Workflow Template

About the Workflow Template

The digital world requires collaboration, and better collaboration leads to better results. When it comes to setting up a collaborative workflow, it is necessary to create a simple way to manage the process and iterate faster without any constraints.

Miro's workflow template makes this easy — that's why project managers, designers, and marketers use this template to align on processes and improve efficiency when executing projects.

What is a workflow template?

A workflow template is a project management tool that allows you to sketch out steps, resources, timelines, and roles necessary to complete a project.

It can be used on any multi-step project, whether it’s a business process or design project. It's ideal for plotting out actions to achieve a goal and organizing a timeline to complete those actions.

How to use the workflow template

Miro's workflow process template is divided into 4 sections:

• On Hold

• In Progress

• Needs Review

• Approved

Individual workflow steps are created and placed into the appropriate section, where they’ll be assigned to the right team member. From there, it’s just a matter of moving tasks through the workflow process as they’re completed.

5 key components of a workflow process

The workflow template can be customized to suit any project's particular process or needs, but generally will involve the following basic components. We’ve listed questions that you should ask yourself along the way as you're setting up the workflow chart template:

1. Stakeholders

Who are the stakeholders? It’s important for the whole team to understand their roles before you begin production. Define your stakeholders and lay out the scope of their role. Who are the gatekeepers? Who owns the review cycle? Who steps in if there’s a bottleneck?

2. Brainstorming

How do you brainstorm ideas? Where does content come from? If you’re working on a marketing or design team, or if you’re producing a TV show, podcast, or any other creative endeavor, it’s crucial to decide on the format of brainstorming sessions on the outset. It’s also helpful to figure out where you store your ideas, who compiles them, and who makes editorial decisions.

3. Timeline

What is your timeline? Sketch out your key milestones and make a timeline as a rough overview for a given project. Make note of any reviews that must occur and the deadlines for each review. Create checklists for each milestone so you know when you’re ready to go on to the next one.

4. Communication

How will you communicate with the team? Will you have weekly check-in meetings? Who needs to be involved in those meetings? Would it be better to send out a weekly email update? Decide on a game plan, but you can always iterate later.

5. Resources

What resources do you need to succeed? Resources can include tools, cross-functional partners, budget, and other needs.

Is the workflow digestible and scalable? Review your workflow periodically. Make sure everything is up-to-date and that the workflow can scale with your business. Incorporate any feedback from new hires who may have been trained on the workflow.

Benefits of using a workflow process template

Miro's workflow template is a great way to keep everyone aligned and aware of what needs approval and what is ready for production. Here are a few of the main benefits for setting it up for your team:

Collaborate effectively

Project management is a messy, complicated process. It can be difficult for stakeholders to know their roles and responsibilities — and where they overlap and collide. A good production workflow reduces uncertainty. When in doubt, your team and cross-functional partners can refer to the workflow template to understand your next step.

Train new hires

Having a documented workflow makes it easier to train new hires. Instead of having to remember each step in a complex production process, you can walk your new hire through the process as outlined on the template. This ensures consistency in your training and allows new hires to hit the ground running.

Find flaws in your processes

Mapping a process is an opportunity to understand the flaws in your processes. Are there gaps? Do you need more resources? Is there a bottleneck? Mapping out your production flow from start to finish is the best way to get a sense of your team’s needs. 

Scale your processes

Production workflows help you scale. When processes live in your team’s head, it can be difficult to secure resources, get buy-in, or hire new employees. Laying out a workflow makes it easier to grow your company as you build.

Discover more workflow diagram examples and move your projects further.