A workflow refers to a series of steps that are undertaken to perform an action. This sequence has as scientific value in that you can repeat it to get the same result, every single time.

For a simple example, think of updating an older version of a software on your computer. The steps you would take for it may look like this:

  • Buy the latest version of the software

  • Insert the disc into your computer’s disc tray

  • When the relevant prompt appears, give permission for the software to be installed

  • Give appropriate permissions- or deny them- according to each new prompt

  • After the installation is complete, the prompt asks you to restart the system.

  • Restart

  • Take the disc out of the tray

This simple series of steps gives you the assured result of the latest version being installed. But the sequence cannot be altered for the flow to be successful. For instance, you should not restart your system during the installation process.

Use of workflow

Businesses document their workflows so that they could easily see if there is a need to optimize them.

In our earlier example, you can perhaps add a step or two to make the workflow even better. For instance, before inserting the disc into the computer, you can add this: “Make sure there is enough power in the system so it wouldn’t shut down before installation is finished.”

If the system shuts down during installation process, you would have to start over again. Meaning, waste of time. But by adding this step, you can avoid such issues.

In businesses too, you can optimize a workflow to minimize time taken to finish tasks and improve productivity.

Types of workflows

With I’m Productive, you can view different types of workflows according to your requirement:

Simple workflow or project workflow

This is the most comprehensive workflow for a project. As the name indicates, it helps you keep track of how complex projects are proceeding.

The simple workflow is particularly useful in the case of multi-tiered projects. When the project has different processes working simultaneously, to get an overall picture, a visual layout of the processes involved is ideal. That is exactly what I’m Productive brings you.

In this view, you get to see these parameters:

Task created- This indicates that a particular task has been created and is assigned to a team member

In progress- This shows that the task is currently in progress. Here, you will get to see the estimated time left in which the task will be finished, depending on the rate of progress so far.

On break- This indicates that the person who is doing the task is on break. I’m productive uses sophisticated measurement tools related to this. For instance, the timer that counts overall work hours automatically halts when someone goes on a break and will resume by its own once work does.

Closed- This indicates that the task has been reviewed and closed successfully

Review workflow

Review workflow, as the name suggests, has to do with reviewing a project. This would have the above-mentioned items listed out- Task created, In progress, On Break and Closed.

But before arriving at the Closed point, you need to review the task. For this, there are two separate parameters:

On Review- This indicates that the task is currently being reviewed and a final feedback is yet to be provided for the same. To distinguish ‘On Review’ from other parameters which are all given in green, this is color-coded in orange.

Rejected- Tasks that don’t meet the desired quality standards are typically rejected If that’s the fate a particular task, it would be indicated in the Review workflow as ‘Rejected.’ Its color is red, so that it clearly stands out from the other parameters.

Having these workflows helps you find out any bottlenecks that could potentially delay timely project delivery. You can then optimize the workflow or intervene as and per required, to help ensure that the project is delivered on time.