Begin with four clear states
A small workflow might use “ready”, “in progress”, “waiting” and “complete”. Ready means the outcome and necessary information are known. In progress indicates work has actually begun. Waiting needs a named prerequisite; complete requires an available result meeting the agreement.
These labels are an example, not a compulsory list. Where formal review is required, a separate review state may help. Add it only if it leads to a different action or owner. Two nearly synonymous states create questions rather than extra accuracy.
Test a transition with a real case
Take a current task and classify it together. A file has been created but not checked: is the task complete or awaiting approval? The answer depends on your agreed definition of its outcome. Record that definition briefly.
Also check who should change the status. If only the reviewer confirms completion, make that visible in the workflow. An automatic indicator or coloured column does not replace the agreement. Technical settings can support the rule but cannot decide it for the team.
Give waiting states a next action
A waiting item without a reason and next review point is easily overlooked. Record which figure is missing, who supplies it and when someone will follow up. This distinguishes justified waiting from something simply forgotten.
After a few weeks, review the states against actual confusion. Remove terms nobody uses differently. Do not add more colors solely for exceptions that a note can explain. A short shared workflow is easier to maintain than a detailed system whose transitions nobody applies consistently during normal work or when covering an absent colleague.
