When Workflows Don't Work

The Silent Killer of Productivity...Broken Workflows

For many teams, Jira workflows don’t actually increase productivity. Sure, workflows are supposed to make things easier, but often they do the opposite, and totally miss the point. So, let's dive in and take a look at what you can do to design workflows that don't cause sky-high blood pressure.

Why Do Workflows Exist in the First Place?

The purpose of a Jira workflow is simple:

• Map how work moves from “to-do” → “done
• Create visibility into progress
• To enforce standards, approvals, and controls so nothing slips through unchecked.

That’s it! Workflows exist to help teams stay aligned, not trap you in endless loops of “In Review,” “Pending,” “Waiting for Approval,” and a dozen other steps that can kill your team's momentum.

The Benefits of Workflows (When They're Done Right)

Workflows can actually be your best friend when they’re designed with intent. The right workflow delivers:

• Process Quality: Every piece of work goes through the right steps, so errors don’t get passed downstream.
• Approvals & Accountability: Critical items don’t move forward until the right person signs off. No more “who approved this?” fire drills.
• Consistency Across Teams: Everyone follows the same playbook, which means less confusion and fewer surprises.
• Compliance & Control: Audit trails are built-in. You can prove that work was reviewed, approved, and delivered according to standards.
• Visibility for Leaders: Workflows show exactly where things stand, which helps leaders make better decisions and remove roadblocks.

When done right, workflows give you speed and control at the same time.

What Makes a High-Functioning Workflow?

The best workflows share a few common traits:

• Lean: Only as many steps as absolutely necessary.
• Clear: Everyone knows what each status means.
• Automated: Repetitive steps are handled by the system, not people.
• Controlled: Approvals are baked in where they matter most, not slapped on everywhere.
• Flexible: Teams can adapt without breaking the process.

When done right, workflows give you speed and control at the same time.

If your Jira workflows feel broken, fractured, or just plain frustrating, contact Summit HQ to get your workflows operating at peak efficiency. We design workflows so teams can focus on work, letting the system takes care of process quality, approvals, and controls in the background.