”Workflow” is a buzzword that gets thrown around…a lot! Co-workers may use it to mean one thing “I’ll throw that into my workflow”; and CTOs and COOs might use it differently “We’re too slow to make insights, let’s optimize the marketing team’s workflow”.
In simple terms, workflow is how work moves through an organization — it’s not about effort on an individual level, but a consciousness of how people’s collective efforts combine for the greater goal.
Workflows are a framework for thinking about how work is done, bringing structure to chaos, and holding an organization’s goal as the only benchmark that matters. They help teams work more fluidly without tail-chasing around the (remote) office. In essence, they allow us to fulfill our promise to the communities we serve, quickly and effectively.
Let’s dive into a new way to frame purposeful work!
1. What a Workflow Really Is
A workflow is the path work follows in an organization.
Think of it like a relay race: each runner hands the baton to the next person until they reach the finish line. This is the same in the workplace: the team member passes work off to the next person until the task or project is completed. It’s all about how tasks travel from start to finish. Whether those tasks are planning a big community event, shipping out an order, or even tidying up your living room.
Workflow is the same concept for all of these.
When you look at any project this way, you notice that tasks don’t exist on their own. They’re connected to each other, and each step depends on the one before it.
In a well-designed workflow, people know exactly who is doing what, when it’s happening, and how it moves forward.
This clarity helps everyone perform at their best.
That’s the goal with a good workflow.
Here are three important parts of a workflow:
- Tasks: These are the building blocks—like writing an email, scheduling a meeting, or stocking shelves. Each task adds up to the bigger outcome.
- Teams and Individuals: In most organizations, workflows are powered by people with unique talents. Team members share responsibility, check each other’s work, and hand off tasks at just the right moment.
- Tools and Resources: From online calendars to project-management software, tools make workflows easier. But remember: if your workflow is unclear, no tool can fix it.
When these parts fit together smoothly, projects stay on track, people are happier, and everyone can focus on their strengths. But if the workflow is bumpy, tasks get stuck, people become frustrated, and progress slows down.
It’s a lot like taking a road trip with friends. If you all know who’s driving, who’s bringing snacks, and where you’ll stop, you’ll likely have a smooth journey. But if no one planned the route or decided who pays for gas, you could end up lost, hungry, and blaming each other.
That’s what happens when workflows are unclear.
2. Steps, Handoffs, and Decisions
Let’s dig a bit deeper.
A workflow usually includes three key elements that help us see how work flows from start to finish:
- Steps – These are the specific actions your team members must take. For example, in a marketing agency, the creative team designs a graphic, then the account manager reviews it, and the client gives final approval. Each step is like a small link in a chain, holding everything else in place.
- Handoffs – Imagine that baton pass in a relay race again. One person finishes their part and passes the work to the next person. Think of an account manager handing a creative brief to the design team, or a front-desk worker passing customer feedback to the support team. Handoffs should be clear, with no confusion over who’s in charge or when the next step starts.
- Decisions – At certain points, someone must say “yes,” “no,” or “let’s change a few things.” These decisions keep the workflow on track. In a school setting, for example, a principal might approve a field trip before teachers start collecting permission slips. In a family, a parent might decide which chores get done first. Clear decisions help everyone move forward with confidence.
When you pay attention to these steps, handoffs, and decisions, you’ll start spotting little roadblocks—like unclear roles or missing information. Removing those obstacles makes everything run better. That’s how you transform a messy, tiring process into something that feels smooth and peaceful for everyone involved.
But remember: good workflows aren’t just about speed.
They’re about making sure each step brings you closer to the final goal, without anyone feeling overwhelmed or left behind. When people understand the flow—and how their part matters—they’re more engaged, more joyful, and much more likely to do great work.
When employees feel that the situation is in control and running smoothly, everyone is happier.
It’s the beautiful thing about working on your workflows.
3. A Family Dinner Example
Sometimes we think of workflows as strictly “business,” but they’re everywhere, even at home for dinner time. Let’s look at a simple family dinner routine to see how workflows actually show up in our daily lives.
Terrance’s family dinner routine:
- The Goal: Cook a tasty meal, eat together, and clean up so everyone can relax.
- The People: Terrance (Dad), who loves cooking but dislikes dishes; his wife, who actually enjoys washing dishes but takes her time; and their son, who’s eager to help, just not sure how.
- The Problem: Dirty pans piled up. Everyone got frustrated. They ended up eating late and missing precious family time.
They realized this wasn’t just dinner, it was a workflow with clear inputs (groceries, recipes, and time), steps (cooking, cleaning, setting the table), and handoffs (who cooks, who cleans, who sets the table).
The final outputs?
Full bellies and a cleaner kitchen.
But there was friction. Terrance loved to cook, but he used too many dishes. His wife didn’t mind washing, but if Terrance kept piling up the pots and pans, she’d get stuck for an hour. Their son wanted to help, but didn’t know where to start.
What changed?
- Terrance agreed to use fewer dishes when cooking. This simple choice cut down the washing pile.
- His son became the “ingredient gatherer,” so Terrance could focus on the cooking without pausing every five minutes.
- Terrance’s wife started washing some dishes while dinner was cooking, instead of waiting until the very end.
The result?
Less stress, more laughter, and a whole lot more quality time around the dinner table. The workflow improved for everyone. Even better, they realized that small adjustments—like better handoffs (“Hey son, can you pass me the flour?”) and clear decisions (“Let’s soak pans right after we finish cooking”)—made a big impact.
This same principle works in offices, schools, churches, and anywhere else people work together. Big or small, every process can be seen as a workflow, and with a few thoughtful changes, you can cut down frustration and replace it with more meaningful connections.
Why This Matters
At Enovara, we believe workflows are more than a fancy word for “process.”
They’re about people—their gifts, their time, and their relationships. When we take the time to smooth out rough spots, we honor everybody’s talents and find more peace in our work and our life.
