30 Best Workflow Management Software For Efficient Delivery Of 2025
10 Best Workflow Management Software Shortlist
Here's my pick of the 10 best software from the 30 tools reviewed.
Get free help from our project management software advisors to find your match.
When your workflows are scattered across emails, spreadsheets, and endless meetings, it’s no wonder tasks get delayed, miscommunications pile up, and inefficiencies keep rising. Workflow management software offers a solution to these problems by centralizing and automating your workflows—finally giving you a chance to focus on the work that matters.
But with so many tools on the market, choosing the right one can feel like a full-time job. Drawing from my experience testing a wide range of project and workflow tools (and surviving a few overly complicated ones), I’ve compiled a list of the best workflow management software. This guide highlights the features and ideal use cases for each tool, making it easier to find the perfect fit for you and your team.
You Can Trust Our Workflow Management Software Reviews
We’ve been testing and reviewing workflow management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.
We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different Project Management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our workflow management software review methodology.
Best Workflow Management Software Summary
Here’s a table summarizing basic info about the tools described in this article. View pricing as well as the availability of free trials to make a quick side-by-side workflow management software comparison.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for automating manual processes | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 2 | Best enterprise-grade workflow system | 14-day free trial + free demo available | From $25/user/month (billed annually) | Website | |
| 3 | Best for workflow orchestration | 15-day free trial | From $8/user/month | Website | |
| 4 | Best for flowcharts and mind maps | Free plan available | From $8/user/month | Website | |
| 5 | Best for dynamic work management | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website | |
| 6 | Best for no-code workflow creation | Free plan available | From $34/month (billed annually) | Website | |
| 7 | Best for customizable workflows | Free demo available | From $1,500/month | Website | |
| 8 | Best for B2B-oriented enterprises | Free plan available | From $34/month (billed annually) | Website | |
| 9 | Best for drag-and-drop workflows | Free demo available | Pricing upon request | Website | |
| 10 | Best for team communication | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website |
-
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Ravetree
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1
Best Workflow Management Software Reviews
These are my overviews of the 10 best workflow management software that made it onto my shortlist. Find each tool’s best use case, standout features, integrations, and pricing information below. I also included a screenshot of the software’s user interface, and some pros and cons for each one!
monday.com is a project management software used across diverse industries, rapidly growing teams, and enterprise organizations. monday.com sits at the intersection of project management and workflow management software. It simplifies complex workflow processes by streamlining management to focus on structure and transparency.
Why I picked monday.com: You can create tasks on a board and then add the steps required to reach task completion. monday.com is highly customizable and easy to use right out of the box. I also find that it’s incredibly easy to import data from other workflow management software, and even spreadsheets!
Its workflow management software also offers various workflow views that can be arranged by list, geographical map, kanban board, or Gantt chart. These workflows can then be visualized in dashboards to create a bird’s-eye view of the progress and data workflow managers need to monitor. I find information especially useful for workflow managers who sit between their teams and the executive suite and need to communicate complex data sets through visual dashboards.
monday.com Standout Features & Integrations
Standout features like customizable dashboards allow you to tailor your project views, providing real-time insights and quick access to essential information, thereby enhancing decision-making and efficiency. Another important feature that unlocks with the Enterprise plan is the workflow builder. This tool will let you map workflows in a drag-and-drop environment that dictate the behavior of the software as information changes.
Integrations through Zapier include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others.
Pros and cons
Pros:
- Large workflow template library to jumpstart planning
- Work OS—A specifically designed workflow system for custom workflow apps
- Lots of integrations to support 3rd party data
- Out-of-the-box workflow automation recipes
Cons:
- Initial customization takes time
- Limited export functionality for reports
- Minimal multi-lang support
Celoxis is a web-based software for managing projects, resources, issues, risks, timesheets, workflows, and collaboration. Team members and project managers can customize project dashboards, project KPIs, and reports to track project progress and workflow in real-time.
Why I Picked Celoxis: Through Celoxis, teams can create custom “apps” that help track business processes. Features such as notifications, escalation and routing rules, automation, and time-driven actions ensure project managers create and use a workflow that works for their teams and their projects.
Another useful feature is the ability to include clients in workflow processes, allowing them to collaborate efficiently and in real-time.
Celoxis Standout Features & Integrations
Standout features include advanced scheduling tools that enable you to manage complex project timelines with ease, ensuring tasks are completed efficiently. Another feature worth highlighting is its approval workflows. With this feature, you can set up multi-layer approval workflows for time-entry requests.
Integrations include Jira, Microsoft Excel, Microsoft Project, Google apps, Salesforce, and more through an account with Zapier (may incur additional costs).
Celoxis is available as a cloud service or can be installed on-premise.
Pros and cons
Pros:
- Gantt view is extremely customizable
- Great scheduling and resourcing
- In-app timer allows you to easily track time
Cons:
- Tasks in a project cannot be assigned to clients
- Can’t add custom fields to a discussion
- UX flow and menu structure can be confusing
Qntrl is a low-code workflow orchestration software that brings visibility, control, and automation to processes by cutting down on manual work. The platform lets users control all incoming requests for a team through a centralized interface.
Why I picked Qntrl: Qntrl comes with integrated tools to help workflow process managers design, deploy, and iterate workflows for almost any process. Workflow managers can leverage process automation mapping experience assists in creating custom forms to quickly fetch essential data. Users can escalate issues, assign tasks, approve/reject stages, and handle huge data transfers from spreadsheets present in different verticals.
Qntrl Standout Features & Integrations
Standout features like advanced automation enable you to automate complex workflow actions with dynamic assignments and business rules, reducing manual intervention. Another standout is advanced transitions which use real-time data to automate task assignment and can take user workload into consideration.
Integrations include other Zoho products and outside applications and third-party apps through built-in APIs.
Pros and cons
Pros:
- Webhooks can send notifications to third-party applications
- Great workflow visualizations (“Blueprints”)
- Native integration with Zoho
- Modest per-user price
Cons:
- Complex feature set has a learning curve
- Field names have to be unique across flows
Miro is a collaborative online whiteboard with over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts.
Why I picked Miro: At The Digital Project Manager, we use Miro to map out content clusters and to visualize content workflows from start (brainstorming ideas) to finish (publishing the content on our site). Miro's flexibility allows for the integration of various types of content—numerical data, images, brand elements, and videos—into diagrams, catering to diverse project needs. The platform features quick diagram tools for efficient editing and assembly, alongside a broad selection of pre-built templates specific to different industries and business functions, to speed up the creation process.
With its cloud-based framework, Miro also ensures accessibility across different locations, allowing teams to work together seamlessly on workflow diagrams while complying with GDPR and CCPA. This focus on collaboration, clarity, and accessibility makes Miro a practical tool for teams aiming to streamline their workflow diagramming efforts.
Miro Standout Features & Integrations
Standout features includes the infinite canvas which provides unlimited space for brainstorming and project mapping, accommodating complex workflows without constraints. Additionally, Miro's extensive template library offers ready-to-use templates for various activities, expediting your workflow processes.
Integrations include Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.
Pros and cons
Pros:
- Built-in communication features for streamlined collaboration
- Intuitive and easy setup
- Free forever plan available
Cons:
- Free version does not allow high-quality export to pdf
- Zooming can be jumpy on larger projects
- Visitor/guest accounts locked to paid plans only
QuickBase offers a platform designed for dynamic work management, providing a robust solution for businesses to manage complex projects and processes. It distinguishes itself as a leading choice for dynamic work management by offering a no-code application platform that empowers teams to create, connect, and control their workflows with ease and efficiency.
Why I picked QuickBase: I chose QuickBase for workflow management because it offers a highly customizable platform that caters to a variety of project types and industries, including construction, manufacturing, property management, education, government, and legal. You can use their software to set up workflows for numerous business needs, including project management, process improvements, field services, supply chain monitoring, training, and customer relations.
What sets QuickBase apart is its emphasis on enabling users to create, connect, and customize applications without the need to replace existing systems. This flexibility is particularly valuable for dynamic work environments where adaptability is key.
QuickBase Standout Features & Integrations
Standout features like a no-code application development platform allow you to build custom workflow solutions tailored to your business needs without requiring programming skills. Another notable feature is real-time data integration, enabling seamless connectivity with existing systems to ensure data consistency and accuracy across workflows.
Integrations include Salesforce, Slack, Microsoft Teams, Google Calendar, Gmail, Outlook, Dropbox, and Box. QuickBase also supports industry-specific integrations and custom connections through RESTful APIs.
Pros and cons
Pros:
- Robust notifications and reminders
- Simple no-code platform is easy for non-tech people to learn
- Workflows are easy to set up and customize
Cons:
- Project management integrations are limited
- Team plan requires a minimum of 20 users
Jotform Workflows is a no-code automation tool aimed at simplifying workflow management and improving approval processes for organizations. It enables users to create customized workflows that automate tasks and enhance collaboration. The tool offers features such as real-time tracking and integration with popular applications, aiding businesses in boosting efficiency and productivity.
Why I picked Jotform Workflows: In my opinion, Jotform Workflows' drag-and-drop builder is a prominent feature, enabling users to create customized workflows without any programming knowledge. This is particularly advantageous for businesses aiming to simplify complex processes like approvals, e-signatures, and payment requests.
Along with this feature, I find Jotform Workflow's automation extremely valuable, as it reduces the manual workload, ultimately enhancing efficiency and productivity. Additionally, its seamless integration with popular applications such as Google Drive and Slack promotes collaboration and ensures that workflows are interconnected across different platforms.
Jotform Workflows Standout Features & Integrations
Features include approval workflows, progress tracking, streamlined task assignments, payment requests, analytics and reporting, collaboration tools, and automated approval processes.
Integrations include Square, HubSpot, Google, Vimeo, Salesforce, Giphy, Microsoft, Adobe, PayPal, and LinkedIn.
Pros and cons
Pros:
- User-friendly interface
- Wide range of templates
- Extensive customization
Cons:
- Limited offline capabilities
- Steep learning curve
Kissflow is a low-code workflow management software solution that combines projects, cases, and collaboration within its core functionality. This solution is ideal for teams or projects whose makeup, processes, or framework require flexibility.
Why I picked Kissflow: The platform is highly intuitive, requiring little to no effort to utilize. Users can either build on top of existing app categories like HR, Finance, or Procurement, or build one from scratch. The visual interface lets users drag and drop elements to create any number of apps with low-code or no coding required.
The customizable workflows and dynamic routing let users adapt when requirements change or as teams scale. Users can prioritize work and easily delegate work to team members. Users get instant notifications when an item is complete or requires action.
Kissflow Features & Integrations
Features include workflow process reporting, task flow tracking, trigger-based workflow automation, and custom reporting like KPI dashboards and ad-hoc reports configuration.
Integrations are offered natively or through Zapier include Google Drive, Gmail, Google Calendar, MailChimp, Slack, Microsoft Outlook, and others.
Kissflow Plans & Pricing
Kissflow pricing begins at $360 for up to 30 users a month and offers a free demo. No free plan is available.
Pros and cons
Pros:
- Community feedback voting for roadmap features
- Loads of configurable workflow design features
- Built-in, holistic workflow modeling
Cons:
- Requires longer time to implement and onboard
- Not tailored for small organizations
Jotform Enterprise is a a powerful, easy-to-use data collection process for businesses of all kinds who are looking to optimize their workflow management processes. With Jotform, businesses will have access to offline forms, surveys for product feedback and reviews, collaboration tools, approvals for automated workflows, and conditional logic for a personalized customer form experience. They specialize in B2B businesses but can be adapted to a wide range of customer markets and industries.
Why I Picked Jotform Enterprise: Jotform Enterprise offers companies an easy-to-use tool that makes closing deals, collaborating with coworkers, signing waivers, and collecting form responses a more seamless process. Jotform Enterprise provides you with a wide range of workflows, forms, reports, and automation tools that can be used to build custom applications tailored to your needs. It also allows you to create customized forms for collecting data from customers or employees and then create automated workflows based on this data.
Jotform workflows can automate everyday tasks such as customer onboarding, order processing, invoicing, approvals, reminders, notifications, and follow-ups, allowing businesses to save time by eliminating manual processes.You can set up automated form submissions so that all incoming data is automatically sent to the designated destination, like your customer database or email account.
Additional features include workflow automations, conditional logic, e-sign documents with automated signing orders, webhooks, API, and helpful ways to integrate feedback into your workflow.
Jotform Enterprise Standout Features & Integrations
Features include form building tools, mobile responsiveness, payment integration, conditional logic, data collection and management, form branding, multi-language support, SSL encryption, and integration with third-party apps.
Integrations include Google Drive, Google Sheets, Slack, Dropbox, PayPal, Stripe, Salesforce, Mailchimp, and Airtable. It also can integrate with Zapier to automate workflows and connect JotForm with over 1,000 other apps and services but this requires a Zapier account and may incur additional costs.
Pros and cons
Pros:
- Cost-effective, even for Enterprise plans
- Mobile-responsive forms & surveys
- Wide range of workflow templates
Cons:
- Data visualization options are limited
- Required Zapier for most integrations
Quixy is a user-friendly no-code business application platform that empowers users with no coding skills to automate workflows and processes. Users can assess, design, model, implement, monitor, and modify any processes using simple and efficient drag-and-drop design.
Why I chose Quixy: the workflow management platform provides dozens of pre-built workflow applications for a variety of use cases, such as CRM, project management, HRMS, travel and expense management, helpdesk and incident management, and much more. The software also offers automation options, and users can build custom workflows and processes to fit the needs of their team or department. The tool also includes capabilities for tracking project and task milestones.
The platform is rated Leader – Asia Pacific for No-Code Application Development on G2 and is ISO 27001 and SOC 2 Type 2 certified.
Quixy Standout Features & Integrations
Features include business rules and validation, mobile app, annual platform support, customizable workflow UI and designer, and more.
Quixy’s API allows integration with other third-party apps and tools.
Quixy Plans & Pricing
Pricing starts at $10/user/month. A 21-day free trial is available
Pros and cons
Pros:
- Excellent data tables and app referencing
- Workflow building requires zero coding skills
- Simple drag and drop workflow design
Cons:
- Could benefit from larger variety of app templates
- More online help content welcomed
- No in app collaboration with other users in the workflow
Nifty is a project management app for automated workflow management. Nifty gives you the ability to manage tasks, track project milestones, communicate with teammates, create collaborative documents, and share and discuss files in a centralized workspace.
Why I Picked Nifty: Nifty's Milestones feature lets you view your task progress and automate progress updates based on the completion of related tasks. You can also block tasks that are dependent on the completion of prior tasks. Nifty also lets you create recurring schedules. Nifty provides a range of tools to help teams plan, execute, and deliver projects successfully. The platform offers a visual and intuitive interface for creating and tracking tasks, managing resources, and monitoring project progress.
Nifty has a range of collaboration and communication tools, including team messaging and file sharing, to help teams work together effectively. Nifty integrates with a range of other systems and tools, including popular productivity apps, to provide a comprehensive project management solution. The platform is designed to be easy to use and accessible, making it a good option for organizations of all sizes.
Nifty Standout Features & Integrations
Features task management, resource management, collaboration, dashboards, reports, a mobile app, customizations, and third-party integrations.
Integrations include Github, Google Drive and Calendar, Microsoft Suite, Slack, and Zoom with native integrations and more than 1000 integrations are available through Zapier.
Nifty also offers a free forever plan for up to 2 projects and an unlimited number of team members.
Pros and cons
Pros:
- Unlimited guest/client accounts
- Collaboration & communication tools
- Intuitive user interface
Cons:
- Workflow automations limited to Pro plan & above
- Limited integrations
Other Workflow Management Software
Here are a few more tools that did not make it to the top, but are still worth your consideration.
- Process Street
For process documentation
- Pipefy
For Kanban-inspired workflows
- Kintone
For designing custom workflow apps
- Avaza
For consolidating workflows
- Cflow
For growing organizations
- DocuWare
For document management workflows
- Studio Creatio
For no-code workflow automation
- Camunda Platform
BPMN workflow engine
- Kissflow Workflow
For workflow templates
- Planview Clarizen
For PMOs and professional services
- ProcessMaker
For large organizations
- Next Matter
For handling cross-functional workflows
- beSlick
For improving work processes
- Ravetree
For integrated work management
- Admation
For marketing-specific projects
- WorkflowGen
Adaptive workflows for digital ecosystems
- Metatask
For repeatable business workflows
- Height
For engaging team collaboration features
- Formstack
Workflow library
- Unito
For collaboration across multiple tools
Related Workflow Management Software Reviews
- Approval Workflow Software
- Free Workflow Software
- Workflow App
- Document Workflow Software
- Process Workflow Software
- Workflow Diagram Software
Selection Criteria For Workflow Management Software
When selecting the best workflow software, it's essential to focus on functionality and how well the software meets specific use cases crucial for streamlining project activities. Based on my personal experience with trying and researching these tools, here are the criteria I use to evaluate them, incorporating features that address common and unique project management challenges.
Core Workflow Management Software Functionality (25% of final scoring):
Common features for workflow management software typically include automation, collaboration tools, real-time notifications, customizable workflows, reporting and analytics, integration capabilities, task tracking, and security measures. To be considered for inclusion on my list of the best workflow applications, the solution had to support the ability to fulfill common use cases:
- Task and project tracking
- Collaboration and document sharing
- Workflow automation
- Integration with other business tools
- Reporting and analytics for decision-making
Additional Standout Features (25% of final scoring):
Identifying unique features such as AI-driven capabilities, advanced resource planning, and predictive analytics that are not offered by the competition.
I explore and test for innovative functionalities like ClickUp's use of mind maps for brainstorming and project planning or how Zoho Projects incorporates issue tracking and sprint planning for agile teams.
Usability (10% of final scoring):
Evaluating the balance between powerful features and user-friendly design. Workflows software should offer intuitive navigation and a clean interface. Important aspects include drag-and-drop scheduling tools, easy-to-use task filtering, and tagging interfaces for efficient project organization.
Onboarding (10% of final scoring):
Assessing the ease of onboarding with resources like Asana's interactive product tours and extensive template library for quick project setup is crucial to flattening learning curves.
The availability of comprehensive training materials, such as video tutorials, webinars, and a knowledge base helps teams to quickly migrate and start realizing value from the platform.
Customer Support (10% of final scoring):
Looking for responsive and accessible support channels, including live chat, email support, and community forums. Effective customer support ensures users can resolve issues swiftly.
Value For Money (10% of final scoring):
Comparing pricing plans against features offered to determine the overall value. This includes examining tiered pricing models, free plan limitations, and scalability for growing teams. Wrike's flexible pricing and feature set offer significant value for diverse team sizes and needs.
Customer Reviews (10% of final scoring):
Analyzing feedback from users across various industries to gauge satisfaction levels, ease of use, and how well the software meets their project management needs. Positive reviews can highlight strengths such as Notion's versatility in handling notes and tasks within the same platform, while negative reviews may point out areas for improvement.
Through these criteria, I aim to provide a balanced and detailed evaluation of workflow and process management software, focusing on how well each tool supports essential project management functions and delivers value to its users.
How to Choose Workflow Management Software
With so many different workflow management software solutions available, it can be challenging to make decisions on what workflow management software is going to be the best fit for your needs.
As you're shortlisting, trialing, and selecting workflow management software consider:
- What you want to use it to do - Start by identifying the workflow management software feature gap you're trying to fill to clarify the features and functionality the workflow automation software needs to provide.
- Who will need to use it - To evaluate cost and requirements, consider who will be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be your team or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your workflow management software power users.
- What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated workflow management software.
- What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare workflow management software features until you’re blue in the face but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
- How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.
Trends In Workflow Management Software For 2025
In 2025, workflow approval software continue to evolve rapidly, driven by the need to streamline work, enhance productivity, and reduce inefficiencies and errors in project processes. This evolution is characterized by several key trends and features that I outline next.
- Customization and Flexibility: A significant emphasis on customization and flexibility to allow users to tailor the work flow management system to their specific project needs. Tools like Kintone and monday.com offer extensive customization options, from creating custom workflow apps to utilizing a wide array of templates for various project types, highlighting the importance of adaptability in workflow management software.
- Integration and Automation: Since it is very difficult to create a tool that does everything well, vendors are investing in enhanced integration capabilities and automation features, enabling seamless connection with other tools and the automation of repetitive tasks. Digital workflow solutions like Pneumatic Workflow and Flokzu provide robust integration options and the ability to automate workflows, demonstrating the push toward making workflow management more efficient and less prone to error.
- Enhanced Security Measures: As society leans more into data privacy and security, there will be a heightened focus on security measures within data workflow tools, especially for industries with strict regulatory requirements and data privacy laws like GDPR.
These trends reflect the broader shift in project management towards more agile, responsive, and data-driven approaches.
What Is Workflow Management Software?
Workflow management software is a digital tool designed to automate, streamline, and optimize the various processes and tasks within an organization. This task workflow software facilitates the creation, execution, and monitoring of workflows by providing a centralized platform where you can define, manage, and track the sequence of activities involved in a particular business process.
Managing workflows is instrumental in coordinating and overseeing the diverse set of tasks and processes inherent in project execution. As such, workflow tools online allow you to design, implement, and automate software workflows related to project activities, ensuring that tasks are completed in a systematic and timely manner.
Types Of Workflow Management Software
Workflow management software comes in various forms, each tailored to different industries and needs. From a free workflow tool to industry-specific business workflow tools, here's a look at the main types of workflow management software available today:
General Workflow Management Software
These tools cater to a wide range of business processes across various industries, offering versatile solutions that enhance overall efficiency and streamline operations.
- Free Workflow Software: Provides essential features at no cost, offering a cost-effective starting point for small businesses or teams with basic workflow needs.
- SaaS Workflow Software: Cloud workflow management solutions that are easy to deploy and scale, popular for their accessibility, cost-effectiveness, and regular updates across various industries.
- Enterprise Workflow Systems: Comprehensive workflow systems for handling complex, large-scale operations within big organizations, offering advanced features like process mapping, analytics, and extensive integrations.
- No-Code Workflow Automation Systems: Allows users to create and automate workflows without programming knowledge, popular among non-technical teams for rapid setup and adaptability.
Industry-Specific Workflow Management Software
These tools are tailored to meet the specific needs and requirements of various industries, ensuring optimized company workflows and enhanced efficiency within their respective fields.
- IT Workflow Management Software: Designed specifically for IT departments, these tools help manage tasks like ticketing, incident response, and change management, integrating with other IT systems to ensure smooth IT workflows.
- Healthcare Workflow Software: Streamlines patient management, appointment scheduling, billing, and compliance tracking, essential for medical practices, hospitals, and clinics.
- Construction Workflow Software: Manages project timelines, resources, subcontractor workflows, and compliance requirements, helping construction managers keep projects on track and within budget.
- Legal Workflow Software: Assists law firms in managing case files, client communications, billing, and document approval processes, enhancing productivity and compliance with legal standards.
- Marketing Workflow Software: Tailored for marketing teams to manage campaign workflows, content approvals, project timelines, and client management workflows, improving collaboration and execution of marketing initiatives.
- HR Workflow Software: Automates recruitment, onboarding, employee management workflows, and performance reviews, essential for HR teams to streamline processes and improve the employee experience.
- Finance Workflow Software: Automates invoice processing, expense approvals, and financial reporting, enhancing accuracy and efficiency in financial operations.
- Manufacturing Workflow Software: Focuses on production planning, inventory management, quality control, and compliance tracking, optimizing production processes and maintaining quality standards.
- Sales Workflow Software: Optimizes sales processes by helping manage leads, track progress through the sales funnel, and automate follow-ups, essential for enhancing sales performance.
Choosing the right workflow management software—whether industry-specific or general—can significantly enhance operational efficiency, streamline processes, and support the unique needs of your business.
Features Of Workflow Management Software
Selecting the best workflow app is crucial for delivering projects on time, within budget, and without costly errors. The best tools not only streamline project workflows but also ensure that every task progresses smoothly toward completion.
Here, I outline the most important features to look for in workflow management software that can help achieve these goals.
1. Automation of Repetitive Tasks: Simplifies routine activities, reducing manual errors and freeing up team members to focus on more complex tasks. Automation ensures consistency in task execution, critical for maintaining project quality and reducing rework.
2. Real-time Collaboration: Facilitates instant communication and document sharing among team members. This feature ensures continuous improvement through feedback loops and helps in delivering error-free outputs by incorporating stakeholder feedback effectively.
3. Integration Capabilities: Seamlessly connects with other tools used by your team, such as email, calendars, or CRM systems. Integration streamlines processes, ensuring that information flows smoothly between different platforms and reducing the risk of errors.
4. Visual Workflow Builders: Allows teams to tailor the workflow service to fit their specific project needs. Customization is key to adapting the tool to your project's unique requirements, thereby enhancing efficiency and reducing the likelihood of mistakes.
5. Task Prioritization and Management: Helps teams understand what needs to be done and by when. Effective task management ensures that critical path items are completed on time, directly impacting the project's overall timeline and success.
7. Security Measures: Protects sensitive project information, a must-have for compliance and data protection. Robust security features prevent unauthorized access and data breaches, safeguarding project integrity.
8. Data Analytics and Reporting: Offers insights into project performance and bottlenecks. Analytics help in making informed decisions quickly, identifying areas for improvement, and ensuring projects stay on track.
Choosing workflow management software equipped with these features can significantly impact a project's success. By automating routine tasks, enhancing collaboration, and providing critical insights into project performance, teams can work more efficiently, make informed decisions faster, and ultimately meet project deadlines with fewer errors and less need for costly rework. The right tool not only streamlines the workflow but also becomes a catalyst for delivering superior project outcomes.
Benefits Of Workflow Management Software
Workflow management software has become an indispensable tool for project managers and organizations aiming to enhance efficiency, reduce costs, and improve project outcomes. By streamlining processes and automating routine tasks, these tools offer a range of benefits that can transform how projects are managed.
Here are five primary advantages of using workflow management software:
- Enhanced Efficiency: Automates and streamlines routine processes. This benefit allows users to focus on more critical aspects of their projects, significantly reducing the time spent on manual tasks and speeding up project delivery.
- Improved Collaboration: Centralizes communication and project documentation. Teams can work together more effectively, with all members having access to the latest updates and documents, which ensures that everyone is on the same page and reduces misunderstandings or errors.
- Greater Visibility: Offers real-time insights into project progress and performance. This visibility enables project managers to make informed decisions, anticipate potential bottlenecks, and adjust resources or timelines as necessary to stay on track.
- Increased Accountability: Tracks tasks and responsibilities clearly. By defining who is responsible for each task and monitoring progress, workflow management software helps ensure that all team members are accountable for their contributions, leading to more consistent project outcomes.
- Scalability: Adapts to the needs of projects of any size. Whether managing a small team project or overseeing multiple large-scale initiatives, workflow management software can scale to accommodate the complexity and scope of any project, making it a versatile tool for organizations of all sizes.
Adopting workflow management software can lead to significant improvements in project execution and outcomes. These tools not only facilitate a more organized and efficient approach to project management but also empower teams to deliver their best work through enhanced collaboration, visibility, and accountability.
5 Workflow Management Best Practices
Implementing workflow management best practices is essential for streamlining operations, enhancing team collaboration, and ensuring continuous improvement. Here’s how to optimize workflows effectively to make the most out of your software:
1. Define Clear Objectives and Outcomes
Establishing specific goals ensures that all team members understand the desired outcomes and align their efforts accordingly. SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals should be developed for each workflow, and these objectives should be communicated clearly across the team to maintain alignment and clarity.
2. Map and Analyze Current Processes
Understanding existing workflows is crucial for identifying inefficiencies and areas for improvement. Process mapping tools can help you create detailed visualizations of current workflows, making it easier to pinpoint bottlenecks. Regular workflow audits should be conducted to assess performance and refine processes where necessary.
3. Leverage Automation Strategically
Automation plays a key role in reducing manual effort, minimizing errors, and freeing up time for high-value tasks. Identifying repetitive tasks that can be automated, such as routine communications and data entry, ensures efficiency gains. Workflow automation software should be integrated with existing systems to create a seamless operational flow.
4. Integrate Systems for Seamless Data Flow
A well-connected system prevents data silos and eliminates the need for manual data transfers between platforms. Choosing workflow management software with strong integration capabilities ensures a smooth exchange of information between different tools. It is also important to periodically review and update integrations to accommodate new technologies or changes in processes.
6. Implement Continuous Monitoring and Improvement
Ongoing evaluation allows you to adapt workflows based on data insights and feedback. Establishing key performance indicators (KPIs) helps track workflow efficiency, while your team's input provides qualitative insights that can inform necessary improvements. Reviewing workflow analytics and making iterative adjustments ensures that processes remain effective over time.
Optimizing workflow management requires a combination of clear goal-setting, process analysis, automation, system integration, and continuous monitoring. However, implementing these best practices is much easier with the right software. The best workflow management software provide automation, real-time collaboration, seamless integrations, and data-driven insights to keep processes running smoothly.
Costs & Pricing For Workflow Management Software
One of the most important aspects of selecting an online collaboration tool is understanding the different pricing plans available. Workflow management tools typically offer different tiers to cater to the varying needs of businesses, from small startups to large enterprises. These usually includes a core set of features with additional capabilities provided in higher tiers to support more complex project management needs.
While it might seem that the only relevant prices are those attached to your chosen software, it's still a good idea to understand pricing trends across the market. This can help ensure that you don't pay for features you don't need or overpay for common features.
Below is a table summarizing common plan options, their average pricing, and the features included in each:
Plan Comparison Table For Workflow Management Software
| Plan Type | Average Price | Common Features Included |
|---|---|---|
| Free | $0 | Task management, basic reporting, limited integrations, team collaboration tools |
| Basic | $5-10 per user/month | Enhanced task management, additional integrations, more storage, support via email |
| Standard | $10-20 per user/month | Full project management suite, advanced reporting, unlimited integrations, priority support |
| Premium | $20-30 per user/month | Resource management, time tracking, advanced security options, personalized onboarding |
| Enterprise | Custom pricing | Custom features and integrations, dedicated support, enterprise-grade security, data analytics |
When selecting a plan, consider the size of your team, the complexity of your projects, and the level of support you might need. Each plan is designed to meet different needs, ensuring there's a fit for every type of user. Moreover, the right workflow management software should not only address your current requirements, but also scale with your organization's growth.
For instance, the Free option is ideal for small teams or individuals who want to explore the basics of workflow management without a financial commitment. As needs grow, upgrading to a Basic or Standard plan can provide more productivity and collaboration tools. Premium plans offer comprehensive features for complex project management needs, while Enterprise plans deliver customizable solutions for large organizations with specific requirements.
Common stages where your company may want to upgrade its pricing plan include:
- Increased Team Size: As the company grows and hires more employees, the need for additional user licenses and collaboration features increases.
- Expanded Project Volume: When the number of projects and tasks significantly increases, the company may require advanced project management features, such as enhanced reporting and automations.
- Advanced Reporting and Analytics: As the company matures, there is often a greater need for detailed reporting and analytics to track performance, productivity, and project success.
- Integration Needs: With growth, companies often start using more tools and systems, necessitating more integrations with other tools like CRM, accounting, or communication platforms.
- Enhanced Security and Compliance: As companies handle more sensitive data and face stricter regulatory requirements, they may require access to more security features, compliance support, and better data protection.
Ultimately, the right workflow management software plan should offer the features you need at a price that works for you. If you're going to invest your time and energy searching for the right tool, it should be worth it!
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest and greatest workflow management software product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot - or not, and why it matters for managing workflows.
Q1 2025 HotOrNot Workflow Management Software Updates
monday.com Update Notes
The API analytics dashboard helps Enterprise users monitor and optimize API usage. Accessible via the Developer Center or Admin tab, it provides insights into daily API consumption, usage trends, and top contributors. This makes it easier to manage API interactions and stay within plan limits.
Key widgets offer real-time tracking and historical trends. The "Current API usage" widget shows the number of calls made versus the daily limit, while the "Daily API usage trends" widget tracks API activity over the past 14 days. These insights help users anticipate and adjust their API needs efficiently.
Additionally, the dashboard highlights top contributors to API usage. The "API usage by top users" and "API usage by top apps" widgets reveal which users and applications generate the most API calls. This visibility enables teams to identify resource-heavy activities and optimize their API strategy effectively.
Verdict: HOT! This is a side of SaaS that is often overlooked but a crucial one if you have automations in place. A win for transparency 🙂
Miro Update Notes
This one is a quick update. Miro has had collaborative docs for a while. However, these documents were never truly collaborative as they were missing a key component: mentioning people.
With this new update, Miro users can now @ mention someone in a doc to alert them of a task they need to complete or input they need to provide. As an add-on to this feature, going over someone’s name in a doc will show a user chip with summarized information about the person, such as their full name and email address. Very similar to the user chips you get from email platforms.
Verdict: NOT. Although this is an important feature to make docs fully collaborative, it is one where Miro is playing catch up with its competitors.
Quickbase Update Notes
On March 31, Quickbase is introducing AI-powered product help, a feature designed to streamline your Quickbase experience so you can access in-depth product knowledge and help resources through natural language conversation.
With product help, you can get continuous conversational help through responses that remember the context of your queries. By pulling resources from the Quickbase help center and integrating insights from user feedback, product help ensures that responses are both accurate and highly relevant to your specific needs.
Verdict: HOT! This update is the kind of AI application that all tools should be moving to. Other tools have made this move but opted for a chatbot that kind of sits on top of the UI. I love that this bad boy is part of the tool itself.
Kissflow Update Notes
Kissflow has introduced an AI-powered formula builder designed to simplify the creation of complex formulas for its users. This enhancement allows users to input prompts in plain English, enabling the AI to generate the corresponding formulas automatically. This intuitive, AI-driven experience eliminates the learning curve for citizen developers, making the entire process faster and more accessible to everyone.
Moreover, the AI evaluation feature enables users to test and refine their formulas instantly. This feature allows users to auto-evaluate their logic using editable sample data, complete with input fields and output results. This makes it easy to fine-tune formulas on the spot, ensuring they work perfectly before going live. Clear descriptions for formulas are also provided, offering real-time explanations of what each formula does within the AI-powered space.
Verdict: HOT! Goodbye to the days where you spend an entire day trying to finesse a formula only to find out that you broke something else.
Quixy Update Notes
Users can adjust workflows dynamically by shifting cards between stages based on priorities and dependencies.
This system ensures flexibility, as users can define custom stages like "To Do" or "In Progress" to match their specific process needs. Each card holds key details and allows direct actions, making interactions seamless. With real-time tracking, Kanban View highlights bottlenecks and helps teams balance workloads to improve efficiency.
Additionally, its visual nature supports continuous process improvement. By analyzing where tasks slow down, teams can optimize their workflows, ensuring a smoother, more effective operation.
Verdict: NOT. Even though this is a great step in making Quixy a better project management tool for more teams, Kanban has become an expected feature in any product.
Workflow Management Software Frequently Asked Questions
Find answers to common questions other people ask about this topic.
What problems does workflow management software solve?
Workflow management software helps to solve several problems often encountered in project management. These include:
- Lack of Transparency and Visibility: The software offers a visual representation of the workflow, ensuring that everyone knows their respective roles and the progress of each task.
- Inefficiency and Delays: It helps to streamline and automate repetitive tasks, reducing the time taken to complete processes and increasing productivity.
- Error Prone Manual Processes: By automating workflows, the chances of errors that are common in manual processes are significantly reduced.
- Inconsistency in Workflows: It aids in standardizing workflows, ensuring tasks are carried out in a consistent manner irrespective of the team member handling them.
What does workflow software do?
It varies by tool, but most workflow tools are made to help you perform these functions:
- List tasks and organize them (hierarchically, by temporal order, by project, by tag, etc)
- Map dependencies between tasks
- Set deadlines for tasks and monitor them over time
- Create diagrams that show the sequence of tasks in a drag-and-drop interface
A lot of tools that offer a free version include those basic functions.
More advanced tools are focused around helping you automate the workflows you’ve set up. These use triggers and rules to automatically route tasks, files, and notifications to the right people, according to the trigger and rule.
What is the best workflow management platform?
Some workflow management software—like workflow diagram software or flowchart software—specialize in managing the workflow itself (e.g., assigning tasks, creating dependencies, tracking deadlines, etc.). Others offer a more robust suite of workflow management features as part of broader resource management or both online and offline project management software (think: creating process forms, handling invoices and payments, modeling data, managing a project portfolio, and more).
The best and most useful workflow management software, though, is the one that matches your needs and budget.
Which are the two primary ways to coordinate project workflows?
Use case 1: Coordinating people-centric workflows
This use case focuses on organizing people by bringing their tasks, files, status updates, and comms into one place, with a clear structure to the flow of work.
This is often the case in businesses including:
- Digital agencies, development agencies, creative agencies, etcetera
- Project and product teams or departments within companies
- Professional services companies
If you’re among these users, the type of workflow software that’s most useful for you will usually be focused on:
You also will want all these features in a no-code environment that simply organizes your business processes in a central place. Most of the products in my list here fall into this category.
Use case 2: Coordinating system-centric workflows
This use case focuses more on connecting business processes or systems together, integrating their functions and tech systems to create a unified workflow.
This is more common in enterprise companies, as well as in sectors including:
- IT and software
- Manufacturing and logistics
- Transportation
If you’re among these users, the type of workflow software that is most useful is often an enterprise-grade solution. At the very least, you need access to a REST API and SLA manager to help you orchestrate across multiple systems.
At this level, though, many companies may go beyond a workflow SaaS product and use an Integration Platform As-A-Service (iPaaS) such as Make (formerly known as Integromat) offering connectors to unify their business process systems.
What training is required for employees to use workflow management software effectively?
For effective use of workflow management software, employees need a mix of general and tool-specific training. You can start with a foundational session, using materials such as our Beginner’s Guide to Workflow Management, to establish the principles of workflow management and set the context. Then, move on to hands-on training with the specific software—this should cover navigation, features, and how to manage tasks within the software. Be sure to include scenario-based exercises that mirror real work processes.
Moreover, periodic refresher courses and advanced training for power users can really help in optimizing the use of the tool. This approach ensures that everyone is comfortable and proficient, ultimately enhancing productivity and adoption.
What are common challenges in implementing a workflow management process?
Implementing a workflow management process can be tricky. Some common challenges include:
- Resistance from team members, especially if they’re comfortable with the old ways of doing things.
- Aligning the new system with existing processes and ensuring it actually meets the team’s needs.
- Gaps in the initial planning once the system goes live.
- Ensuring everyone is up to speed and proficient with the new tools.
- Continuous monitoring and tweaking the system based on feedback and performance can demand a lot of attention initially.
Navigating these challenges effectively is key to harnessing the full potential of a new workflow management system, ensuring it enhances productivity and meets the evolving needs of your team. It’s about finding that balance between structure and flexibility.
How can workflow management be optimized in a multi-departmental organization?
Optimizing workflow management in a multi-departmental organization involves ensuring seamless communication and integration across different teams. Here are some tips and tricks to establish these connections:
- Start by defining clear objectives and roles to prevent overlap and gaps.
- Utilize centralized software that supports transparency and real-time updates, which is crucial for keeping everyone on the same page.
- Regularly review and adapt workflows to fit changing needs and address any bottlenecks.
- Finally, fostering a culture of collaboration and continuous improvement is essential; encourage departments to share insights and feedback, which can lead to refined processes that benefit the entire organization.
What are some best practices for project management?
Effective workflow process management is crucial for optimizing processes, improving productivity, and ensuring smooth project execution. By implementing best practices, teams can streamline their workflows, reduce bottlenecks, and achieve their goals more efficiently. Here are some key best practices for workflow managment:
- Define Clear Processes: Clearly outline each step of the workflow, including roles, responsibilities, and dependencies. This helps team members understand their tasks and how their work fits into the overall process.
- Use Workflow Management Tools: Leverage workflow management software to automate repetitive tasks, track progress, and keep everyone on the same page. Tools like Asana, Trello, or Monday.com can provide visual representations of workflows and facilitate collaboration.
- Prioritize and Sequence Tasks: Organize tasks based on priority and logical sequence to prevent delays and ensure that critical tasks are completed on time. Use prioritization techniques like the Eisenhower Matrix or MoSCoW method.
- Monitor and Adjust: Regularly review the workflow to identify inefficiencies or bottlenecks. Be prepared to make adjustments as needed to improve flow and keep projects on track. Encourage feedback from team members and stakeholders to identify areas for improvement.
- Encourage Communication and Collaboration: Foster an environment where team members can easily communicate and collaborate. This reduces misunderstandings and ensures that everyone is aligned with the workflow goals. Maintain documentation of workflows and processes to ensure consistency.
Implementing these best practices can enhance workflow management, leading to more efficient operations and better outcomes for your projects
What's Next?
Tools aside, as a project manager you can quickly align teams and find bottlenecks by scheduling a workflow diagramming session. Our complete guide to workflow diagrams has an example of how one of those sessions helped a team, and all the workflow diagram basics you need (+ templates!).
Other related reads:
Why do vampires make poor project managers? Because they refuse to meet with stake holders. You can find more fun and PM-related content in our Insider Membership Newsletter. Subscribe now.