Processes are, at their most basic level, a sequence of steps that instruct your staff on how to complete tasks efficiently and effectively. Processes can be built for repeatable events that coordinate the effort of several staff, use of tech, and need a certain order of completion. There are also workflows, which are micro-portions of an overall process. An easy way to think of processes and workflows is, a process is the umbrella and the workflows are the spokes. It is important to know the jargon so you can design and adopt time-saving processes to streamline your business operations and people.
A “process” is a group of workflows, automations, and elements referenced within the workflows. Elements can be items such as email, task, mail merge or other templates.
A “workflow” is a series of steps done in a certain order and assigned to specific people or teams. Each workflow step clarifies WHO does the work, HOW the work should be done efficiently, WHAT elements to use to reduce the work, and WHEN it is due.
An “automated workflow” is a workflow that does the work for you. For example, you might change data within a CRM field from the word “prospect” to “client”. Automatically, an email goes to the new client, using an email template, that welcomes them to your business. And another automated workflow sends an email to the referral source to thank them for the introduction to this new client.
As you design your processes, you want to automate as much as possible so your team’s time is spent learning new skills, providing irreplaceable client service, and working ON the business.