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Templates · Project planning

Free Workflow Template for Business Processes (Sheets, Excel, PDF)

A workflow template maps a business process step by step: who does what, with which inputs and tools, what they hand over and how long it takes. It is the first step to standardising or improving a process.

Written byProject management editorial team
  • Published
  • Google Sheets · Excel · PDF
workflow template

Free download · no sign-up

Get the workflow template

Pick your level and format: Google Sheets, Excel or a print-ready PDF. Spreadsheets include dropdowns, formulas and sample rows you can overwrite.

Beginner

Essential columns only, one tab. Quick to fill in.

1 tab · 6 columns

GSheetsXExcelPPDF
AdvancedMost popular

The full template with every tab, dropdowns and formulas.

1 tab · 10 columns

GSheetsXExcelPPDF
Expert

Adds a live dashboard, instructions and revision history.

1 data tab + instructions, dashboard and revision history

GSheetsXExcelPPDF

Workflow Template preview

Workflow
StepActivityOwner / roleInputOutputToolHand off toTime (hours)Approval needed?Pain points
1Receive requestCoordinatorRequest formLogged requestWrikeTeam lead0.25No
2Assess and prioritiseTeam leadLogged requestPriority and ownerWrikeSpecialist0.50NoRequests missing details
3Do the workSpecialistBriefDraftDesign toolsReviewer6No
4ReviewReviewerDraftFeedback or approvalProofing toolSpecialist / requester1YesFeedback scattered across email
5Deliver and closeCoordinatorApproved outputDelivered outputWrikeRequester0.25No

Sample rows are examples: replace them with your own.

What's included

  • Step-by-step workflow with owners, inputs, outputs, tools, handoffs, time, approvals and pain points
  • Workflow: Step, Activity, Owner / role, Input, Output, Tool, Hand off to, Time (hours), Approval needed?, Pain points

How to use the workflow template

  1. Pick one process and define where it starts and ends.
  2. List each step in order with its owner, inputs and outputs.
  3. Record tools, handoffs, time and approvals.
  4. Note pain points, delays and rework.
  5. Redesign the workflow: remove steps, automate handoffs, and agree the new process with the team.

Tips for getting the most from it

  • Map the process as it really works, not as documented.
  • Count handoffs: each one adds delay.
  • Use a swimlane diagram to visualise roles.
  • Automate repeatable steps in your work management tool.

Learn more

Frequently asked questions

What is a workflow template?

A workflow template is a table or diagram that maps the steps, owners, inputs, outputs and handoffs of a repeatable process.

Is this workflow template free?

Yes. The workflow template is free in Google Sheets, Excel and PDF.

How do I create a workflow with the workflow template?

Define the start and end, list each step with its owner, inputs and outputs, then record handoffs, time and approvals.

Can I use the workflow template for business process management?

Yes. It is a simple business process management template for documenting and improving processes.

What is the difference between a workflow template and a swimlane diagram?

A workflow template lists steps in a table; a swimlane diagram shows the same flow visually by role.

Can I use the workflow template for a project management workflow?

Yes. Map how requests become projects, how work is reviewed and how it is delivered.

How do I find bottlenecks with a workflow template?

Look for steps with long waiting times, many handoffs or frequent rework.

Can a workflow template be automated?

Yes. Once mapped, many steps can be automated in tools such as Wrike or monday.com.

What is a good level of detail for a workflow template?

Five to fifteen steps is usually enough; break larger processes into sub-processes.

Can I download the workflow template as a PDF?

Yes. Use the PDF button for a printable workflow template.

What is the difference between the beginner, advanced and expert workflow template?

The beginner workflow template keeps only the essential columns on one tab; the advanced version is the full template with every tab, dropdown and formula; the expert version adds a live dashboard, instructions and revision history.