You can build the most powerful workflow in the world, but if users find it confusing, they will avoid it at all costs.
One thing I have learned is that workflow adoption is not just about automation. It’s about creating an experience that’s simple, clear, and easy to follow for all users.
Here are a few WWDD tips I use to make workflows more user-friendly from the start.
💧 Stop over-automating your first workflow.
It’s tempting to account for every approval path and every “what if” scenario before launching.
Instead, start with the 80% use case.
Launch it, Get feedback, Improve it over time.
You will end up with a workflow that actually solves real problems instead of one that’s too complicated to maintain.
💧 Name your workflows like a human, not a system.
The workflow name is usually the first thing a user sees.
Names like:
“Employee Reimbursement – Finance Use Only – v3 FINAL” don’t tell users what they actually need to do.
Instead, use names that start with an action:
- Submit an Expense Reimbursement
- Request Time Off
- New Employee Onboarding
If users understand it at a glance, they are much more likely to use it.
💧 If users are confused, your workflow is talking too much.
Long instructions don’t always make workflows easier.
Instead, focus on:
- short field labels
- clear section headers
- simple helper text
If you find yourself explaining the form during every training session, it’s probably time to simplify it.
🤔 What Would Danielle Do?
Keep the user’s experience at the center of every workflow.
Simple names, clear instructions, and thoughtful design will always outperform a workflow that’s overloaded with options and complexity.