10 Best Workflow Apps To Organize Your Projects & Teams In 2023

Wrike is a flexible project management tool that allows you to create custom dashboards and workflows to suit your specific needs.

Why I picked Wrike: It has solutions for teams throughout the organization and it offers customizable templates for various project needs, including event management, content creation, and go-to-market initiatives.

Creating projects and breaking them down into smaller tasks is easy. As the tool updates everything in real-time, you can see potential roadblocks as they occur. You can view these projects in Gantt charts and Kanban boards.

Wrike Standout Features & Integrations

Features include personalized app experience via AI Work Intelligence, shareable dashboards, interactive workflow views, user and team workload management functionality, account-wide work schedules, and more.

Integrations include Slack, salesforce, Adobe Creative Cloud, Microsoft Teams, Miro, Tableau, Zoom, Google Drive, and Box. Additionally, they have a well-documented API that can help your IT team build custom integrations with your current tools.

Monday.com is a flexible platform that lets you create workflows that meet various needs—from project management to sales or software development.

Why I picked monday.com: Boards are central to the tool. These are spreadsheet-like documents that allow you to create almost any data input. You can create tasks, set statuses and priorities, add tags, attach files, and assign tasks to users. You can then view these sheets in Kanban, Gantt, timeline, or calendar views.

The flexibility of the entries means it's possible to create workflows for anything from a task management tool to a CRM. And if you don’t want to start from scratch, the tool also offers a large library of templates you can use to start out.

monday.com offers plenty of integrations and automation. You can connect all your tools, such as Slack, Dropbox, and Adobe, and then automate workflows across each one. For example, you can set task reminders to go out in Slack or automatically add email attachments to relevant entries in your board.

monday.com Standout Features & Integrations

Features include workflow data visualization, templates, workflow automation, managing task status, assignees, due dates, hours spent, and robust workflow customization for task boards.

Integrations include Slack, Google Drive, Gmail, GitHub, Trello, Google Calendar, Jira, Dropbox, and Typeform. You can also access additional apps using a paid Zapier account.

Pneumatic is a workflow management solution designed for businesses working in different sectors such as finance, human resources, product development, web design, sales, and marketing.

Why I picked Pneumatic Workflow: Its workflow builder allows you to create any task or workflow you need for your team, with pre-defined variables like names, assignees, descriptions, and required policies or standard operating procedures (SOPs). Once built, the dashboards can help you track workflows and see what is in progress, started, and completed, and the same applies to tasks that you have been assigned.

If at any point the workflow requires external people to intervene, the software lets you add guest performers at no extra cost. You simply have to click on the “Add Guest” button and enter their email address.

Admins can also use Pneumatic’s workflow management software to configure role-based access permissions for staff members and teams, limiting specific team members’ ability to access certain aspects of the project. They can also be restricted from editing or deleting tasks, processes, and workflows.

Pneumatic Workflow has a built-in API that enables teams to integrate the workflow management software with several third-party systems, including helpdesk, customer relationship management (CRM), and accounting solutions like Zendesk, Salesforce, Checker.com, and Slack. It also enables managers to generate filtered and customized reports to obtain actionable insights into workflow performance and task activities, as well as receive weekly process summaries.

Pneumatic Workflow Standout Features & Integrations

Features include templates, unlimited workflows, external guests, kick-off forms that you can publicly share, conditional workflow logic, and granular access controls.

Integrations include thousands of applications that you can connect using Zapier or Make.

Height is a SaaS product designed to help teams and businesses manage their projects and workflows. With Height, users can easily create workflows, track progress, and collaborate with team members in real-time.

As someone who has used various project management tools in the past, I found Height to be one of the best workflow apps out there. It has a simple and intuitive user interface, making it easy to create and customize workflows to fit the needs of my team.

One of the standout features of Height is its Kanban board, which allows users to easily visualize their workflow and track progress. Another feature that sets Height apart from other workflow apps is its ability to automate tasks and workflows, saving users time and increasing efficiency.

Height integrates with a variety of third-party tools, including Slack, Google Drive, Trello, and more. This allows users to seamlessly integrate Height into their existing workflow and collaborate with team members across multiple platforms.

Overall, I highly recommend Height for anyone looking for a powerful and user-friendly workflow management tool. Whether you're a small startup or a large enterprise, Height can help you streamline your workflow and improve team collaboration.

Camunda Platform is an open-source workflow and decision automation platform that helps teams organize and manage their projects and teams more efficiently.

It allows users to create workflows with a visual editor that makes designing them easy. They can track tasks, assign roles, automate processes using BPMN, and manage data with the built-in data source connectors. Additionally, companies can build custom applications on top of the platform using its powerful REST APIs or JavaScript SDKs. This flexibility makes it possible to integrate the platform into any existing system or application to extend its capabilities. The platform also supports collaboration tools like Slack and Microsoft Teams for quick communication between team members when needed. It offers features such as graphical modeling, process optimization, and automated task execution, making it an attractive choice for teams of all sizes.

By automating common processes, such as task assignments or notifications, users can save time and effort while ensuring accuracy and consistency in their workflows. They can set up automatic reminders for overdue tasks or send notifications when a certain milestone has been reached. At its core, the software helps users build complex workflows using a graphical modeling interface. This allows them to create visually appealing flowcharts and diagrams of processes to understand them better. Once created, these models are used to define tasks that can be automatically executed by the software.

The platform also provides the ability to optimize processes through simulation and analysis tools so that they run more smoothly. Users can make informed decisions about how best to optimize workflows for maximum efficiency and productivity. 

Hive is a project management tool that helps you and your team manage multiple projects. It’s easy to create a project and then create a workflow by breaking it down into steps.

Why I picked Hive: The tool has a centralized dashboard that shows all the projects you’re working on. This is great for managers because they can keep track of all their projects from a single dashboard. And you can view this work in Gantt, Kanban, table, and calendar views.

The tool has valuable features for businesses that work with external partners, such as agencies. You can invite these people to collaborate on relevant tasks within Hive. And you can automate tasks like getting client approval. You also get access to features like timesheets and time tracking, which is useful if you charge clients per hour worked.

Hive Standout Features & Integrations

Features include Hive chat, video calls using Zoom and Google Meet, time tracking, project baselines, placeholders to help your resource management, custom notifications, analytics dashboards, a drag-and-drop workflow builder, and workflow automation.

Integrations include over 1,000 tools, including Salesforce, Slack, and Google Workspace. This lets you bring information from each platform into a single dashboard. And you can set up automation between the tools and Hive.

Next Matter is intuitive workflow management software for business operations. The tool has several features to help these teams build processes across a business.

Why I picked Next Matter: Creating new processes is easy using the tool’s drag-and-drop editor. Just create the process, assign the relevant people, and connect any related tools or systems. Once each step in the workflow is completed, the next people are notified automatically.

An example of this is the order confirmation workflow. You can break the task down into steps and include instructions for each part of the flow.

For example, the first step could be recording customer and order details, and the instructions are to upload or take photos or fill out the order form. Once this is complete, it will move on to the next step—sending the order summary to the customer—and notify the relevant party.

Next Matter Standout Features & Integrations

Features include unlimited workflows, users and integrations, condition-based flows, email workflow triggers, recurrences, customer portals, and decision steps.

Integrations include tools like Slack, Adobe Reader, Dropbox, and Freshworks. You can automate actions across connected tools, for example, sharing data with relevant platforms.

Admation is project and approval management software designed for creative and marketing teams. It has features specific to the needs of this type of business, such as project management, resource management, proofing and approval, and asset management.

Why I picked Admation: Proofing and approval workflows are key features. You can create pathways to ensure the right people review your team’s creative work at the right time. For example, you could start with team-level approval, then send the work to your legal team, before routing it to your executives. You just choose the approvals that meet your needs to ensure that nothing is missed.

Feedback collection is another useful tool. Instead of working via email, you gather feedback from multiple parties from within the tool and then send it to your creative teams. Meanwhile, asset management features ensure everyone can access the assets they need.

Admation Standout Features & Integrations

Features include timesheets, scheduling, project briefs, approval checklists, online proofing, approval path templates, annotations, brand asset management, marketing calendars, and revisions with version comparison.

Integrations include Box.com, Amazon, AWS Storage, and Google Drive.

Next Matter is intuitive workflow management software for business operations. The tool has several features to help these teams build processes across a business.

Creating new processes is easy using the tool’s drag and drop editor. Just create the process, assign the relevant people, and connect any related tools or systems. Once each step in the workflow is completed, the next people are notified automatically.

An example of this is the order confirmation workflow. You can break the task down into steps and include instructions for each part of the flow.

For example, the first step could be recording customer and order details, and the instructions are to upload or take photos or the order form. Once this is complete, it will move onto the next step—sending the order summary to the customer—and notify the relevant party.

Next Matter integrates with tools like Slack, Adobe Reader, Dropbox, and Freshworks. You can automate actions across connected tools, for example, sharing data with relevant platforms.

Pricing starts at $29 per user per month for a minimum of 10 users. You can request a demo via the website.

TeamGantt is an online Gantt chart maker built specifically to create workflows around Gantt charts.

Why I picked TeamGantt: This tool helps you schedule and manage complex projects by laying out exactly which tasks you need to complete and in what order. You can also assign tasks to people in your team, so everyone knows what they have to do.

Creating workflows is easy thanks to the tool’s drag-and-drop interface. And you can create dependencies to ensure tasks stay in the right order even if you move one of them around. It’s also easy to navigate the chart to see the project’s overall progress. And while the tool is primarily for Gantt charts, you can also view the information via Kanban or sheet views.

TeamGantt Standout Features & Integrations

Features include multiple-project-one-screen view, resource workload and team availability, in-app comment threads, portfolio views, planned vs actual reports, and mobile app access.

Integrations include Trello, Basecamp 2, Slack, and Dropbox. You can also connect with thousands of additional apps using Zapier.