Glossary
Workflow
A workflow is a series of automated or manual steps that complete a business process.
Businesses use workflows to automate repetitive tasks, improve consistency, and ensure important actions happen at the right time.
Quick Reference
Definition
A workflow is a sequence of tasks that are performed to complete a business process. These tasks may be completed manually by employees, automatically through software, or by combining both approaches. Workflows help businesses standardize operations so that important activities happen consistently and efficiently.
Why This Term Matters
Every business performs repetitive tasks such as responding to inquiries, following up with leads, onboarding customers, sending invoices, or delivering products. Without organized workflows, these tasks can be forgotten, delayed, or completed inconsistently. Well-designed workflows improve efficiency, reduce manual work, and create a more reliable customer experience.
How It Works
A workflow begins when a specific event or trigger occurs. For example, someone may submit a contact form, schedule an appointment, complete a purchase, or subscribe to an email list. Once the workflow begins, it performs a series of predefined actions such as sending emails, assigning tasks, updating CRM records, applying tags, creating reminders, notifying team members, or moving contacts through a sales pipeline.
Examples
- A visitor submits a contact form and automatically receives a welcome email while the sales team is notified.
- A customer purchases a product and receives an order confirmation, invoice, and onboarding email sequence.
- A business automatically sends appointment reminders before scheduled meetings and follow-up messages afterward.
Related Business Functions
Related Business Models
Related Terms
Frequently Asked Questions
What is a workflow?
A workflow is a series of tasks or actions that complete a business process. Workflows may be manual, automated, or a combination of both.
What is the difference between a workflow and automation?
A workflow describes the entire process, while automation refers to technology performing some or all of the workflow steps automatically.
Can workflows improve business efficiency?
Yes. Workflows reduce repetitive work, improve consistency, minimize errors, and help businesses complete important tasks more efficiently.
What types of workflows do businesses commonly use?
Common workflows include lead follow-up, customer onboarding, appointment reminders, email marketing, sales processes, support requests, invoicing, and product delivery.
Final Thoughts
Understanding workflows helps explain how businesses organize their daily operations. Workflows connect automation, customer relationship management, communication, sales, marketing, and customer support into repeatable processes that improve productivity and create a more consistent experience for both employees and customers.