If you have been searching for project management software recently, you may have come across the word ‘workflow’ more than a couple of times. This is because workflows are a natural consequence of project management work. The flow of information in a project is a series of events that are defined and can be repeated as long as the project conditions remain the same.
Therefore, it is normal to find workflow automation capabilities inside project management software. The workflow automation features inside project management software are usually seen in the form of a drag-and-drop builder that lets you define actions that the software will take once a trigger occurs. For example, the system will send a notification to the task assignee once the task changes status in the flow.
As you can see, this is great if you want to automate some tedious and repetitive tasks within your projects. However, it is not the same as having a dedicated workflow automation tool and I will tell you why. First, let’s start with definitions and a few examples of each type of software.
What is workflow automation software?
Workflow automation software is a digital tool that uses low-code or no-code to enable the automation of tasks without human intervention. It typically consists of various components, including a builder that simplifies business process automation through drag-and-drop functionality, a notification system that provides in-app displays or email alerts, a set of triggers that can prompt decision-making, and an audit trail that allows for reviewing the steps taken in each workflow.
Examples of Workflow Automation Software
Notice that this list of software contains some tools that are primarily project management software that have great automation features. The others are dedicated workflow tools that will give you more workflow-related features. Now, let's compare workflow automation software vs project management software.
What is project management software?
Project management software is a software designed to assist project managers in planning, executing, and overseeing their projects throughout the five phases of the project lifecycle. It is a collection of tools that aim to improve collaboration among project managers, the project team, and stakeholders. The main purpose of the software is to enhance productivity by enabling better organization, communication, and management, ultimately leading to more efficient delivery of value.
Examples of Project Management Software
The Main Difference
As customary, your answer is at the end of the article. The main difference between these types of software lies in the reporting features.
While project management software has great automation capabilities, it is difficult to track how those automations are performing. Workflow automation software is closer to what you get from a Business Process Management System (BPMS). With these types of software, you pull information that talks about the flows rather than project information.
This workflow-centricity means that you can:
- View audit trails with historical information. You can use audit trails to view data entered, time and date stamps, all the actions that a user took throughout the workflow and any comments or attachments associated with them.
- Build dashboards that track performance. You can build dashboards that track the efficiency of your process. Use the information to adjust and let your team get closer to achieving service-level agreements.
- Invite others to build workflows. Unlike project management software, workflow tools will allow you to invite people to your workflow builder and provide their input. This makes it easy to co-create and guarantees that your workflow will be reflective of everyone’s interests.
That is all for this workflow automation software vs project management software post. If you like comparisons, you might be interested in knowing the difference between a project manager and a program manager. We also have a fantastic guide to workflow automation.
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