Workflow, project, teamwork, collaboration - these are just a few terms that are often used together and interchangeably. Quite often, workflow and project are also used as synonyms. However, even though workflows and projects have a lot in common, there are also differences between them. These differences naturally also affect their respective administration and therefore the workflow management software and project management software used.
When searching for a suitable system for use in your company, it helps to know these differences so that you can choose the right tool.
What is project management?
Project management, as the name suggests, is the management of projects. A project is a unique business process or a one-time undertaking with a defined starting point and a project goal. Projects can typically be construction projects, but also, for example, research projects, product developments, renovations, or IT projects. This list could be extended indefinitely. Projects can vary in size and scope. What all projects have in common is that there are specific roles and phases within a project.
These roles include, among others, the project sponsor, project manager, project team members, project controllers, and depending on the project, activity-based roles such as architects. The phases of a project can be divided into project initiation, project planning, project execution, project controlling, and project completion.
Project management software is designed to support project management and the team in organizing the project, coordinating activities, and collaborating. As a rule, project management software maps a wide variety of management methods (Gantt chart, network planning technique, etc.).
A good example of a project is building a house. It is planned in every detail. The various trades implement the plans on the construction site. At a certain point, the construction is completed and officially accepted. The residents move into the house. The construction of this one specific house is a one-time event. The next building project is a new project with its own requirements and plans.
What is workflow management?
A workflow is a process plan for an activity or tasks within a business process, with a beginning and an end and a defined sequence of individual steps in between. Workflow management therefore refers to the management of individual workflows as well as their creation, simulation, control, and monitoring.
The goal of workflow management is to digitally map and automate repeatable tasks and processes. In addition, workflow management coordinates the clerks or teams responsible for processing tasks. As a rule, the quality of processes improves and processing time decreases through automation.
A typical example of a workflow is a vacation request. An employee starts this process by submitting a vacation request. The request is reviewed and either approved or rejected. Depending on the triggered step, the next workflow step is initiated until the end of the workflow is reached.
What is the difference between workflow management and project management?
Workflow management and project management both involve defining and completing tasks. The difference between the two systems lies in the way tasks are carried out and in how often they occur. Each project is unique in itself. A workflow is a recurring work process with defined steps.
Processes and tasks that can be mapped through workflows exist in practically every company, regardless of size or industry. Once established, a workflow can continue to run automatically without problems, even when staff changes occur, provided that substitution rules and similar settings are configured accordingly. Within a project, it is often difficult to compensate for absences and the associated “knowledge.”
Table: Comparison of workflow management and project management
| Workflow Management | Project Management | |
| Automation of tasks in processes | Yes | No |
| Recurring processes | Yes | No |
| One-time process | No | Yes |
| Defined sequence of steps | Yes | No |
| Measurement of results | Based on completion | Based on duration |
| Requirement | Permanent | Temporary, project-related |
| Areas of application | Entire company | Project teams |
Conclusion
Project management primarily deals with the management of project activities on an individual basis until the project is completed. Projects are one-time events with a defined start and end point. Workflow management software is geared toward the optimization, administration, and automation of recurring work processes.
Both workflow management and project management offer benefits for companies. The important thing is simply to choose the right solution for the specific requirement.