There are seemingly countless workflow diagram software solutions available, so figuring out which is best for you is tough. You want to have a user-friendly way to collaboratively build your processes, workflows, and procedures, but need to figure out which tool is the best fit. I've got you! In this post I make things simple, leveraging my experience managing big, complex projects, and using dozens of different PM tools to bring you this shortlist of the best workflow diagram software.
What is workflow diagram software?
Workflow diagram software is a specialized tool designed to create visual representations of business processes, workflows, and procedures. These diagrams offer a graphical illustration of the steps involved in a particular process, showcasing the flow of information, tasks, and decision points.
By creating workflow diagrams, you can identify potential bottlenecks, streamline processes, and ensure that tasks are well-organized and understood by all team members. These visual representations also aid in project documentation, making it easier to onboard new team members and track project progress.
Lucidchart is a cloud-based intelligent diagramming application that helps you visually represent processes and systems.
Why I picked Lucidchart: This centralized platform helps you quickly create flows of your business processes, then share process maps with colleagues. Key features include feedback management, graphs, data import, and customizable templates—and Lucidchart's intelligent diagramming allows you to spin up complex diagrams in no time.
You can also use the software to build organizational charts and upload employee data, identifying the requirements of various team members. Critical documents can be managed by configuring user access and providing view-only licenses.
Lucidchart Standout Features & Integrations
Features include multiple device support, a drag-and-drop interface, real-time co-authoring, in-app chat, shape-specific comments, data linking, and live cursors that you can use to see what your team is working on.
Integrations include popular applications such as Slack, Salesforce, GitHub, and LinkedIn Sales Navigator, and fits in with Lucid's entire suite of visual collaboration products for ideation and project planning (Lucidspark) and cloud architecture visualization (Lucidscale).
Miro is a collaborative online whiteboard platform that allows users to work together in real time. It helps teams ideate, plan, and execute projects virtually.
Why I picked Miro: This software is flexible and can be used to accomplish various team needs, including charting your processes with workflow diagrams. Users can select from different shapes, lines, and icons to craft their diagrams and indicate specific tasks, team members, timeframes, or other details. Text and sticky notes can be added for additional context or feedback exchange. A range of templates are included, tailored to different industries and functions.
The software is cloud-based, meaning users can access their workflow diagrams from anywhere with an internet connection. This benefits remote, hybrid, and globally dispersed teams. The interface is also intuitive and friendly, making it accessible to people with all levels of experience using such systems. Whiteboards and workflows can be shared among teams and with external parties, and various access levels can be configured easily.
Miro Standout Features & Integrations
Features include a large template library, clustering, voting, timer, mind maps, freeform drawing, developer platform, access control, and GDPR and CCPA compliance.
Integrations include Zoom, Microsoft Teams, Slack, Google Workspace, Asana, monday.com, Jira, Dropbox, OneDrive, Notion, Airtable, ClickUp, and Unito, among others.
FigJam is an online diagramming tool that aims to make collaboration easy and fun. Using FigJam's digital whiteboard you can map out workflows, document key processes, brainstorm ideas, and collaborate live with your team.
Why did I picked FigJam: I like FigJam because it's very intuitive to use, meaning you don't need to be a tech wizard to figure it out. Plus, it has a playful vibe to it that makes work feel a bit less like, well, work. It's perfect for visual thinkers like me who love to map out ideas and see the big picture.
Compared to other tools in the market, FigJam feels more interactive and less formal. It's not just about creating static diagrams. It's about facilitating real-time collaboration and making it fun. So, if you're looking for a workflow diagram software that's easy to use, fosters collaboration, and doesn't take itself too seriously, FigJam is definitely worth checking out.
FigJam Standout Features & Integrations
Features include shapes and connectors that easily snap to the grid, real-time collaboration features, and 300+ templates for typical workflow diagrams you'd want to whip up, including flow charts, project roadmaps, customer journey maps, swimlane diagrams, and entity relationship diagrams. You can also use their color picker to make your workflow diagrams match your corporate branding too.
Integrations are available with Asana, Dropbox, Figma, Google Drive, Microsoft Teams, Notion, Slack, Trello, and numerous tools for prototyping, user testing, and developer handoff.
Qntrl is an intuitive cloud-based workflow automation software that helps organizations optimize workflows and increase productivity. It offers both collaborative and individual capabilities, allowing users to share tasks, files, and ideas with others in real-time.
The software allows users to create detailed diagrams with numerous nodes, connections, and annotations. Process maps can help improve employee communication by visually representing the steps involved in a particular process. This can be especially helpful when onboarding new employees or introducing new processes. Once a process has been executed, the software provides users with powerful tools to analyze the results.
Users can see detailed reports on process performance, including cycle time, throughput, and yield metrics. This information can be used to improve the efficiency of business processes and identify bottlenecks or areas for improvement.
The software provides a graphical user interface that offers an intuitive way of creating visuals associated with complex processes. This allows users to quickly draw diagrams and charts, meaning they don't have to spend hours studying complicated coding languages. Users can drag shapes onto the canvas to represent different parts of their process, like tasks, roles, and milestones, then connect them with lines or arrows representing relationships between other elements.
Creately is a cloud-based work management platform based on a smart visual canvas.
Why I picked Creately: You can use it to brainstorm, plan projects, or capture knowledge. The software combines diagramming with visual collaboration and workflow features.
Creately also supports wiki, note-taking, and project management in a no-code environment. Team members can model and build things their own way according to their business needs. They can also create custom databases with the same items visualized in multiple contexts.
Creately Standout Features & Integrations
Features include an infinite canvas, spotlight so you can follow someone's work, real-time mouse pointers, links for navigational flows, templates, embedded notes, and advanced workflows with multiple boards.
Integrations include Confluence, Jira, Google Workspace, Microsoft Teams, and Slack.
Camunda Platform is an open source workflow management solution that offers great flexibility and control to its users. The platform helps users manage their business processes and streamline their workflows through various features and capabilities. Camunda gives developers the ability to automate their processes, simulate workflows and key business processes, as well as integrate with third-party business solutions with relative ease and efficiency.
One of the main features that make Camunda Platform the ideal workflow diagram software for charting people and processes is its built-in modeler. The Camunda Modeler is a diagramming tool that allows users to design their business processes and decision models. It adheres to the Business Process Model Notation (BPMN), a universally understood standard that helps keep everyone on the same page.
The Camunda Modeler is useful in designing complex workflows and processes through clear visual diagrams. The tool uses visual BPMN and DMN (decision model and notation) languages, making it easier for non-technical and technical stakeholders to work together and collaborate on designing a business process and/or workflow model.
The Camunda Modeler is tailored so that users can easily design and deploy their models in the same interface. All they have to do is prepare a DMN decision table or a BPMN model for execution using the modeler. They can then modify the key properties, set the error handling, and incorporate their code from a clean and easy-to-use interface. Dev teams can use the modeler to effortlessly work with any source code repository, design environment, and other existing tools in their toolkit.
Key features include workflow management, BPMN modeling, automations, task management, process monitoring, user management, and third-party integrations/add-ons.
Integrations include Salesforce, Microsoft Dynamics, SAP, Oracle, Microsoft SharePoint, Alfresco, Apache Kafka, RabbitMQ, MySQL, PostgreSQL, Microsoft SQL Server, Amazon Web Services (AWS), Microsoft Azure, Google Cloud Platform (GCP), Signavio, Bizagi, and ProcesMaker.
Camunda is free for up to five modeling users, while the SaaS Professional Edition starts from $49/month with a 30-day free trial available.
ClickCharts is a diagramming and idea management solution. It enables businesses to build mind maps and flowcharts to visualize organizational operations and processes.
Users can generate maps to get insights into value streams and data flows, as well as detect bottlenecks. They can also create custom charts with shapes, symbols, and line connectors.
ClickCharts costs from $2.77/user/month. A free trial is available.
Cardanit is business process management software designed to help you map processes and model decisions. The platform features an intuitive visual editor to provide a clear view of complex business processes. A cloud-based solution, Cardanit allows you to access workflows from anywhere.
The automatic layout option organizes workflows at the click of a button. This results in orderly and readable diagrams, ready for sharing with colleagues.
There are no known current integrations.
Cardanit costs from $13.89/user/month. A free 30-day trial is available.
EdrawMax is an intelligent diagramming tool that offers over 280 diagram types, from flowcharts to circuit diagrams.
Why I picked EdrawMax: The software allows you to build a real-time synchronous cloud workspace to keep everyone on the same page. Thanks to the drag-and-drop interface, it's easy to get started with workflow designs.
The package includes over 1500 templates and 26,000 symbols, plus a range of user-generated charts. Edraw Max allows you to export visual plans easily, either publicly or privately. Users can also share ideas through the EdrawMax online community.
EdrawMax Standout Features & Integrations
Features include diagram types with visual previews, an infinite canvas, sharing on social media platforms, file backup & recovery, Visio import and export, and access on multiple platforms.
Integrations include platforms such as Google Workspace and Dropbox.
Cacoo is an online diagramming tool by Nulab, designed to help organizations create diagrams and wireframes.
Why I picked Cacoo: You can share mind maps, layouts, organizational charts, and unified modeling language diagrams. You can also collaborate with colleagues using video calls or chat functions. Additionally, anyone can add comments or provide feedback on diagrams in other ways.
Anyone can use Cacoo without design or coding experience. Teams can work with images (jpeg, png, svg), data, notes, or charts to get their ideas across.
Cacoo Standout Features & Integrations
Features include multi-user editing, in-app video, comment threads, hundreds of templates, sharing with collaborators using special permissions, and revision history.
Integrations include tools like Google Drive, Confluence, AWS, Slack, Adobe Creative Cloud, Dropbos, MS Teams, and Visio. Additionally, you can access thousands of apps using a Zapier integration.
Best for collaborating on diagrams with your team
7-day free trial + free plan available
Best with a template gallery for different industries and business functions
Free plan available
FigJam by Figma
Best for creating workflow diagrams quickly using 300+ built-in templates
Free plan available
Best workflow diagram software for to automate and optimize business processes
15-day free trial
Best for its data-connected visual workspace for brainstorming and planning
Free plan available
Best workflow diagramming platform to automate processes across people, systems, and devices
30-day free trial
Best for versatile diagram drawing and editing
Best for decision modeling and business analysis
30 day free trial
Best for an all-in-one online diagramming tool
Free trial plan
Best workflow diagram software to create every kind of diagram, from flowcharts to wireframes
14-day free trial
Best for getting up to speed fast with templates
Best for performing process modeling and improvement
Best for visual collaboration for teams
Best for teams in the Atlassian ecosystem
Best workflow diagram software for structuring plans and processes
Best for collaborative mind-mapping
Best workflow software to develop diagrams showing project progress and process flow
- Pneumatic Workflow
Best to build a workflow template hub
Best for brainstorming ideas for possible workflows
Best for a mobile-first workflow diagramming solution
How I Picked The Best Workflow Diagram Software
In coming up with this list, I researched which were the most popular workflow diagram tools on the market based on user ratings and reviews. Then, I narrowed down my choices using my years of experience in project management and factors I consider important for diagramming tools. Finally, I evaluated the tools on this list based on the following criteria:
User Interface (UI)
I look for ease of use, with a highly visual interface that makes it simple to create flow diagrams. A tool that is meant to help us represent complex processes visually has to be easy on the eye. This is a tool that you will frequently use and it should be intuitive to navigate.
Regarding navigation, I’m seeking flowchart software that any team member can use without special design or software skills. This is influenced by the user interface, but also by the knowledge support behind it. Therefore, I look at all the ways in which you can learn to use the tool. This includes training, knowledge bases, customer support, and learning academies.
I look for flowchart tools that have compatibility with mainstream business applications. These integrations come mainly in three types. Built-in integrations help you connect a tool in minutes. Then, web-based third-party software connects to other apps through a subscription. Finally, custom integrations let you build your integrations using APIs and webhooks.
I expect the per-user cost to be affordable for organizations of any size. Therefore, I look for pricing per month on a monthly plan (when available). I also find information on free trials, free versions, and any relevant discounts.
What is a workflow diagram?
How do you create a workflow diagram?
What is the difference between a workflow diagram and a flowchart?
What is the best software for workflow diagrams?
What key features should I look for when selecting workflow diagram software?
Once you have software that helps you diagram workflows you might want to look into workflow automation. To learn about this topic, we have a guide to workflow automation that gives you examples and the reasons why it's important. I will also leave you links to workflow-related lists.
Related tool lists:
- Best Workflow Automation Software
- Free Workflow Software For Small Teams
- Best Process Workflow Software
- Approval Workflow Software For Project Managers
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