When a project is in its early stages, information is collected to determine its parameters and desired outcome.
The different types of workflow tasks are organized by the stage a project is in. Workflow tasks are generally organized according to what needs to be done for the project, including design, data commitment, implementation, QA and testing, and completion. Project management software helps you identify what stage a project is in, what tasks need to be completed, who is responsible for certain tasks in the workflow, and how the delivery process will take place.
Design and presentation are usually the first set of tasks in the workflow. When a project is in its early stages, information is collected to determine its parameters and what the desired outcome is. Specifications and options are explored at this point. An example would be the sale of voice and data telephone lines.
In this scenario, an account executive or sales representative would work with the customer to determine what type of service they might be looking for. The sales rep would then negotiate certain types of products that meet the customer’s needs and create a data sheet with those specifications. An order becomes a project that is turned over to a service and fulfillment team that verifies the information and handles the technical aspects of the order.
The second stage of workflow tasks is sometimes known as confirmation or data specification. Project requests are reviewed to ensure they meet company guidelines and implementation requirements. For example, if a client requests a service that is not available in her area, the project cannot proceed. In some projects, customer contact and billing information may be verified to facilitate the implementation process, which may involve the cooperation of third-party vendors.
Implementation involves working with a variety of departments and individual contacts who are responsible for the different details of the project. During this stage, monitoring is usually carried out to ensure that key dates are met. Escalation and troubleshooting among the various people involved may be necessary to resolve issues that may be holding up the project.
Another type of workflow task is testing and QA. Once the details of the project are completed, tests are usually done to ensure that everything is in order. In the example of a voice phone line, once the service has been installed, the customer and providers test the line to make sure it works as specified.
The project completion stage is also considered a workflow task. Reports can be written during this time, as well as an analysis of what went well. Suggestions for improvements can also be made during finalization. The project is usually marked complete after successfully passing the test.