What is a Workflow?
A workflow is a repeatable sequence of steps that moves a task, request, or process from start to finish. It defines who needs to do what, when, and in what order, so work happens consistently, efficiently, and with fewer manual handoffs.
Workflows can be simple (like routing an approval) or complex (like coordinating a full onboarding process). They help teams standardize operations, reduce errors, and ensure that every step in a process is completed the same way, every time.
At Rival, our company’s onboarding workflow starts with sending the offer letter and ends with conducting the new hire’s 90-day performance review.
What are the benefits of a Workflow?
- Increases consistency and accuracy
Standardizes how work gets done so every step follows the same process, reducing errors and missed tasks. - Saves time by removing manual work
Automates repetitive tasks, approvals, and handoffs so teams spend less time on administrative work. - Improves visibility and accountability
Makes each step and owner clear, so everyone knowswhat’s happening, what’s next, and who’s responsible. - Speeds up overall turnaround times
Eliminates bottlenecks and delays by ensuring work moves smoothly from one step to the next. - Enhances collaboration across teams
Keeps everyone aligned by organizing tasks, notifications, and approvals in one place. - Ensures compliance and auditability
Creates a reliable record of how processes are completed, helping teams stay compliant andmaintain documentation. - Scales processes as your team grows
Once a workflow is built, it can be repeated, adapted, and reused without adding complexity.
Example
You can create different workflows for many employee lifecycle scenarios such as:
- Preboarding
- Onboarding
- Mergers & Acquisitions
- Promotion/Internal Movement
- Performance Improvement Plan
- Leave of Absence
- Offboarding
Onboarding Workflow Scenario Example:
- Offer Accepted: The hiring manager marks the candidate as hired, triggering the onboarding workflow.
- Send New Hire Paperwork: HR automatically sends required forms as individual tasks (I-9, W-4, direct deposit, handbook acknowledgement, etc.).
- Collect Completed Documents: The new hire fills out and submits all onboarding forms.
- Set Up Accounts and Equipment: IT receives a task to create system accounts, order laptops, and configure access permissions.
- Prepare Workspace (if applicable): Facilities receive a task to assign a desk, badge, parking pass, and office supplies.
- Notify Manager and Team: The manager receives a reminder to prepare the 30/60/90-day plan and welcome message.
- Send First-Day Details to New Hire: HR sends a welcome email with orientation schedule, contacts, and key policies.
- Day-One Orientation: The new hire meets with HR, completes compliance training, and reviews company culture and benefits.
- Role-Specific Training Tasks: The manager assigns training steps, introductions, and first-week tasks.
Frequently Asked Questions
- How do you create an effective workflow? A good workflow often takes shape over time. It usually starts with a simple version, then gets refined as you see what works and what doesn’t. The fastest way to build an effective workflow is to look at how similar processes succeed, start with a proven structure, and adjust as you go. The key is staying flexible and continually improving the steps, owners, and timing until the workflow runs smoothly.
- Should you document your Workflow? Yes. Documenting your workflow helps keep it consistent, accurate, and easy to improve over time. It gives you a clear reference point so you can review steps, make updates, and avoid missing anything important. It also helps others such as teams, leaders, and future employees understand how the process works, reducing confusion, and ensuring everyone follows the same approach. Rival has created a blog to support organizations on employee journey mapping.
