Are you looking to streamline your work processes and increase productivity? One tool that can help with that is a workflow template. In this short guide, we’ll cover the essentials of creating an effective workflow template, from understanding what it is to choosing the right tools and designing the template. 


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Understanding Workflow Templates

A workflow template is a visual representation of a specific process, outlining the steps and tasks required to complete it. Used in a wide variety of industries, from manufacturing to marketing, these templates act as a guide for the team to follow, outlining the steps to take and what needs to be achieved at each stage. They are useful for both simple and complex processes and can be adapted to fit the needs of any organization.

The Evolution of Workflow Templates in the Digital Age

In the digital era, workflow templates have undergone a significant transformation. The shift from paper-based to digital workflows has unlocked new levels of efficiency, transparency, and flexibility in managing business processes.

Digitally-enabled workflow templates allow for real-time collaboration, where multiple team members can view, edit, and update the status of tasks simultaneously. This not only enhances team collaboration but also ensures everyone is on the same page.

Advanced technologies such as cloud computing have made workflow templates accessible from anywhere, at any time. Whether you're working from the office, home, or on the go, you can access your workflow templates, making remote work easier and more efficient.

Integration with other software systems is another crucial development. Today's workflow templates can interact with CRM, ERP, and other business systems, automating data transfer and reducing the need for manual data entry.

Moreover, digital workflow templates can now incorporate conditional logic, where tasks and processes change based on specific conditions or inputs. This brings a new level of dynamism and customization to workflow templates, allowing them to adapt to varying business scenarios.

Benefits of Using Workflow Templates

Using a workflow template can provide a range of benefits for your organization. They streamline your processes, making sure everything runs smoothly and efficiently. Here are some of the main benefits: 

  • Streamlined, consistent processes to save time, reduce errors, and create smoother production cycles
  • Ability to identify bottlenecks, unnecessary steps, and areas where automation can be implemented to improve overall efficiency
  • Improved communication and collaboration with team members to reduce confusion and meet deadlines 

Common Types of Workflow Templates

There are many types of workflow templates that can be created, depending on the process in question. Some common types include:

  • Project management templates outline the steps required to complete a project, from planning to execution.
  • Marketing campaign templates plan and execute marketing campaigns, from ideation to launch.
  • Sales templates outline the steps involved in the sales process, from lead generation to closing the deal.
  • HR procedure templates detail the steps involved in HR procedures, such as onboarding, performance reviews, and disciplinary action.
  • Customer support templates describe the steps involved in providing customer support, from initial contact to resolution of the issue.

Planning Your Workflow Template

Now that you have an understanding of what workflow templates are, it’s time to plan what to include in yours. Here are several key steps to take when planning a workflow template:

Identifying Your Process

Identify the process you want to create a template for, as this will form the foundation of your document. Take some time to consider what steps are required to complete the process and who is involved, whether it be onboarding new employees or processing customer orders. 

If you are creating a workflow template for onboarding new employees, consider identifying steps such as conducting background checks, setting up email accounts, and assigning mentors.

Defining Your Goals and Objectives

Now is the time to ask yourself several questions. What do you want to achieve by creating this template? Is it to streamline the process, improve productivity, or reduce errors? 

If you have clear goals, it will be easier to stay on track throughout the template creation process. For example, if your goal is to streamline the onboarding process, include objectives such as reducing the time it takes to onboard a new employee and improving the consistency of the process.

Mapping Out the Steps and Tasks

The next step is to map out the steps and tasks required to complete the process via a flowchart or another visual representation. Break the process down into smaller, achievable tasks, and consider the dependencies between them.

Tip: If one of the steps in your onboarding process is to conduct a background check, separate the tasks into three chunks: requesting the check, waiting for the results, and reviewing the results.

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Choosing the Right Tools and Software

Choosing the right tools and software is crucial for any business or organization to improve productivity and efficiency. With so many options available, it can be overwhelming to decide which ones to use. Let’s take a closer look at two of the main types of software: workflow management software and collaboration and communication tools.

Workflow Management Software Options

Workflow management software can help streamline the process of creating and following a workflow template. Here are two potential options, each with its own unique features and benefits.

  • Wrike: A fantastic option for teams looking to collaborate, Wrike allows multiple users to work on the same task simultaneously. Visual learners can organize their assignments via cards, boards, and Gantt charts.
  • This tool builds a core foundation for teams to organize work that can be customized by adding industry-specific products, such as applications or integrations.

Collaboration and Communication Tools

Effective communication and collaboration are essential for any workflow to run smoothly, allowing employees to interact without having to be in the same physical location. 

  • Slack: A popular tool with features such as channels, direct messaging, and file sharing, Slack is great for teams who want a centralized location for communication and collaboration.
  • Microsoft Teams: As part of a collection of other Microsoft tools such as Outlook and SharePoint, Microsoft Teams works great for teams who already use Microsoft products and want a seamless integration with their workflow.

Designing Your Workflow Template

Designing a thoughtful workflow template, whether it be in the form of a flowchart, checklist, or series of steps, will ensure a streamlined and efficient process. Consider the following before designing your own template:

Creating a Visual Representation

An engaging visual representation makes it easier for everyone to follow and understand the process, reducing errors and inefficiencies. 

For instance, a flowchart is a great way to visually represent a workflow template. It allows you to see the steps involved in the process and the order in which they need to be completed. Alternatively, a checklist allows you to check off each step as it is completed, ensuring that nothing is missed.

Assigning Roles and Responsibilities

Assigning roles and responsibilities keeps everybody accountable for their part in the process. This can also help identify any bottlenecks or areas where the process can be improved and minimize confusion and delays.

Setting Deadlines and Milestones

Finally, setting deadlines and milestones is a must when designing an effective workflow template. Deadlines ensure that the process is completed on time, while milestones track progress and identify any areas where the process can be improved. Strive to be realistic when setting deadlines and milestones to avoid stress and inefficiencies.

Future Trends in Workflow Templates

As we look to the future, the evolution of workflow templates is set to continue, driven by advancements in technology and changing business needs. Here are some trends to watch out for:

  1. Artificial Intelligence (AI) and Machine Learning (ML): AI and ML are set to revolutionize workflow templates. They can analyze past data to identify patterns, predict future outcomes, and recommend the best workflows. This means your templates will become more intelligent, adapting and improving over time.
  2. Automation: As automation technologies become more sophisticated, we can expect to see an increase in the automation of routine tasks within workflow templates. This will free up human time for more complex and strategic tasks, increasing overall productivity.
  3. Integration with IoT: The integration of workflow templates with the Internet of Things (IoT) will enable more real-time tracking and optimization of workflows. For instance, sensors on a manufacturing line could feed data into the workflow template, triggering specific actions when certain conditions are met.
  4. Data Visualization: Future workflow templates will incorporate more advanced data visualization tools, making it easier to understand process flows and identify bottlenecks or inefficiencies.
  5. Virtual and Augmented Reality (VR/AR): VR and AR technologies could be used to create immersive, interactive workflow templates. This could be particularly useful for training purposes, helping staff to better understand and follow complex processes.

Embracing these trends will help businesses to stay ahead of the curve, ensuring their workflow templates continue to drive efficiency, productivity, and innovation.


Creating a workflow template can help your organization streamline processes, improve productivity, and reduce errors. To create an effective workflow template, start by understanding what it is and the benefits it provides. Then, identify the process you want to optimize, map out the steps and tasks, and choose the right tools and software. Finally, design the template, assign roles and responsibilities, and set deadlines and milestones. Follow these steps, and you'll be on your way to a more productive and efficient workflow.

Optimize your processes by creating a well-designed workflow template with Wrike's powerful work management features. Start your free trial today and elevate your team's efficiency and productivity.


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Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

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