What is the workflow system, the key to business improvement?


In today's business world, streamlining business processes is essential for companies to remain competitive and grow. The challenge facing many companies is finding ways to respond quickly and efficiently to increasingly complex business processes.

The important role here is “workflow” concept. Workflow is a systematic set of steps that lead work to results, and it greatly contributes to streamlining work, improving productivity, and reducing costs.

In this article, we'll start with the basic concepts of workflow and focus on why workflow management is the key to business improvement and how you can achieve it.

This article aims to provide valuable insight and practical guidance as you consider operational improvement efforts in modern companies.


Basic understanding of workflow systems

What is workflow? Basic concepts and their purpose

A workflow is a framework for organizing the flow and procedures of tasks in a business or project, and executing them efficiently.

Defining a workflow makes each step of a job clear, making execution more consistent and efficient.The main purpose of workflow is to increase the transparency of work and to streamline and optimize processes.

This includes automating tasks, reducing errors, improving communication, and more. By properly managing workflows, companies can increase accuracy and productivity.

History and evolution of workflow

Although the concept of workflow has its origins in the era of the Industrial Revolution, modern forms of workflow management have evolved along with advances in information technology.

Early workflow systems were primarily paper-based, making it difficult to track and manage processes. However, with the advent of computers and digital technology, workflows have changed dramatically. In the 1980s, workflow management was further refined with the new concept of business process management (BPM).

With the spread of the Internet, workflow systems can now be provided cloud-based, enabling real-time process management and collaboration.

Main features of workflow

A workflow system is a multi-functional tool that makes business more efficient and transparent. The main features include:

  1. input form design: A function to create input forms used for applications, etc. Multiple formats are available, and there are also tools that can import and process existing forms.
  2. Flow definition function: A function to set the order of workflow applications and approvals (approvals). You can create flows with intuitive operations and can respond flexibly to organizational changes.
  3. Application/approval function: This is a typical function of a workflow system.The applicant uses this function to submit an application, and the approver checks the content and approves, rejects, or sends it back. Using this feature will make the entire process more efficient.
  4. Notification function: This function notifies related parties of the application and approval status. You can notify the applicant when the application is approved, or send a reminder to the approver if the approval is delayed.
  5. Other system cooperation function: It is possible to link with other systems such as attendance management, expense settlement, and accounting. There are also products that can be seamlessly linked using APIs and can input and output data using CSV files, etc.

By properly utilizing these functions, you can expect greater efficiency and transparency in your operations, smoother workflows, and improved productivity.

How to improve internal operations and utilize workflow

Improving the efficiency of application, approval, and approval operations

Utilizing a workflow system streamlines the process of approval, approval, and application management.Digitization eliminates the need for paper documents and increases the speed and transparency of processes.

Approvers can access, approve or reject applications online from anywhere. This reduces application delays.

Depending on the workflow system, it is possible to respond flexibly, such as by setting up proxy approval in the absence of the approver, which can prevent delays in work.

Improve business processes with data visualization

Improving business processes using data visualization plays a very important role in modern business.

Workflow systems can graphically display the progress and status of work in real time.This visualization allows managers and team members to understand at a glance which stage of the process is having problems and which operations are being held up.Additionally, by analyzing the time and resource usage of each step in the workflow, you can identify inefficiencies and take corrective action.

This approach allows organizations to make data-driven decisions and drive process improvements. By leveraging data visualization, business processes become more transparent and enable continuous improvement cycles. This increases productivity and efficiency across the organization, ultimately leading to better business outcomes.

Specific examples of various tasks using workflow

Example of workflow usage in human resources/labor management

In human resources and labor management, workflow systems streamline many processes. For example, employee onboarding and exit procedures, annual paid leave requests and management, payroll calculations, performance review processes, etc. will be automated. Workflow systems digitize these processes, simplifying approval flows and reducing the chance of errors.

Examples of workflow usage in sales

Utilizing workflows in sales departments can help make sales processes more efficient and transparent. Workflow systems automate tasks such as managing customer information, creating quotes, processing orders, and issuing and tracking invoices.

This way, sales teams can analyze customer data in real-time and develop more effective sales strategies. Automated approval processes also speed up proposal and contract approvals, helping to shorten sales cycles.

Example of workflow usage in accounting

The use of workflow in the accounting department greatly contributes to improving the efficiency and transparency of financial operations. Workflow systems automate processes such as processing invoices, expense reporting, payment approvals, and creating financial reports. This reduces the risk of manual errors and makes accounting processes faster and more accurate.

Additionally, real-time financial data and analytics enable accounting teams to more effectively manage budgets and make financial decisions. Workflow transparency also makes it easier to comply with audits and regulations.

How to choose a workflow product

Advantages and disadvantages you should know before implementing it

The benefits of implementing a workflow product include streamlining operations, reducing errors, and increasing transparency. However, implementation requires an initial investment and may require employee training and system customization. Additionally, choosing a product that does not meet your company's specific needs may not produce the desired results.

Points to consider when choosing a workflow product

When choosing a workflow product, it is important to consider the following points:

  1. Functionality and customization: Can it be customized to meet a company's specific needs?
  2. usability: Is the interface intuitive and easy to use?
  3. Integrity: Is it easy to integrate with existing systems and software?
  4. Scalability: Can it be expanded as the company grows?
  5. support and training: Will adequate support and training be provided for product implementation and use?
  6. cost: Are the initial installation costs and operational costs within the budget?
  7. Security: Are data protection and security measures in place?

Considering these points will help you choose the workflow product that best fits your company's needs.

Utilize workflows built into groupware

Many groupware products are equipped with workflow functions, and document approval, task assignment, notification and alert functions are streamlined by the collaboration of groupware and workflow. When introducing workflow for the first time, one option is to select a groupware product.

Transform your workflow with technology

The future of workflow and innovation

The future of workflow is highly dependent on innovation and technological advances. Advances in AI and machine learning will enable more efficient and smarter workflows.

These technologies go beyond simple automation to predict, optimize, and personalize processes.Innovation improves work accuracy, enhances decision-making processes, and improves business agility. As a result, companies are expected to be able to respond to market changes more quickly and effectively.

Next generation workflow strategy

Next-generation workflow strategies are focused on technology and changing the way humans work.Data-driven decision-making is at the center of things, and businesses are striving for more efficient and smarter workflows.

Advances in AI and machine learning are increasingly automating and optimizing operations, making processes predictable and personalized. Additionally, in order to quickly respond to changing business environments, it is important to adopt flexible and scalable systems.

Optimizing human-machine collaboration is expected to enable effective workflow management and improve overall business outcomes.


This article focuses on the importance and evolution of workflow in modern business and how to effectively manage it.

Starting with an explanation of the basic concept of workflow, we introduced its historical evolution, main functions, and examples of its use in various operations. In addition, we discuss key points on how to choose a workflow product and delve into how technology can transform workflows, especially the future, innovation, and next-generation strategies.

Our goal is for this article to provide valuable insight and practical guidance for business improvement efforts in modern enterprises.