Every business, no matter the size or industry, relies on workflows; sequences of tasks that deliver outcomes. Over time, however, these workflows can become bloated, outdated, or riddled with inefficiencies. That’s where workflow optimisation becomes essential.
Workflow optimisation is the process of analysing, refining, and improving the way work gets done to maximise output while minimising waste.
In this blog, we explain what workflow optimisation is, why it matters, and how to implement it in practical, scalable ways to improve team productivity and project performance.
Workflow optimisation is the strategic process of improving a sequence of tasks, steps, or processes to make it more efficient, consistent, and aligned with business goals. It involves identifying bottlenecks, automating repetitive tasks, reducing handoffs, and improving visibility.
Optimisation can be applied to many areas, including:
Project management workflows such as approval processes.
Operational workflows such as procurement or employee onboarding.
Digital workflows such as service tickets or data requests.
Workflow optimisation isn’t just about efficiency, it’s about improving outcomes across the business. A well-optimised workflow:
Increases productivity by enabling more work to be completed with fewer resources.
Reduces costs by cutting delays, rework, and manual effort.
Improves quality through standardised, repeatable processes.
Speeds up delivery by removing low-value tasks and bottlenecks.
Enhances collaboration by clarifying roles, responsibilities, and communication.
Even well-designed processes can develop weak points over time. As teams grow and tools evolve, gaps, delays, and miscommunications can creep in, slowing down delivery and reducing quality.
Recognising these common workflow issues is the first step towards fixing them and creating smoother, more efficient operations.
| Issue | Effect |
|---|---|
| Manual handoffs | Slower processing and increased risk of data loss. |
| Unclear ownership | Work stalls or is duplicated. |
| Outdated tools or processes | Reduced efficiency and compatibility issues. |
| Lack of visibility | Managers can’t track or prioritise work. |
| No feedback loops | Missed opportunities for improvement. |
Improving workflows is a structured process that requires visibility, collaboration, and iteration.
Use tools such as Lucidchart, Miro, or Visio to visualise the workflow from start to finish. Identify every step, role, tool, and decision point to create a clear picture of how work currently flows.
Look for areas that create friction; delays between steps, unclear ownership, duplicate approvals, or excessive manual data entry. Speak with the people who actually perform the work to uncover practical issues that might not be visible on paper.
Determine how improvement will be measured. Common metrics include:
Time to completion.
Cost per process.
Error or rework rate.
Stakeholder satisfaction.
Simplify and streamline wherever possible. Remove redundant steps, automate repetitive actions, and reassign responsibilities for better load balancing. Ensure that the redesigned process aligns with business goals and stakeholder expectations.
Leverage workflow automation tools to eliminate manual effort and improve accuracy. Popular options include:
Microsoft Power Automate (part of Microsoft 365).
Zapier.
ServiceNow.
pmo365 workflow engine.
Kissflow, Monday.com, or Nintex.
Pilot the redesigned workflow with a small group before rolling it out organisation-wide. Collect feedback, identify remaining gaps, and refine as needed.
Once implemented, monitor workflow KPIs and performance data to ensure efficiency gains are sustained. Schedule regular retrospectives to evaluate what’s working, what isn’t, and where further optimisation can occur.
Several tools can help automate, track, and refine workflows:
Microsoft Power Platform: Automates business processes and integrates data across systems.
SharePoint Workflows: Routes documents and approvals across departments.
Smartsheet: Creates conditional workflows and captures form input.
pmo365: Built-in workflow engine for project and portfolio governance.
Airtable Automations: Triggers actions based on data inputs or predefined conditions.
Real-world exampleA finance team at a mid-sized council reduced vendor onboarding time from 12 days to just 3 by mapping the approval process, automating document collection and validation, sending real-time notifications to stakeholders, and tracking progress through a Power BI dashboard.The result: faster onboarding, fewer errors, and improved stakeholder satisfaction. |
Involve the people who actually perform the work in process redesign.
Start small, optimise one workflow before scaling across teams.
Document the new process clearly in SOPs or playbooks.
Build feedback loops into the workflow to encourage continuous improvement.
Review and update workflows quarterly to keep them relevant.
Workflow optimisation is not about doing more, it’s about doing better. By improving how tasks flow through your organisation, you save time, reduce frustration, and deliver better outcomes.
Whether you’re managing projects, operations, or approval processes, optimising workflows gives your business the agility and visibility it needs to perform at its best.
If you want better results, start by improving how the work flows.