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Project management workflow: all you need to know

NitanshLast Updated: December 23, 2022

Project management workflow is a system that helps you manage your projects by keeping them on track and organized. If you are already working with a project management tool like Flow, it’s likely that it will include some workflow. However, if are wondering what it is and why it is important, here are some tips to help you get started.

What exactly is a project management workflow?

When you are in the thick of a project, there are so many moving parts that you will never get to the end. But getting from point A to point B will be much easier if you know how to use a project management workflow and keep everything organized.

A project management workflow is a process for setting up and completing projects. It involves setting goals, objectives, and milestones, assigning tasks with due dates, checking progress often, estimating resources needed for specific tasks, scheduling when each task needs to be completed to work together in harmony, and more.

Setting goals and objectives for your project

Goals and objectives are the foundation of all projects. They help you know where your project is going and keep you on track as you work through it. Before starting a project, it’s essential to set goals and objectives, so everyone involved understands what they should work towards.

Once your goal is set, it’s time to create an action plan. The next step is completing tasks for each part of the project that will lead to our primary goal. It means breaking down our goal into smaller steps until we complete that step or objective. And then repeat this process until we reach our ultimate goal for successfully completing the project.

Identify the milestones needed to reach your goals and objectives

A milestone is an integral part of any project because it helps you track your progress and see how far along you are in reaching your goals and objectives. Milestones should be measurable to tell whether you are on track to achieve them. They should also be realistic to happen with the available resources.

Connecting milestones to reduce risks and dependencies

Connecting milestones to a timeline is one of the most powerful features of a project. By connecting a milestone to another, you can see when tasks depend on each other and what happens if they don’t get done by the right time.

A look at the redesigned Kanban Board view in Flow X.

Connecting milestones allows you to manage risk and dependencies. For example, if you have an important meeting scheduled for Friday but are yet to determine how much time it will take to get there or back from your office, then connecting this task with the event itself will show all that information in one spot. It helps you be more efficient and ensure everything runs smoothly during busy days at work.

Create a timeline for the project

A project timeline is a tool for better planning and organizing. It helps you see what needs to be done when it needs to be done, and how much time is required for each step of your project. Creating a timeline will help you stay on track with your project.

Timelines are also critical when managing your project budget because they show where money has been spent and where it still needs to be spent. Timelines help track progress so that if something goes wrong or takes too long, you can adjust accordingly and maintain control over the process and other stakeholders involved.

Estimating resources and scheduling tasks

You’ve also got to plan your resources and tasks, which is a fancy way of saying you need to know how much time each task will take. That’s why project managers need to know their team members’ availability and abilities.

You can use the resource-estimating technique called Work Breakdown Structure (WBS) when planning your tasks. It involves breaking each project into smaller pieces so that you can estimate the time needed for each piece based on its complexity.

Read: Project management terms: an A to Z guide of project management terminology

Once you know how long each task will take, it’s time to schedule them. To do this efficiently and effectively, consider using Microsoft Project or another online scheduling tool with built-in calendar functions that allow easy scheduling across different departments or teams.

Assigning tasks to team members

After you hand off the project plan to your team, you will need to assign tasks to each member. Tasks should be allocated in a way that allows for flexible completion dates. Even if a task must be completed by a certain date, it may take time for the team member to complete it.

It will help if you track who is working on what and how much progress they make on their assignments. It will help ensure that everyone stays accountable and on task. Otherwise, there could be serious consequences for missing deadlines or not meeting expectations.

Checking progress regularly

It’s essential to check in on your project regularly. How often you check-in depends on the size and scope of your project, as well as how much progress has been made. You may check progress at least once every two weeks or once a week if things are going smoothly.

You should also ensure that everyone involved with the project knows they’ll be held accountable for their responsibilities. It means you should review any outstanding tasks and ensure they’re being completed successfully before moving forward with other parts of the process.

If there are problems with a specific task or section of work, feel free to inform everyone involved so they can fix them immediately.

A Project management workflow with the right tasks helps you reach your goals better

A project management workflow is a simple way to organize your tasks. The right tasks will help you reach your goals, so ensure you’re using the best strategies for organizing them.

When it comes to managing your tasks, sometimes it can take time to figure out where to start. Keeping track of all the details and deadlines can be overwhelming, so many choose to use something other than project management tools.

However, if you use a clear workflow to manage your projects, even complex projects will become manageable quickly and easily, even if they involve huge amounts of work. A good workflow helps people get from point A (starting) through point Z (completion).


No matter what type of project you’re working on, there are a few key steps you can take to make sure it stays on track. These include creating an action plan and identifying any potential risks or issues that could arise during your project so that you can deal with them before they become serious problems. Having a good idea about what needs to happen at each stage for everything else to run smoothly will allow you to effectively manage your workload and ensure everything goes according to plan.

And if you have not used Flow, then then this is the best way to manage your workflows and see them in one place. It is free for 30 days, just sign up and ensure that you focus on getting the work done and not organizing it.

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