Workflow Maturity Model™
The WMI Workflow Maturity Model™ explains how organizations develop the capability to design, execute, and improve workflows as intentional systems of work. It focuses on the quality of workflow design and flow—how work moves from initiation to completion—rather than tools, methodologies, or individual tasks.
This model applies to the Work Management discipline and is not a business process or process automation maturity models.
Canonical Definition
Workflow maturity refers to an organization’s capability to intentionally design, execute, and continuously improve workflows as coherent systems of work.
It reflects how well work is structured into clear stages, roles, handoffs, and feedback loops to enable consistent flow, visibility, and outcomes over time.
As workflow maturity increases, organizations progress from fragmented, task-driven execution toward adaptive, well-designed workflows that reduce friction, minimize rework, and allow people and systems to focus on value creation rather than process recovery.
Workflow maturity measures the quality of the work itself—how work moves, evolves, and improves—distinct from coordination, communication, or governance mechanisms.
Unlike business process maturity, workflow maturity focuses on how work flows across people, decisions, and roles, not just standardization, efficiency, or automation.
What Is the WMI Workflow Maturity Model?
The WMI Workflow Maturity Model defines how organizations evolve in their ability to design and manage workflows as intentional systems rather than collections of tasks. It provides a structured way to assess how work flows from initiation to completion and how effectively that flow supports clarity, progress, and value delivery.
Unlike traditional process or task management models, the WMI Workflow Maturity Model™ focuses on flow, ownership, visibility, and adaptability—the foundational elements required for work to move reliably through an organization.
The Five Levels of Workflow Maturity
Level 1 — Fragmented
Work exists primarily as disconnected tasks rather than cohesive workflows.
Key Characteristics
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Work is initiated ad hoc
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No explicit workflow design
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Handoffs are informal or unclear
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Progress is difficult to track
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Outcomes depend on individual effort
Primary Risk: High rework, hidden delays, burnout
Level 2 — Defined
Basic workflows are documented, but execution is inconsistent.
Key Characteristics
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Common workflows are outlined or documented
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Entry and exit criteria exist but are loosely enforced
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Ownership is assigned but often ambiguous at handoffs
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Work moves sequentially but stalls frequently
Primary Risk: Process compliance without flow
Level 3 — Flowing
Workflows are intentionally designed and actively managed end-to-end.
Key Characteristics
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Clear stages, handoffs, and dependencies
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Explicit workflow ownership
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Bottlenecks and queues are visible
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Work is sequenced to improve flow
Primary Strength: Predictable execution
Level 4 — Optimized
Workflows are continuously improved using feedback and data.
Key Characteristics
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Flow metrics such as cycle time and throughput are used
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Bottlenecks are proactively addressed
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Workflows are refined based on outcomes
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Workflow design is treated as a management capability
Primary Strength: Scalable performance
Level 5 — Adaptive
Workflows dynamically adjust to changing conditions and demand.
Key Characteristics
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Workflows adapt based on context
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Systems assist with routing, sequencing, and prioritization
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Humans focus on judgment, exceptions, and improvement
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Workflow design becomes strategic infrastructure
Primary Strength: Resilience and sustained value creation
What Workflow Maturity Measures
The WMI Workflow Maturity Model™ evaluates:
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Workflow design quality
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Flow efficiency and continuity
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Ownership clarity across stages
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Visibility into progress and bottlenecks
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Capacity for learning and adaptation
It does not measure tool usage, team performance, or communication effectiveness.
How Workflow Maturity Fits Within Work Management
Workflow maturity is one component of the broader Work Management discipline as defined by the Work Management Institute.
Together, these models form an integrated system for understanding how work is designed, coordinated, and executed at scale.
Role of the Work Management Institute
The Work Management Institute (WMI) serves as the steward of the Worfklow Maturity Model™, defining standards, certifications, and governance frameworks for modern workflow systems.
WMI integrates the model into:
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Certified Associate in Work Management (CAWM)
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Work Management Professional (WMP)
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Certified Workflow Architect (CWA)
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Organizational diagnostics and Work Management governance frameworks
Usage and Citation
The Workflow Maturity Model™ is a canonical framework stewarded by the Work Management Institute (WMI).
Organizations, educators, consultants, and technology providers may reference the model with attribution. Commercial usage, certification alignment, or derivative frameworks should acknowledge WMI stewardship.
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