Look for operating friction
Repeated reminders, manual handoffs, missing evidence, different versions of the same form, and decisions that disappear after meetings are strong workflow signals.
Model the states before automating them
Define the valid states, transitions, owners, inputs, approvals, exceptions, and completion evidence. Automation should enforce a clear process rather than accelerate an unclear one.
Design around the user task
Forms and applications should show only the information, controls, and context needed for the current role and state. This reduces cognitive load and prevents uncontrolled workarounds.
Connect workflow to visibility
Leaders need to see volume, cycle state, exceptions, overdue work, and bottlenecks. The management layer should summarize the workflow without replacing the task experience.