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Workflow checklist


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Workflow checklist This workflow checklist is designed for all business managers who want to design a workflow for executing some business functions in their companies. In order to get a good business product you should create and regulate a good well-described and clear process that can produce it according to your inputs. This checklist describes and explains some basics that are absolutely necessary to establish such a process.

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General requirements:

  • Define formal name.
  • Determine and refine the purpose and scope of the workflow (what functional area is covered by the workflow) to avoid/minimize functional intersection with other workflows. 
  • Determine the impact and value within the entire company’s working process.
  • Determine negative (unwanted), minimal (satisfactory), medium (desirable) and maximal (the best) results and outcomes.
  • Determine if the workflow is continuous (repeats in a similar manner from time to time) or unique (requires specific design, customization or adjustment).
  • Make sure that workflow is consistent and integral, and it doesn’t compete for resources with other parallel workflows.

 Planning algorithm:

  • Determine event or conditions required to initiate and start the workflow.
  • Determine who (or what) and how creates inputs.
  • Determine who (or what) and how specifies success criteria.
  • Define all the procedures included into the execution.
  • Create definite descriptions for all the procedures, steps and operations.
  • Determine required objectives and outputs for every procedure.
  • Map out your elements on a scheme depicting the sequence of procedures including the critical path as well as alternative ramifications (alternative courses of events).
  • Ensure that process has a proper logical ending in a case of any course of events.
  • Run many times through the obtained algorithm to optimize and refine the process.
  • Determine probability of fails and deviation on each stage.
  • Define the critical points where fails and deviations (undesirable) have the highest probability and define ways to minimize these risks.
  • You can plan and manage your sample with a help of special task management software (like VIP Task Manager).

 Planning roles:

  • Create definite descriptions of all the roles.
  • Sort these roles according to their necessity for workflow’s running and completion.
  • Define roles performing essential steps for the immediate working process, and collateral roles that are occasionally engaged in a case of certain circumstances.
  • Determine amount and quality of recourses and tools necessary for each role to carry out its responsibilities successfully.
  • Define who and how is generally interested in positive results of the workflow (e.g. clients, performers, company management, etc).
  • Determine hierarchy of roles and positions.
  • Determine managerial interrelations between these roles and positions.
  • State these interrelations in a formalized and documented manner.

 Planning rules and regulations:

  • Define how each type of participants and stakeholders will measure and evaluate satisfaction and outcomes.
  • Determine what is required to meet expectations and interests of all the stakeholders.
  • Determine how to reach balance between these requirements and interests.
  • Establish a system for qualitative, quantitative and factual control over the workflow to measure its success and to monitor if it matches predetermined inputs.
  • Elaborate special tutorials to explain working duties to participants.
  • Establish a system for controlling, reporting and measuring outcomes and results on every procedure, stage or step to define their compliance with success criteria.
  • Determine points where the workflow can contact with supporting or coterminous workflows to define how they should interact in order of saving their efficiency.
  • Determine how the workflow is supported and maintained with all the required resources and technologies.
  • Determine the areas and elements that potentially can be developed and improved for getting better results. 

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