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What is workflow analysis? | The JotForm Blog



What is workflow analysis? | The JotForm Blog
There's a reason why workflows aren't chiseled in stone and are often created with sticky notes or user-friendly software. As business processes change, so do workflows. Analysis is critical in ensuring workflows continue to improve efficiency and reduce costs in the organization, even as ...


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Workflow analysis

Workflow analysis has 3 goals:

  • To document and represent the workflows.
  • To improve an existing workflow that is problematic.
  • To optimize a smoothly operating workflow with automation.

When you start analyzing your workflows, you need to consider the business process, the data attached to it, timeframe, and frequency.



Analyzing new workflows

When you start to analyze the workflow for an existing process that hasn't been documented, your primary goal is to portray it using either multiple sticky notes or a workflow management software program.

  • Early in the workflow creation process, you will spot the gaps and inefficiencies in a workflow.
  • When the draft is sent to legal for review, ensure to assign ownership of the task to one person, then set up automated reminders for them to follow up.


Improving sticky workflows

Once you've implemented your workflow, continue to analyze your process to see how effective it is. Metics to look at:

  • How often the workflow is initiated
  • How often it's completed
  • How long it takes to perform tasks in the workflow
  • How many times tasks are rejected or returned for further review.
  • Analyze bottlenecks in your workflows.


Optimizing smooth workflows

Look at ways you can improve good processes.

To optimize the workflow, use the data you collected at the beginning about how long a task should take vs. how long it actually takes and other ways to measure success or failure.
Model new workflows with the improvements you want to make to estimate the impact of the outcome.



Use of a Personal SWOT Analysis

Use of a Personal SWOT Analysis

Your Personal ...





... Analysis is a great tool to assess yourself in order ...

4 Steps to do your SWOT analysis

  1. List down the “strengths”. Knowing these will help you to be more confident in an interview or when looking for a job promotion.
  2. Know your “weaknesses”.  Identifying weaknesses is the best way to improve them.
  3. Find matching “opportunities”. Opportunities come in different shapes and forms. Sometimes opportunities past by you without you even noticing them.
  4. Be aware of “threats”. Identify competition, new technologies, personal traits or obstacles.

What makes you stand out? "Strengths"

  • What are the professional qualifications/certifications you have?
  • Can your expertise in some area make a difference to the organization?
  • What projects/campaigns have you completed successfully?
  • Do you have powerful industry contacts?
  • What other skills make you stand out from the rest?

What do others think as your strengths?

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Paradox of Choice

Paradox of Choice
It means that while increased choice allows us to achieve objectively better results, it also leads to greater anxiety, indecision, paralysis, and dissatisfaction.

Overthinking lowers your performance

Our working memory is what allows us to focus on the information we need to get things done at the moment we’re doing them. It is also in limited supply. You can think of it like our brain’s computer memory. Once it’s used up, nothing more can fit in.

When you overanalyze a situation, the repetitive thoughts, anxiety, and self-doubt decrease the amount of working memory you have available to complete challenging tasks, causing your productivity to plummet.

Overthinking kills your creativity

A recent Stanford study suggests that over-thinking not only impedes our ability to perform cognitive tasks but keeps us from reaching our creative potential as well.

Zen to Done (ZTD)

It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time. 

The Minimalist Habits of Zen to Done

  • Collect: Get ideas and to-dos out of your brain and onto a list.
  • Process: Review your list daily and decide how to act on each item.
  • Plan: Pick a few high priority items to accomplish each week and every day.
  • Do: Schedule time to accomplish your selected to-dos without interruptions.

The Collect Habit

To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list. 

Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.