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How to Leverage Design Workflow Tools

How to Leverage Design Workflow Tools

Learn how to leverage design workflow tools.

4 min read


Mateo Bilbao


How to Leverage Design Workflow Tools

Information about the writer

Sales & Marketing head at Scalestack

It is an essential part of a business to know how to design workflow in a way that helps the business systems and ways to maximize the potential of the company. Counting on resourceful tools to carry out this process is elemental. This article will discuss how to leverage the use of these design tools so you can implement them in your organization.

What is Design Workflow

Design workflow is the visual description of the steps that are involved in a workflow process from its start to the finish line. Each task is arranged sequentially in a standard workflow, which makes it easy to see how the data moves from step to step.

Design Workflow

If you are wondering what would be the perfect way to design workflows, you should know that there is not one single answer; it depends on many factors within the ongoing business. Nevertheless, for starters, paper or whiteboards are good for starting out the planning, but if you intend to actually run the workflow, then you are going to need something more robust and resourceful than a clean sheet of paper and a good mood. Usually, the smartest decision to make is to invest in a workflow design tool.

Process design tools make it faster and more effective to capture all the necessary elements in a process that you require so you can see exactly how a new or current workflow should be working

Workflow Design Tools: their function

It is possible to choose from a wide range of design tools, ranging from simple single-function devices to integrated workflow mapping tools. However, in every single case, the goal of these programs is to drive business efficiency, whatever that takes.

There are many ways in which you can put these programs to work. Here are some of the most common activities that a design tool does. Firstly, it is capable of pinpointing and eliminating redundant or low-quality tasks in a specific procedure.

Design Tools

In second place, it is able to carry out improvements. It does it by identifying workflow breakdowns or bottlenecks and recognizing the mistakes in a particular stage. Then, they can also document standardized procedures to make sure that they are performed the same way every single time. It is true that even the simplest design workflow tools offer a methodical way to manage and optimize repeatable workflows.

They intend to improve performance outcomes. It does not matter if a process is geared toward generating value for the clients through efficient customer support or upholding the internal systems of your organization through effective talent recruitment, or anything else that you might think of. These tools will be likely to achieve what you tell them to achieve.

7 things every workflow design tool should come with

In this section, we will mention some indispensable things that an effective design workflow tool should count on.

Copy, export, and share

Applicating workflow design is just as important as the creation of it. Towards this end, efficient workflow design tools offer capabilities such as copy, export, and share. There are times when you need to duplicate an existing workflow with small changes for another department, or you wish to display the data that you have collected. These traits make it much more accessible the more reliant you get on these kinds of automated processes.


It can happen that sometimes a few tasks can be grouped together in a sub-workflow for better organization, within the same workflow system. When design tools like these ones allow you to create sub-workflows you should take advantage of them because they enable simplification, flexibility, and better testing for bottlenecks and mistakes.

Business rules

Business rules are required in order to ensure consistency and efficiency in workflows as much as in every other business task. Try to come up with both simple and complex business rules that make your employees and your systems better and more productive. It is important that before implementing the rules, you consult them with your teams so it is clear to everyone how things are going to be in your business from now on.


Task assigning

The ability to assign tasks is a key element. This thing improves accountability and transparency by the time that the workflow is being executed. Task assigning also contributes toward greater clarity when operating your company. However, task assigning can get complicated in larger organizations.

Think of what could happen if you always want someone’s manager to approve a particular task, or if you intend to pull out an approver based on a unique chart or some formula. Events like these happen regularly in business and it is not easy to handle them all under the same laws. That is why this should be built into your workflow design tool.


The best workflows are collaborative among teams. The design workflow tool that you choose should facilitate inputs from everyone involved in the tasks. Collaborating with each other helps create a complete picture rather than a limited one, which could lead to a decrease in efficiency and in the results of your company.

Varied workflow types

A typical organization usually has a combination of sequential (tasks are performed one after another) and parallel (tasks can happen simultaneously and not linearly) workflows. The right workflow design software will allow you to be able to create all types of workflows with the same level of ease.

Reminders and custom notifications

Reminders and notifications are vital to minimize delays and bottlenecks, for example. Design workflow tools should have features that allow you to add reminders and customize the type of notifications received. This thing has the potential of being quite effective to execute workflows within desired timelines.

Bottom line

Now you know how to leverage design workflow tools. Now you have the knowledge to manage these programs and to go into the market and start looking for an offer that provides you with a tool that has all the basic requirements that you are going to need in order to improve your workflow processes and the overall results of your business.