10 Best Workflow Management Software Shortlist
Here's my pick of the 10 best software from the 27 tools reviewed.
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With so many different workflow management solutions available, figuring out which is right for you is tough. You know you want to enhance efficiency, reduce manual intervention, and ensure consistency in the execution of workflows, but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, using my personal experiences using dozens of different workflow tools with large teams and projects to pick the best workflow management software.
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Summary Of The Best Workflow Management Software
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 comparison.
Tools | Price | |
---|---|---|
monday.com | From $8/user/month (billed annually, min 3 seats) | Website |
Jira Software | $10/user/month | Website |
Wrike | From $9.80/user/month | Website |
Pneumatic Workflow | From $99/month (unlimited users) | Website |
Process Street | From $12.50/user/month | Website |
Qntrl | $8/user/month | Website |
Jotform | From $39/user/month | Website |
QuickBase | From $35/user/month (billed annually) | Website |
Kissflow Workflow | From $15/user/monthly | Website |
Nifty | Pricing plan from $39/month (min 5 seats). | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow 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.
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 that sit between their teams and the executive suite and need to communicate complex data sets through visual dashboards.
monday.com Standout Features & Integrations
Features include workflow templates inside of their workflow operating system (Work OS), with workflow automation, data visualization, robust workflow customization for task boards, managing task status, assignees, due dates, hours spent, and more.
Integrations through Zapier include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others.
Pros and cons
Pros:
- Out-of-the-box workflow automation recipes
- Lots of integrations to support 3rd party data
- Work OS—A specifically designed workflow system for custom workflow apps
- Large workflow template library to jumpstart planning
Cons:
- Minimal multi-lang support
- Limited export functionality for reports
- Initial customization takes time
Jira Software is a project management tool that provides a platform for agile planning and creating customizable workflows. It is designed to improve project transparency and collaboration among team members, and it is scalable to accommodate the needs of both small teams and large enterprises across various industries.
Why I picked Jira Software: Jira Software offers a flexible workflow engine that allows the creation of distinct workflows to match the specific needs of different projects or teams. Users can define their own workflow statuses, transitions, and assignees, and automate tasks to follow the progression of issues from creation to completion. Jira's workflows can also enforce certain criteria before issues move to the next stage, ensuring that all necessary steps are completed.
Jira also supports agile methodologies and provides a platform for teams to create user stories, estimate their work in story points, and prioritize tasks in a backlog. It additionally provides a variety of reports (such as velocity charts, burnup and burndown charts, and sprint reports) that help teams track their agile metrics and make data-driven decisions.
Jira Software Features & Integrations
Features include Scrum and Kanban boards, features to create, manage, and visualize project roadmaps, project, bug, and issue tracking, advanced search with Jira Query Language, and a mobile app.
Integrations include AdobeXD, Invision, Figma, Jenkins, GitHub, Trello, Slack, Confluence, Microsoft Teams, and Google Sheets.
Pros and cons
Pros:
- Organizes tickets in sprints and releases
- Efficient collaboration features
- Helps teams manage multiple projects simultaneously
Cons:
- Requires a learning curve for new users
- Limited error notifications
Wrike is an intuitive workflow management software suitable for teams of five or more, and offers an unlimited number of users. The software enables mangers to customize workflows, dashboards, reports, and request forms.
Why I picked Wrike: The software’s interface enables users to visualize priorities as Kanban boards, interactive Gantt charts, and traditional workload views. Wrike also features automation such as custom request forms that auto-assign tasks, push notifications, and deadline tracking.
Managers can access insightful data through KPI reports, resource management and allocation, and more. The workflow management software also offers a variety of different solutions depending on the type of team or organization, including marketing teams and professional service teams.
Wrike Standout Features & Integrations
Features include personalized app experience via AI Work Intelligence, user and team workload management functionality, account-wide work schedules, shareable dashboards, interactive workflow views, and more.
Integrations are offered natively for over 400 popular platforms including Microsoft, Google, Dropbox, Salesforce, and Marketo.
Pros and cons
Pros:
- Comprehensive workflow modeling
- Individuals and teams can track workloads
- Easily visualize workflow performance
- In-app chat to reduce switch cost for collaboration
Cons:
- Not suitable for small organizations
- High learning curve to fully utilize
- Limited to 10 workflows per space
Pneumatic Workflow is a workflow management solution that helps teams identify, organize, and coordinate sets of tasks in your organization for one fixed price. You can use it to streamline your organization’s processes into workflows with automatic task assignments.
Why I picked Pneumatic Workflow: Their software helps teams effectively minimize routine errors, improve communication between teams, boost productivity, eliminate redundancy, and automate task management. Their workflows can be launched in four ways, namely running the workflow manually, sharing kick-off forms, using external SaaS systems, and using the Pneumatic public API.
Using Pneumatic Workflow, you can build assembly lines to pass the results of certain tasks along to the next team member quickly and efficiently. You can also select pre-built workflows from their free template library, or run unlimited workflows from one template. Their free template library includes all the popular workflows you'd expect, including employee onboarding, content development, purchase approval, customer retention, feature release, and more.
Pneumatic Workflow Standout Features & Integrations
Features include a workflow template builder, workflow variables & tools, a tasks interface, highlights, shareable kick-off forms, automations, activity highlights, urgent prioritization, video-based workflows, informative data dashboards, comments and mentions, and a WYSIWYG editor.
Integrations are available by connecting a paid Zapier account and you can build custom integration using its API.
Pros and cons
Pros:
- Their freemium plan includes enough features to get small teams started
- You can easily collaborate with guest (external) project stakeholders
- They offer a 30-day money back guarantee if you are unsatisfied with their platform
Cons:
- Not many built-in software integrations
- Limited chat support window (9 am to 5 pm CST)
Process Street is a process-driven tool that adapts well to simple workflow strategies. While Process Street doesn’t offer as much as other workflow management software tools in terms of analytics and reporting, it’s a good fit for teams with document-driven workflows. The free plan welcomes an unlimited number of users, which is a nice trade-off for being feature lite in some areas.
Process Street’s approach breaks up workflow management into three chunks: handling documentation (creating, exporting, and embedding procedure documents and templates), running trigger-based workflows (for random events initiated by a trigger, such as a client onboarding), and programming scheduled tasks that run on an automated schedule. Its drag-and-drop task manager makes it easy for anyone to use.
Why I picked Process Street: With many tools for process documentation and workflow automation, it’s a good choice for teams who want a streamlined process framework without a maze of features to get lost in.
Process Street Standout Features & Integrations
Features include workflow management, task scheduling/tracking, attendance tracking, data visualization, employee database, vacation & absence calendar, process reporting, status notifications, employee incentive management, and process modeling.
Integrations include 1000+ apps through Zapier. It also integrates with Formstack, opening up a world of additional templates.
Pros and cons
Pros:
- Checklists utilize conditional logic
- Automation for onboarding/training
- Unlimited workflow checklists and templates
- Great third-party integration options
Cons:
- No drag-and-drop for checklist reordering
- Missing field validation for phone numbers (emails only)
Formerly Orchestly, 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.
What users love: 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
Features include robust data management and visualization, workflow-centric collaboration functionality, process mapping, real-time workflow and task status updates, low-code automation, and more.
Integrations include other Zoho products and outside applications and third-party apps through built-in APIs.
Qntrl is completely free for companies with a maximum of 5 users.
Pros and cons
Pros:
- Modest per-user price
- Native integration with Zoho
- Great workflow visualizations (“Blueprints”)
- Webhooks can send notifications to third-party applications
Cons:
- Field names have to be unique across flows
- Complex feature set has a learning curve
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:
- Wide range of workflow templates
- Mobile-responsive forms & surveys
- Cost-effective, even for Enterprise plans
Cons:
- Required Zapier for most integrations
- Data visualization options are limited
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
Features include project management, resource management and scheduling, budget and financial management, portfolio management, subcontractor management, contract management, and work order management.
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
Kissflow Workflow is a workflow management software with automation features and a no-code interface.
Why I picked Kissflow Workflow: Users can build out their existing workflows in the software, or select from the large bank of templates available in the platform. Ready to use templates for sales teams, HR departments, as well as procurement, finance, and operations processes are available to get business processes up and running. Users can collect and store data with the drag-and-drop form builder, and stay up to date on workflow progress with automated notifcations.
Kissflow Workflow Standout Features & Integrations
Features include workflow templates, WYSIWYG form builder, predefined steps (linear and branched), stakeholders, conditions, pre-built reports, automatic task assignment, and a mobile app.
Integrations include the Google Workspace suite, and additional integrations can be configured using the software's API.
Pros and cons
Pros:
- Part of the larger Kissflow ecosystem (project management and app builder)
- No coding knowledge needed to build workflows
- Friendly and intuitive user interface
Cons:
- Migration from other tools can be cumbersome
- Limited reporting and analytics
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:
- Intuitive user interface
- Collaboration & communication tools
- Unlimited guest/client accounts
Cons:
- Limited integrations
- Workflow automations limited to Pro plan & above
Other Workflow Management Software
Here are a few more tools that did not make it to the top, but are still worth your consideration.
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beSlick
Best to identify and improve work processes
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SysAid
Best for internal service departments
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Kissflow
Best enterprise workflow management software
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Quixy
Best no-code workflow management software
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Pipefy
Best to build shareable forms, portals, and actions
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Forecast
Best for managing your projects, resources, and finances in one
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Cflow
Best workflow management software for growing organizations
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DocuWare
Best for document management & e-signatures
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Avaza
Best iPhone, iPad, and Android friendly workflow app
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Asana
Best workflow management software that’s free and easy to use
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Camunda Platform
Best for automating processes across diverse endpoints
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Planview Clarizen
Best workflow app for PMOs and professional services
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ProcessMaker
Best low-code iBPMS for enterprise-level processes
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ProWorkflow
Best integration-friendly collaborative workflow platform
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Next Matter
Best for handling complex, cross-functional workflows
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Admation
Best workflow management software for marketing-specific projects
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WorkflowGen
Create integrated, adaptive workflows for digital ecosystems
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 workflow management 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 management software, 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. Workflow management 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 management software, focusing on how well each tool supports essential project management functions and delivers value to its users.
Trends In Workflow Management Software For 2024
In 2024, workflow management software continues 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 software 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. Software 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 workflow management software, 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 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.
Workflow management software is instrumental in coordinating and overseeing the diverse set of tasks and processes inherent in project execution. This tool allows you to design, implement, and automate workflows related to project activities, ensuring that tasks are completed in a systematic and timely manner.
Features of Workflow Management Software
Selecting the right workflow management software 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 software 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:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
Costs & Pricing For Workflow Management Software
Workflow management tools offer different tiers to cater to the varying needs of businesses, from small startups to large enterprises. Each plan typically includes a core set of features with additional capabilities provided in higher tiers to support more complex project management needs.
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 |
The Free option is a great starting point for small teams or individuals looking to get acquainted with workflow management basics without financial commitment. As needs grow, moving to a Basic or Standard plan can unlock more productivity and collaboration tools. Premium plans offer comprehensive features for complex project management needs, while Enterprise plans provide customizable solutions for large organizations with specific requirements.
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.
Workflow Management Software FAQs
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 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'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!).
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