March 31, 2020

Workflow Management in Small Teams (with examples)

Project Management
Workflow Management in Small Teams (with examples)

What is a workflow?

Does the phrase workflow management bring to your mind some complex management processes that you think are impossible to introduce in your team, not to mention the whole company? It definitely shouldn’t! Any project that you work on in a team requires workflow management, so you are most probably already doing it and what you need now is to make it more structured and organised. Unless you feel like you fulfill your potential the most in a chaotic environment – but even so, believe me, most of your team don’t feel the same way. ;)

via GIPHY

How would you define workflow? According to Wikipedia, a workflow “consists of an orchestrated and repeatable pattern of activity, enabled by the systematic organization of resources into processes that transform materials, provide services, or process information.” It sounds complicated, doesn’t it? To put it simply, workflow is a way in which teams or individuals carry out their projects. It contains a list of activities that need to be performed in a form of a board, a diagram or a checklist. So every time data is passed from one person to another in a systematic way, it’s a workflow.

What is a workflow management?

Now what about workflow management? It’s a way of optimising your business processes by means of automation. Workflow management involves mapping, planning and coordinating all areas of business, from user interaction to your everyday administrative tasks. The objective is to make all processes more efficient and structured.

The benefits of using a workflow in management are abound. First of all, a workflow significantly reduces project risk, saving time and ensuring that everything is done according to a predefined schedule. Of course, there might be some discrepancies, but as long as they are small, they are easy to control and don’t put the project at risk. Introducing workflows results in improved organisation and optimisation of processes. They ensure that duties are clearly defined within a team and the need for management to get involved in operations is reduced to the minimum. Instead, they can focus on the strategical areas and monitor the progress throughout. In case of any doubts, workflows specify the process and rules, eliminating uncertainty, saving time and leading to successful delivery.

Workflow management in small teams

Efficient workflow management is not only necessary in the case of big companies and teams. Even if your team is small, you need to make sure that the workflow is well-organised and effective. It’s best if you focus on increasing individual productivity, rather than the business as a whole. Make sure each team member uses their full potential and improve the process along the way. Thanks to that, particular areas of the workflow will be well taken care of and the process will be smooth and uninterrupted. You don’t need to involve IT specialists to create a basic workflow and introduce automation. What you need is an efficient workflow management tool that will help you put everything on the right track. And maybe a cup of coffee to begin with! :)

via GIPHY

How to manage workflow in HeySpace

HeySpace is an extremely flexible tool, which gives you the freedom to use it for different processes in your company. Take a look below to see what possibilities you get!

Customer support workflow

What’s very important in customer support processes is to manage customers’ questions quickly and take concrete actions that will lead to increased customer satisfaction. Good customer experience is reflected in increased revenue and a better brand image. Bad experience, on the other hand, can have detrimental consequences for a business, from lower customer trust to spreading negative feedback among friends and online. Excellent customer service is said to have the biggest impact on brand loyalty and customer retention and that’s exactly why you need to manage workflow appropriately to meet your customers’ expectations.

Using a kanban board in HeySpace, you can create a separate space for customer support and add all team members that are involved – the support team, managers who need to give approvals, the sales team who also receive questions from customers, the IT team for bug fixes and anyone else who is part of the process. Customise the board according to your needs. You can, for example, add particular stages of the process, such as open tickets, diagnostics, bugs to fix, answered and closed. Thanks to that, everyone will have an overview of the situation and up-to-date information about the current step of each task.

Customer support workflow
Customer support workflow in HeySpace

You can also automate the process of creating tickets – if you receive inquiries via email, integrate HeySpace with Zapier and cards will be created automatically every time you receive an email from a customer. You can just as well do the same thing with chat apps or website forms. This is something you can’t do without a good workflow app.

Remember to prepare a clear procedure, specifying the rules on what your customer support specialists should do with new tickets, what information they should collect from customers to identify a problem or a bug and, if necessary, pass it on to the IT department. And last but not least – don’t forget to assign team members or yourself to every card, to facilitate the collaboration and get notifications about any changes that occur in the process.

Blog content creation workflow

Content creation is an inseparable part of marketing activities nowadays. For it to be effective, there are certain elements that are absolutely necessary and should definitely be included in the process. You do want the content to drive more traffic to your website, don’t you? If so, make sure the workflow is appropriately planned to bring the expected results.

Let’s take an example of a diet blog. Creating content should be divided into several stages. First, start from keyword research and group your targeted keywords into homogenous categories. Thanks to that, it will be easier to create content ideas and add keywords to articles. Then, think about some content ideas, that is topics to write about. This stage will involve competition research and monitoring forums and Facebook groups to find out what your potential audience wants to read about. Once done, prepare a content plan/draft to facilitate the next stage, which is creation. Write the article, taking into account all the previously identified needs and requirements. Then, think about the best channels of distribution, such as social media, forums, etc. And don’t forget to archive the content. Keep the published articles in one place, review them on a regular basis to update information and have everything under control.

content marketing workflow
Content Marketing workflow example in HeySpace

And there you go, here are your kanban board categories! Now let’s take a look at more detailed options that you get with task cards in HeySpace. You can, for instance, paste the content plan you’ve drawn up to task description and add keywords as a checklist. Take a look at a sample task card for a blog post.

task card workflow
A sample task card – add a description and create a checklist!

Recruitment

The process of recruitment often takes a long time to complete and involves a number of people. First, you need to review a lot of CVs, then organise interviews, evaluate the candidates to pick the ones that are the most suitable for the role. You definitely need to have it all well thought out and planned appropriately.

In HeySpace, you can prepare a space for all the participants, such as the HR department and managers of individual departments, who also take part in the process. Then, create a list for every stage. Start with CV evaluation to have space where you can gather all CVs and get easy access to them. Within individual cards, make notes of the questions that you want to ask the candidates during an interview. Then move the task cards to the next stage, which is an interview at the office, where you complete the questions with answers a candidate has given during their interview. For those who complete this stage successfully, prepare space in the trial day column. That’s useful for when you want to schedule trial days and prepare tasks and other materials for the day. Don’t forget to prepare the equipment, such as a laptop or a PC, and arrange everything so that candidates have access to everything they need. The next stage would be to present a job offer – that’s the column where you move cards of each successful candidate to make sure you complete all the necessary steps to give them an attractive job offer. And don’t forget to move the remaining ones to rejections – it’s also important to give them feedback and inform on the decision. Now you can focus on your job and do your best to find the right candidates for your business!

Recruitment workflow example
A sample recruitment workflow board you can create in HeySpace!

And these are just a few examples of how HeySpace can make your workflow management more efficient! Check it out yourself to find out all the options it gives!

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