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"...This is an excellent program. I'm so glad that I stumbled on to this when researching for task management programs. Very low learning curv, quite flexible, and the price is right. Tried at least 20 other programs, either too complicated, too expensive, or poor documentation..."
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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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