What is a workflow?
Canonical Definition
A workflow is the structured sequence of steps, handoffs, and decisions through which work moves from initiation to completion.
Workflows define how work flows — who does what, in what order, using which inputs, and toward what outcome. Every piece of work follows a workflow, whether or not that workflow has ever been defined. Making the implicit workflow explicit is the first step toward improving it.
In modern organizations, workflows exist everywhere — from onboarding employees and approving expenses to launching marketing campaigns and delivering customer support.
Watch: What is a workflow?
Are Workflows Repeatable?
A workflow does not need to be repeatable to be a workflow. Many workflows recur — expense approvals, employee onboarding, invoice processing — but one-time work follows a workflow too. Repeatability describes how often a workflow runs, not what a workflow is. What defines a workflow is structure: the sequence, handoffs, and decisions that move work forward.
Some definitions describe workflows as inherently repeatable. This framing comes primarily from workflow automation software, where repeatability is a requirement of the tool rather than a property of the concept. In the discipline of Work Management, a workflow exists any time work moves through structured steps toward completion — regardless of whether it will ever run again.
Why Workflows Matter
Without clearly defined workflows, work becomes fragmented, reactive, and difficult to manage. Teams rely on assumptions instead of shared understanding, leading to delays, duplication, and missed outcomes.
Well-designed workflows:
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Create clarity around responsibilities and handoffs
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Improve visibility into how work progresses
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Reduce friction and rework
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Enable scalability as organizations grow
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Support consistent execution across teams
At their core, workflows transform work from ad hoc activity into intentional execution.
Workflow vs. Task vs. Project vs. Process
Workflows are often confused with related concepts. They are connected, but not the same.
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Task: A single unit of work performed by an individual
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Workflow: The sequence of tasks, handoffs, and decisions required to complete a specific type of work
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Project: A temporary effort with a defined goal, scope, and timeline that may contain multiple workflows
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Process: A standardized organizational practice that may include one or more workflows
In short: tasks are what gets done, workflows are how work moves, projects are where workflows are applied, and processes provide organizational consistency.
The clearest way to separate a workflow from a process is repeatability. A process is standardized because it is meant to run the same way every time. A workflow is simply how work moves — and it exists whether the work runs once or a thousand times.
Core Components of a Workflow
While workflows vary by function and industry, most include the same foundational elements:
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Trigger – What initiates the work
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Steps – The actions required to move work forward
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Roles – Who is responsible at each step
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Handoffs – Where work transitions between people or teams
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Decisions – Where the path of work branches or requires judgment
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Inputs and outputs – What is required and what is produced
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Outcome – The intended result of the workflow
Defining these elements makes workflows visible, measurable, and improvable.
Workflows in Modern Work
Today's organizations operate dozens — or even hundreds — of workflows simultaneously across departments, tools, and teams. As work becomes more cross-functional and knowledge-driven, workflows play a critical role in maintaining alignment and execution.
Digital tools can help visualize and automate workflows, but tools alone do not create effective workflows. Clear definition, shared understanding, and intentional design are what make workflows work. The practice of intentionally designing and governing workflows is called Workflow Architecture.
Workflows as a Foundation of Work Management
Workflows are a foundational concept within the discipline of Work Management.
Work Management focuses on how organizations define, coordinate, and execute work at scale. Within this discipline, workflows serve as the connective tissue between strategy, people, and execution — bridging individual effort and organizational outcomes.
The Work Management Institute defines workflows as a core construct within the Work Management Body of Knowledge (WMBOK) and incorporates workflow understanding into its professional frameworks and certifications.
Learn More
To explore how workflows fit into the broader discipline of Work Management, visit: