Workflow Optimization Strategies to Improve Performance

Workflow Optimization Strategies

Before discussing workflow optimization strategies let’s learn the meaning of workflow. In general words, the procedure of completing the tasks for a project is workflow. It is identical to the business process. Whereas, workflow management includes uniting all the tasks and projects. It shows the structure of the work in the organization. This also has relations with case management, decision management, and bpm.

What is workflow optimization?

Workflow analysis searches various paths to simplify and expand the organization’s daily processes. Every company gets many benefits from this. A detailed analysis shows areas that you can improve such as nonessential things in the workflow, automation of repetitive tasks, and many more. After knowing about the flaws in the present system by using workflow analysis, it’s time to clear the flaws. This is workflow optimization. To put it simply, workflow optimization is the improvement of the already running workflow system.

All these processes make the workflow more fruitful. The main purpose of workflow optimization is to create a soft and steady environment in the workplace. It helps in reducing the cost of the ongoing projects. Along with adding fresh features, this increases work productivity. Workflow optimization begins after the conduction of workflow analysis. By using workflow optimization strategies, the company will gain high profit and efficiency of work. 

Significance of workflow optimization 

Few significant factors of optimization of the workflow are detailed below. They are:

  • Time-conserving

Workflow optimization decreases the time of the procedure and conserves it. So, the specific team and other staff can use this time to improve other essential areas.

  • Data Management

Workflow optimization generates tools that are used to trace decisions. It also enables us to see the changes (if any) in the company. This stores the data and information with high-level safety and security.  

  • Reducing bottleneck work

Workflow optimization gives decent standardization methods. Which in turn, helps the teams to complete the projects and tasks at the same time. These methods also boost decision making.  

Workflow optimization Strategies to boost performance

workflow boost performance

There are many optimization strategies that help in increasing performance, but the best methods are mentioned below. They are:

  1. Analyzing

Analyzing is one of the best workflow optimization strategies. It is essential to examine the procedures and the workflow of the business. Workflow optimization checks the various communication platforms in use and also the time took by the departments to adapt to the changes in the company (if any). This also analyzes other things like time and method of requests and many more. 

  1. Goals

Before optimizing workflow, it is better to know the objectives and goals that the company needs to achieve. You can use SMART goals after the workflow analysis. SMART objectives are specific, measurable, attainable, realistic, and timely, all these goals focus on the productivity of the organization. 

  1. Distinguishing the position 

After analyzing the workflow and learning the main objectives, you need to define the roles of everyone in a team. To avoid any chairs and repetitive tasks, it is crucial to know the positions of the team members while doing a project. So, everyone will be solely responsible for their duties and commitments. 

  1. Communication


A vast number of people believe that communication is important between the company and the customers. But, it also plays an essential role between the employees and internal teams in the company. Trade press Services study reveals that 74% of employees think that they are not getting information and news about the company. So, with the use of collaboration tools connect with the team, employees, and customers. 

  1. Regularize process

It is beneficial to the company if they select a standardized method that is perfect for the business. These methods help in giving out the best theories that will enrich the corporation’s performance. 

  1. Integration

It is nice to have integration tools. Integrating the workflow system with the other party apps and external software boosts productivity. It also increases the users and clients. Using strong integration tools is better because they are easy to use and flexible. These methods also enable the delivery of notifications to third-party applications.  

  1. Associating with master data 

It is revealed by a study that experts use 20-40% of the time to locate manually for a document and use 50% of their time in searching the data in the document. So, to save both the time and energy of the employees it is nice to infuse the information about the projects and company in some master data. So, by combining the information, you can have an easy way to access the data anywhere anytime. 

  1. Graphic workflow

It is the fact that most of the people show interest in diagrams or graphs or visuals that the written content. So, develop seeable workflows, such as heat maps, process maps, and many more. In general, workflows are non-linear. It increases the traffic and gives a high profit for the business. So, it is no wonder saying that this had one of the best workflow optimization strategies

  1. Risk Management

With the pre-established guidelines, one can tackle the risks in an organization. As per a certain study, it is revealed that just 36% of companies maintain the legal Enterprise Risk Management (ERM) program.

  1. Several branches

Instead of wasting time creating fresh designs for every situation, it is good to have a conditional function. This enables us to tag a specific task or project to make it stand out. 

Based on the circumstances, one can establish diverse departments for workflow. 

  1. Automation of work

It is better to use automation methods for repetitive works. These repetitive tasks are time-consuming and costly. So, save time and use this time to develop other necessary areas. Automation creates a simple yet tricky path to see crucial information about the organization. A report by McKinsey shows that as of present almost 45% of paid actions can be automated.

  1. Rechecking 

We often hear things like ‘it is okay to fail because you got to learn your mistakes’. Well, this is right because, from every failed project, the company learns about the shortcomings. So, it is good if you review the project details from time to time. By following this method, many come across the areas that need to be developed. 

Best Workflow optimization software

Workflow optimization software

Some of the best available software is explained below in detail. They are: 

1.  PeppyBiz


PeppyBiz started operations in 2019 and the customers are expanding at a fast pace since then. Some of the powerful features offered by PeppyBiz are automation, case management, and CRM marketing. It is in use by 12,000+ companies around the world. They also offer other factors like deadlines, calendar views, integrations, Gantt projects, and many more. PeppyBiz’s software is suitable for both small, medium, and large companies and enterprises. 

2.  Smartsheet


Smartsheet is a SaaS-based software and has been available since 2006 and was developed by Smartsheet Inc. Some of the features are dashboards, portals, reminders, card view, calendars, Gantt tasks, and many more. It is available in different languages. This is also an end to the end execution platform. Smartsheet operates in Android, iOS, and web platform systems. 

3.  Clickup

This is also one of the top and best software. 

It has powerful tools that are easy and flexible to use. Clickup software has a drag and drop option and is mobile-friendly. They offer strong web firms, detailed dashboards, and also tracking options. Their software operates on various devices like mobile phones, tablets, laptops, desktops, and a few more. Clickup software offers a free version of its software for use.

4.  Pipefy


Pipefy is a web-based and cloud software. It is best suitable for companies related to finance, sales, marketing, customer service, and human resources. Pipefy’s API is solid and it deals with complex plans. This helps in customizing card actions and allows the use of sprint and kanban boards. You can also utilize its custom templates.  


This software is simple to use and is suitable for every type of industry. More than 1 lakh of companies around 140 countries use software. Almost 200 popular companies use this software. It is good for daily use and has easy to use code free automation tools. They also offer a free trial for two weeks.

6.  Zapier

This is cloud-hosted software. Their software integrates and uses automation tools to increase and expand the workflow. They also have a unique dashboard, code-free processes, triggers, conditional workflows, and many more. It allows you to establish one to one relations and also integrates with more than 2000 apps.

7.  Hive

Hive offers a free trial for 14 days or two-weeks. This works best for fresh businesses and educational organizations. It has various automation tools and also kinds of search methods. They enable you to select table views, reminders, calendars, Gantts, kanban boards depending on the project. Hive software has features like task dorms, summaries, tracking, templates, analytics, and a few more. 


With the growth and improvement of the company, or the change in procedure, or with technological development, there will always be a space for optimization of workflow.

So, it is better to use the time for strategic and creative workflow processes than on the work that can be done by automation.


One Response
  1. Michel Joachim November 20, 2020 / Reply

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