Project Management Workflow – Automate Project Workflows
Workflows in Project Management are designed to bring about a specific outcome which is usually completion of a task or the project. These workflows are repetitive processes in a project or a task which reoccurs with every project. Workflows connect different tasks between different teams and team members helping these tasks to be completed smoothly.
To understand these project management workflows better, you need to understand what a workflow is first.
What is a Workflow?
Workflow is a sequence of related steps or task processes which are connected and is required to complete a particular task or a project. These task processes are divided into a number of stages or states. Once divided into stages, all the transitions and reverse transitions allowed between the stages are defined.
Now let’s look at these project management workflows and why these workflows are important in a project and how you can automate these workflows to increase your productivity.
What is Project Management Workflow?
The purpose of project management is to complete a task, product or a service. These projects are divided into processes and tasks which can have a sequence of steps to be completed. Project management relies on these workflows to function properly. These project workflows will go through a number of stages such as planning, writing, approval, publishing before its completed.
Each of these stages has various transitions and different people are responsible for each of these transitions.
Sample Project Management Workflow
For example, let’s look a software development project.
The software project has various tasks which are defined such as Analysis, Design, Development, Testing, Delivery etc. Now each of these tasks have their own workflows which has various stages. The Analysis task has its own workflow and In Progress, Review, Complete are the stages in this workflow. The Development workflow can have Open, In Progress, Code Review, Testing, Complete as various stages.
Now all of these stages are assigned to different people in the team such as Analysts, Designers, Developers, Testers etc. These people work collectively to complete a workflow. The analysis workflow needs to be completed before moving on to the development workflow followed by other task workflows to complete the project successfully.
Benefits of Project Management Workflows
Projects usually share some phases irrespective of the type of the project. For example, some of these phases include
- Project Initiation
- Project Planning
- Project Execution
- Project Control
- Project Closure
Now each of these phases share some common workflows which require approvals. Now defining these workflows has some benefits including
- Streamlines and speeds up the internal processes by reducing manual entry and request handling.
- Reduce errors and re-work.
- Improves compliance with audit trails.
- Increases output and increases productivity.
- Helps to Track request status in real time
- Monitors the team progress against SLAs
- Identify and remove process barriers or bottlenecks.
Benefits of Automating Project Management Workflows
Some of these workflows in Project Management share common steps which are repetitive for every project and can be automated. Automating these workflows reduces processing time and manual errors while increasing the efficiency.
Project workflow automation softwares such as KiSSFLOW, Nintex, ProcessMaker, Zapier helps you automate these simples and repetitive workflows in minutes. More complex workflows can be automated through task management and project management softwares such as Trello, Jira, Microsoft Projects and Smartsheet.