Experiments Template

Works best for:

Leadership, Desk Research, Strategic Planning

Many ambitious companies are eying the future and aiming to grow. But growth decisions can be leaps of faith that are risky and costly. That’s why growth experiments make so much sense. They offer a systematic six-step method that reveals which strategies are most effective, how they’ll affect your revenue, and how they compare to your past approaches. By helping you test out your strategies for scaling your business before you fully commit, growth experiments can save you serious time, resources, and money.

Growth Experiments Template