10 Must-Have Workflow Management Software Features
Find Your Perfect Fit: The right workflow management software should fit (or be able to be tailored to) your specific use case, unique processes, and requirements.
Team Dynamics Matter: Consider your team's way of working—workflow management tools should complement rather than disrupt your established team dynamics for optimal efficiency.
The Right Features Do Wonders: A workflow tool with the right features can transform task management into a seamless process that aligns with your team's goals.
Choosing the right workflow management software tool with features that apply to your use case is key—without them, you won’t be able to use the tool as you intend. It’s not just about checking off tasks or automating repetitive tasks (although those things are important). You need a solution that fits your team’s unique way of working.
Here are the key workflow software features to look for before making a decision on a workflow tool.
What Is Workflow Management Software?
Workflow management software is a tool that helps you automate and manage business processes. It offers features for organizing tasks, setting deadlines, and communicating with the team. You can use it to track progress, reduce manual errors and bottlenecks, and keep everyone on the same page.
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When comparing Project Management vs. Workflow Automation Software, the difference comes down to scope—project management tools focus on planning and delivering specific projects, while workflow automation is built for streamlining everyday operations and recurring processes. That said, depending on the tools you choose, there is often significant overlap between the two.
In short, workflow management software helps keep your projects organized, your team aligned, and your time better spent.
Top Workflow Management Software Features
Here are the must-have features of workflow software.
1. Task Automation
Task automation features in workflow management software take repetitive, manual tasks off your plate so you and your team can focus on more strategic work.
You set up rules and triggers to automatically execute tasks like sending reminders, updating statuses or spreadsheets, or moving tasks to the next step in a process.
This function saves time, reduces errors, and helps you maintain consistency in both simple and complex workflows.
Keep an eye out for things like customizable triggers, integration with other tools your team uses, no-code capabilities, and the ability to set conditions for when tasks should be automated.
2. Collaboration Tools
Collaboration tools help keep your team connected and aligned. They make it easy to communicate, share ideas, and work together efficiently. Common features include task comments for focused discussions, message boards for broader updates, and built-in chat and messaging systems.
This feature works in tandem with your proofing and approval processes, which let team members and stakeholders give feedback on deliverables before you move forward. Some platforms even let you turn messages into tasks with a click, which helps prevent action items from slipping through the cracks.
Collaboration features reduce miscommunication, keep everyone informed, and support goal alignment. Look for features like @mentions, file sharing, and the ability to include external collaborators.
3. Real-Time Analytics
Real-time analytics features give you instant access to project data and metrics so you can make quick, informed decisions. Your workflow software should be able to capture and process data as it's generated, so you can track progress, spot bottlenecks, and reallocate resources immediately.
This level of visibility lets you stay proactive and address issues before they escalate, and increased transparency helps you identify trends, monitor budgets, and keep your projects on track.
4. Customizable Dashboards
Customizable dashboard features in process management software let you create personalized views to monitor tasks, track progress, and manage resources. You can focus on the data that matters most by filtering relevant information like what’s pending and what’s been completed.
For you as a project manager, these dashboards serve as a central hub for information. Instead of digging through multiple reports, you get a clear overview to make faster, more informed decisions.
One essential feature is multiple view options such as Gantt charts or task lists, which make your dashboards more flexible and effective for your specific project needs.
5. Integration Capabilities
Integrations let you connect the tools you’re already using—like Google Workspace, Slack, or Trello—into one central hub. This reduces the need for manual updates and makes project management more efficient by keeping your data flowing across platforms.
Workflow integrations help you automate tasks, improve communication across teams, and keep everyone aligned. For example, you can set up an automation so that when a task is completed in your project management software, a message is instantly sent to your team’s Slack channel.
When evaluating software, check whether the tool you’re considering supports Zapier. This offers broader connectivity and built-in integrations with tools your team already uses, which saves time, reduces complexity, and helps keep your projects running smoothly.
6. Mobile Access
Mobile access via an app keeps you and your team connected to your projects from anywhere. It lets you manage tasks, update statuses, and communicate using your smartphone or tablet.
Within the app, you should be able to view dashboards, get real-time notifications, and access documents right from your device. This keeps you in the loop and makes sure your projects keep moving forward, even when you’re away from your desk.
Look for features like offline access and push notifications, which make it easier to stay productive, respond quickly, and keep your team aligned.
7. User Permissions and Access Controls
User permissions and access controls features within workflow management platforms help make sure the right people have access to the right information at the right time.
With this feature, you can assign roles with specific permissions, so team members can only view, edit, or manage areas relevant to their responsibilities. This keeps sensitive data secure while still allowing for effective collaboration.
Access control features help you delegate work confidently, knowing critical information is protected and every action is traceable to a user. When evaluating software, look for features like role-based access, audit trails, and granular permission settings.
8. Time Tracking
Time tracking features in workflow management solutions help you monitor how time is spent across tasks and projects. Team members can log their hours, which are then compiled into reports that highlight where time is going. This makes it easy to identify inefficiencies and adjust plans accordingly.
Time tracking can improve resource allocation, help estimate timelines accurately, and make sure your team stays productive without overworking. Look for options like automatic time capture, manual time entry, and integration with billing tools.
9. Reporting and Insights
Reporting and insights features in workflow automation software help with tracking project progress and smart decision-making. They let you visualize data, analyze trends, and generate reports that guide your team’s strategy. You can monitor key performance indicators (KPIs), track task completion, and spot bottlenecks before they become bigger issues.
With a bird’s-eye view of how tasks align with overall goals and access to real-time data, you can plan more strategically, anticipate challenges, and adjust as needed.
10. Workflow Visualization
Workflow visualization gives you and your team a clear view of how tasks and projects are progressing. Using visual tools like Gantt charts, Kanban boards, and timeline views, it shows who’s responsible for what and when tasks are due, which makes task management a lot easier.
You can quickly spot bottlenecks, reassign resources, and keep everyone aligned. Look for helpful sub-features like color-coded task statuses and drag-and-drop timelines.
How to Choose Workflow Management Software
Use this handy pre-purchase checklist for your evaluation and selection process to find the perfect workflow management system for your needs.
| Criteria | How to Evaluate |
|---|---|
| Scalability | Will the software grow with your business needs? |
| Integrations | Does it integrate with your existing tools? |
| Value for Money | Does the pricing align with the features provided? |
| Customizability | Can it be tailored to fit your unique workflow processes? |
| Industry-Specific Features | Does it offer features specific to your industry? |
| Ease of Use | Is the user interface intuitive and user-friendly? |
| Security Safeguards | Are robust security measures in place? |
| Support and Training | Are support and training available? |
| Mobile Accessibility | Can you access it effectively on mobile devices? |
| Reporting Capabilities | Can you generate reports that display the data you need? |
Best Workflow Management Software
Here are our top picks for the best workflow management tools:
Common Challenges in Workflow Automation
You might run into a few common challenges as you’re implementing workflow automation via your new workflow software tool.
- Integration woes: One of the biggest challenges is integrating new workflow automation tools with your existing systems. Compatibility issues can arise, which might require additional APIs or custom development work.
- Change management: Transitioning to automated processes can be a cultural shift for many organizations. Your team might resist change or fear that automation will replace their roles. Training and clear communication can alleviate fears and facilitate a smoother adoption process.
- Data security and privacy: Automation means an increased flow of data between systems, which has implications for data security and privacy. Make sure you’re complying with data protection regulations like GDPR with features like encryption.
- Customization needs: Off-the-shelf solutions may not meet your unique needs. Customization can be costly and time-consuming, so evaluate whether the automation tool allows for flexible customization to suit your specific workflow requirements.
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