Key Factors to a Successful Project Workflow

Project Workflow

How you deal with your project is defined by your project workflow. It is essential to all problem solving, efficiency, and productivity of your team. Changing it once it is set up, though, can be a challenge – especially when your portfolio of projects counts dozens of them. This is why it is important to create a good project workflow beforehand, and then only modify it as you see fit. However, starting as a new project manager, even this might be a challenge. There is much to think about – but with these key factors to successful project workflow, everything will be easy and stress-free!

Change the way you think about the project workflow

In order to set up a quality project workflow, you need to understand what it actually is and what it is made up of. With so many different templates when it comes to finishing up the project, you might think that workflows might be differing, too. However, luckily, the general gist of all workflows still remains the same.

What we mean when talking about a project workflow is the group of activities and tasks that all go into achieving your project goals. One workflow will change from another based on what your goals and tasks are, as well as how you structure these. In simpler terms, the workflow represents the way you deal with a project. Anything that you use and need to go falls into this process.

Simplify your tasks to get a successful project workflow

When creating a project workflow, you are trying to simplify the process as much as you can. This is why you divide it into smaller processes and tasks. These are easier to handle and manage and give you a better overview of the resources and time you will need.

And thus, one of the key factors to a successful project workflow is simplifying even the tasks. You can do this by dividing it into three parts. The first is the resource input – thinking about what you will need for the task. The second part is considering how you transform these resources and what you will do with them. Finally, think about what you will get from each task. This is the output of the process, and these resources will either be the product of your project or input of the next step.

Dividing each task into these tree steps might seem like too much work. However, analyzing them carefully and putting that extra minute will be beneficial in the long run. Doing so will give you a much better insight into what you need to do, and thus will boost your productivity by a huge margin.

Make sure everyone can understand your project workflow

Another thing that you need to worry about is how simple (or complex) your project workflow is. A lot of people can be lost in this process, trying to create something efficient. In this wish, they forget about optimization and streamlining the process, and making it easy for the team.

One of the key factors to a successful project workflow is how easy and fast a new person can get used to it. As your company grows and develops, you will want to add new people and create new teams. However, if your project workflow is complicated, it will take a lot of time to learn the ropes. This is the time they would spend on dealing with tasks, only because you did not optimize the workflow well.

There are multiple ways to solve this or help speed up the process. First, you can try to make it as assessable as possible, though tutorials or a tutoring system. You should also try to optimize and automatize the workflow as much as you can. This is especially true when looking at project management apps you need to use. Find the ones that are intuitive to use, and you will not have any problems!

The software is essential to the workflow

And while we are on the topic of technology, it’s important to note that the tools you will be using to deal with the project will play a huge part in the project workflow. As you already know – technology has become a staple of project management in today’s world. With so many people and companies working with remote teams, we rely on a variety of different tools – form communication and collaboration to those that deal with time management.

What you need to keep in mind when choosing your software is how flexible it is. Making a change to your workflow should not be difficult – so do not make it even harder with a tool that doesn’t allow you to change things easily. What’s more, when you figure out bottlenecks – or the things that lower your team’s productivity – changing them will be as easy as dragging and dropping with some tools!

There is also the fact that not everyone is well-versed in technology, and this can pose difficulty for some workers. As more and more of the workforce is forces into working remotely, many find themselves learning computer skills. So, by using tools that are intuitive and easy to learn – as we already mentioned – you will optimize your project workflow and pave the road to success.

Finding key factors to a successful project workflow does not need to be hard

As you can see, there are many things that go into the perfect project workflow. From dividing the whole process into even smaller parts to figuring out which tools to use – there is a lot to do! However, this doesn’t need to be hard. Just try to put yourself into the shoes of your team and work with them, and you will have a project workflow many will envy!

About the author: Petar Djordjevic is a content writer at Nifty Project Management Tool, a great Asana alternative. He has a bachelor’s degree in Mathematics and is finishing his master’s degree in General Math. When he isn’t glued to his keyboard writing, he spends time reading epic fantasy and watching sitcoms, as well as learning more about content optimization and online writing.