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What are Sequential Workflows, and How They Transform Business Processes?

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Sequential workflows are strict, pre-defined processes that complete tasks in a specific sequence. This workflow model is useful for businesses that want to simplify their processes, automate repetitive tasks, and avoid mistakes. Moreover, uniformity in processes also improves productivity, work quality, and time management.

If your organization also wants to benefit from sequential workflows, you are reading the right thing. In this guide, we will uncover all about the sequential workflow, covering its basics, components, types, benefits, and more.

What are Sequential Workflows?

Sequential workflows or processes refer to the completion of tasks one after the other in a sequence. Each task must be finished before the next one can begin. There is no overlap in tasks, as each task executes only if the previous one is completed.

For example, consider the process of loan application approval. It is a sequential workflow that involves a series of steps that execute in a specific order. They include application submission > initial review > credit check > underwriting > approval/denial > notification. Each step must be completed before moving on to the next.

Sequential workflows are highly effective when the tasks to be performed are standardized. It brings uniformity, automation, and reduces the chances of mistakes.

Key Components of Sequential Workflows

Sequential workflows have some unique components compared to other workflows. Some of the key ones are as follows:

Dependent Tasks

Tasks are closely linked in sequential workflows. Each one depends on the completion of its predecessor. This interdependence ensures that no task is overlooked or executed simultaneously. This structured sequence guarantees that the necessary conditions are met before advancing to the next task.

Linear Structure

Sequential workflows are designed to follow a clear, linear path. The workflow progresses through defined stages in a step-by-step manner. Each task must be completed before the next one begins, which creates a highly organized and straightforward process that is easy to navigate.

Defined Start and End Points

Sequential workflows have clear start and end points. You know exactly where to start and when to end. This leads to transparency and shared understanding of the timeline.

Predictable Outcomes

The inherent linearity of these workflows makes them predictable. You can easily predict what's the next task or potential delays, which enhances visibility and accountability.

Types of Sequential Workflows

There are three main types of sequential workflows, as follows:

Sequential Workflow

A sequential workflow is a simple flowchart where tasks progress in a linear sequential order. Each task begins only after the previous one has been completed.

For example, consider a product manufacturing process where the workflow starts with raw material acquisition, followed by production, quality inspection, packaging, and shipping.

State Machine Workflow

State machine workflow is an advanced form of sequential workflow that follows a 'state-transition' model for its operation. In this workflow, every task is considered as a state and each state can have multiple transitions based on different triggers or conditions. The workflow progresses from one state to another based on specific decisions or outcomes.

For example, consider a customer support ticketing system where the workflow starts in the "New" state when a customer submits a support ticket. Afterward, it transitions to different states based on the actions taken, such as Assigned, In Progress, On Hold, Resolved, and Closed.

Rule-Based Workflow

Rule-based workflow is a workflow that is driven by rules. In this workflow, the tasks have to follow certain rules or conditions. The task progression is dependent on decision making based on the situation or data flow.

For example, consider the invoice processing system. When an invoice is received, it is validated based on predefined rules. Afterward, it is either approved or rejected. If approved, the invoice is processed for the payment.

When to Use Sequential Workflows?

Sequential workflows are useful whenever tasks have dependency on other tasks. Some of the common use scenarios of sequential workflows include:

  • Account opening
  • Approval processes
  • Project management
  • Quality control processes
  • Training programs
  • Handling customer support queries

Using sequential workflows in all the above processes can maintain clarity/transparency and minimize the chances of mistakes.

Benefits of Sequential Workflows for Businesses

Sequential workflows are useful for businesses that want to enhance efficiency and productivity. Some of the key benefits of sequential workflows include:

  • Structured Workflows: It provides clear, structured workflows that are easy to understand and follow.
  • Error Management: It helps manage errors effectively. The errors are handled before moving on to the next step.
  • Productivity: When processes are straightforward, it improves the productivity of employees. They don't have to brainstorm how to proceed with each task.
  • Improved Quality: It contributes to improved quality due to thorough review and validation at each stage.
  • Better Accountability: It brings clarity to processes, which leads to better accountability and a sense of responsibility.
  • Easier Onboarding: It makes it easier to train and onboard new team members due to clear straightforward processes.

In short, sequential workflows simplify the execution, improve quality/transparency, and enhance productivity.

Sequential vs Parallel Workflows: What's the Difference?

Sequential and parallel workflows are two popular workflows used in business processes. Each workflow serves different operational needs.

Sequential workflows are dependent tasks and new tasks cannot start until the previous one is complete. Parallel workflows are not dependent and tasks can execute in parallel.

The key differences between the two are as follows:

  • Execution Flow: Sequential workflows complete tasks in a specific order, with each step dependent on the completion of the previous one. In contrast, parallel workflows execute multiple tasks simultaneously.
  • Task Dependencies: Each task is dependent on its previous task in sequential workflows, while there is no dependency of tasks in parallel workflows.
  • Execution Time: Sequential workflows are slower due to linear progression, while parallel workflows are faster due to concurrent tasks in action.
  • Management: Sequential tasks are easier to manage due to a straightforward approach, while parallel tasks are complex and often divided into teams.

In short, sequential workflows are useful for processes that require a clear, step-by-step approach, such as project management, customer support queries, etc. On the other hand, parallel workflows are useful for larger projects that require simultaneous task execution, such as software development, marketing campaigns, etc.

Wrapping Up

Sequential workflows provide an exact order of execution of tasks where each task is completed before the next one begins. These workflows are effective in business processes where task dependencies are critical. They are useful in approval, quality control, customer support, and similar other processes. Therefore, evaluate your process requirements and decide if a sequential workflow is the best fit for your needs.