If you choose the first option, it suggests that your organization is experiencing optimal performance in its business workflows. If you choose the second option, it indicates that there is a need to streamline and optimize your process workflows.
- Case 1 – Approvals on time, accurate logging of project requests, seamless documentation, and clarity in stakeholders’ roles.
- Case 2 – Delayed approvals, project requests on hold indefinitely, documentation gaps, and confusion in roles and responsibilities.
Business leadership needs to make the important decision of selecting the best workflow management tool after considering all available options in order to streamline and optimize process workflows. A suitable workflow management tool aids in the streamlining and optimization of business processes.
What is Workflow Management?
The primary emphasis of workflow management involves the development and enhancement of to complete business tasks by designing and optimizing the routes for business data. Discovering tasks that are unnecessary, charting the flow of work, recognizing areas of congestion and opportunities for improvement encompass the entirety of workflow management. A workflow consists of predetermined steps, stakeholders, and predefined conditions.
Businesses can utilize a workflow management system, equipped with workflow management tools, to implement three effective practices in workflow management. These practices include establishing well-defined workflows, organizing and simplifying workflows based on priority, and consistently monitoring and optimizing them.
Workflow management software is utilized to oversee the entire process workflow, from start to finish. It is crucial to comprehend that a workflow consists of recurring tasks that happen sequentially. Workflow mapping can be employed to comprehend and enhance business processes. The three primary constituents of a workflow encompass:
• The input represents the necessary items required to initiate the process. • The transformation encompasses the various actions and changes that occur during the task. • The output denotes the desired outcomes that are anticipated upon successfully finishing the task.
What is Workflow Management Software?
Based on the previous discussion, it is clear that the main objective of workflow management is to establish efficient routes for the movement of business data in order to ensure timely completion of tasks. Additionally, workflow management also involves identifying redundancies, bottlenecks, and areas for improvement while determining the optimal flow of data. With that in mind, what exactly is workflow management software? Essentially, it is a tool that facilitates the comprehensive management of process flows, whether they are simple or intricate, by streamlining any type of workflow.
In order for the workflow management software to be effective, it is necessary to map out workflows, whether they are simple or complex. A simple workflow follows predetermined rules and a specific sequence, with straightforward dependencies between tasks. On the other hand, a complex workflow involves parallel workflows that must be executed simultaneously, taking into account complex dependencies and conditions. Mapping out workflows visually facilitates the automation of the workflow process.
Before delving into the details of workflow management software, it is beneficial to understand the various types of workflows that can benefit from its usage. In sequential or simple workflows, subsequent tasks are carried out based on the completion status of the preceding task. For instance, when applying for leave, multiple approvals are required at different stages. The initial approval is obtained from the manager, and then it proceeds to the finance department for the second level of approval. Consequently, the request is sent for finance approval only after receiving the manager’s approval. These workflows are executed in a flow chart style, ensuring a smooth progression without any backlog, enabling everyone in the sequence to move forward.
regardless of the type of workflow – effectively manage the tasks involved in the process. This software is designed to enhance the way teams collaborate and work on processes by offering adaptable tools. The top-notch workflow management software enables users to create and optimize workflows, identify unnecessary steps, and enhance productivity. Enterprises utilize this software to handle forms and documents across different stakeholders and teams.
- Automate the process
- Follow up on pending tasks
- Get a picture of the workflow
- Manage documents efficiently
The use of the best workflow management software allows for the scheduling of tasks, collaboration with team members, efficient workload management, and progress measurement. Implementation of workflow management software ensures proper project delivery and maintenance of deliverable quality. Workflow software enables the error-free execution of repetitive, low-value tasks. It also significantly improves or fully automates various tasks within the workflow, such as timesheet approval, employee onboarding, and payroll, with customization options for individual business needs. Both cloud-based and on-premise workflow management software are capable of maximizing workflow efficiency for businesses.
What are Workflow Management Tools?
also known as BPM software – are created with the purpose of enhancing operational effectiveness by simplifying and organizing regular business procedures. These platforms employ electronic forms to collect information and automate a systematic series of actions required to process this data. The assigned tasks within the workflow can be performed either by individuals or automated machinery.
• Enable individuals to automate monotonous tasks • Automatically ensures completion of unfinished tasks • Offer a comprehensive overview of the workflow alongside performance metrics
Workflow management software is designed to assist in the completion of workflows and oversee repetitive processes from a broader viewpoint. In order to qualify as workflow automation software, it should include the following components:
1. Clearly defined, repeatable processes
Having well-defined business processes with clear roles is crucial for successful automation. The software needs to follow a repetitive cycle in order to carry out a task or process.
2. Macro-level view of the process
To optimize workflows using workflow management software, it is necessary for users to have the ability to continuously monitor the status of projects or tasks.
3. Integration with other apps
The software for streamlining processes and automating tasks must have the capability to integrate with current tools. Smooth integration guarantees uninterrupted exchange of data, enabling seamless execution of tasks and projects.
4. Analytics and Reporting
In order to assess the effectiveness of the workflow management tool, it is necessary to have a reporting and analytical feature. Having a strong reporting and analytics feature enables the evaluation of the tool’s productivity and success.
Types of Workflow Management Tools
Workflow management tools are created with the purpose of minimizing menial tasks and improving processes. The utilization of such tools enhances the company’s resource allocation and enables employees to concentrate on more valuable projects. A few examples of workflow automation tools include:
1. Project management
Project management tools are widely utilized for workflow purposes, serving to connect individuals, information, and resources in order to enhance the process. These workflow tools in project management enhance team collaboration and facilitate the definition, management, and improvement of work delivery on multiple occasions. The utilization of such tools heightens visibility and communication within teams, guaranteeing the smooth and efficient operation of processes.
2. Sales and marketing
Sales and marketing workflow tools enable smooth and effective handling of data pertaining to both prospects and customers. The most exceptional workflow management tools possess integrated analytics to identify inefficiencies and expedite the process across multiple channels. By devising workflows, these tools send personalized marketing material based on customer behavior.
3. Finance workflow management
It is important for businesses to maintain organization, compliance, and consistency in finance processes. Daily finance operations such as budget approvals, invoicing, purchase orders, and expense requests can be facilitated with the use of finance workflow automation tools.
4. Customer service
Customer service workflow tools have the capability to automatically assign requests/tickets to agents, send auto-replies to frequently asked questions, and tag access based on the submitted question. The automation of customer service aids businesses in effectively resolving a larger number of customer issues, while also allowing live agents to dedicate their time to addressing more intricate problems.
5. Human resource management tools
Automation tools can effectively manage documentation and administrative tasks in human resource management. By utilizing these tools, administrative oversight can be reduced and improved support can be provided to employees, allowing HR personnel to concentrate on high-value tasks. Automation tools can handle various tasks, including new hire management, timesheet management, job postings, and time off requests.
Workflow automation tools can significantly improve business outcomes by freeing up resources and enhancing process outcomes. However, to effectively utilize these tools, careful evaluation of the business requirements and features of the software is necessary. There are various ways in which workflow automation tools aid in enhancing business outcomes.
Let’s examine the key benefits of workflow management tools, which not only accelerate business processes but also allow employees to prioritize high-value work and make informed decisions by freeing up their time.
13 Workflow Management Tools that You Must Consider for your Business
Pipefy
Pipefy is a workflow management software that is widely used and known for its intuitive interface. It provides businesses with the ability to automate and manage their workflows efficiently and effortlessly.
Pipefy provides a range of highly effective features for creating, automating, managing, and adjusting workflows. With everything you require, Pipefy enables you to propel your business to new heights.
Features of Pipefy
- Pipefy allows you to synchronize tasks at every level, making it easier to adapt to the changes and measure success.
- It lets users create custom workflows, eliminate unnecessary elements from their workflow and only work on important tasks.
- Pipefy is suitable for businesses of all types and sizes. Whether you’re a small team or a big enterprise, Pipefy has something for you!
Pipefy provides a range of plans to cater to different needs, including a complimentary workflow management plan, a small business plan, an enterprise plan, and a customizable plan for large enterprises.
monday.com
With its array of features, monday.com offers a user-friendly solution for organizing work and handling workflows, projects, and work teams. It provides essential tools such as task and time management, file sharing, reporting, and even acts as a contemporary alternative to email.
If your business has complex systems and is a large enterprise, then monday.com could be the ideal choice for you.
Features of monday.com
- This software stands apart because it provides a complete package for all your management needs.
- monday.com workflow management software allows setting up individual goals for your team and lets them do their work without you micromanaging everything.
- It helps you beat the roadblocks with the help of imported visibility into your workflows. monday.com let you know what’s working, what’s on the way, and what needs your attention.
Monday.com provides a range of flexible workflow management plans tailored to diverse businesses, including a free plan. For their premium plans, prices start as low as $8 per month/user and can be customized, with options ranging up to $16 per month/user.
Wrike
Wrike allows teams to eliminate the unnecessary stress of manually overseeing everything.
With easy add-on functionality, a drag-and-drop interface, and easy customization features, Wrike enables the creation of smart, private, and collaborative workflows that ensure the storage of your data.
Features of Wrike?
- It lets you assign, monitor, and review tasks of your team anytime from anywhere at your convenience.
- Pin important to-do lists. Wrike allows you to align tasks as per their priority levels and enables you to keep a check on them regularly.
- Streamline every level of the workflow management process with the power of AI and free up time from your busy schedule
Wrike’s free plan is the most appealing aspect of their platform. In addition, they have four paid plans that cater to businesses of different sizes. Moreover, Wrike provides tailor-made plans specifically designed for enterprises.
Kintone
By allowing you to outsource repetitive tasks to the software, Kintone enables you to focus your energy on more crucial aspects of the business, thus helping you attain a superior work-life balance and work environment.
Features of Kintone?
- Kintone gets integrated with several applications.
- It’s an end-to-end toolkit to fulfill all your management needs.
- It provides ultimate productivity with the help of 1,000 pre-built applications.
Kintone offers a paid plan that is available for purchase at a rate of $24 per user/month, suitable for businesses of all types and sizes.
Zoho
Zoho remains at the forefront in terms of providing top-notch solutions for workflow management software.
This solution is all-encompassing and includes a variety of convenient management features.
Zoho is the perfect choice for businesses seeking software that offers the best value for money. It provides an approval-driven workflow that eliminates unnecessary back and forth, offers project overviews in a visual format, and delivers actionable reports for productivity.
Features Zoho Workflow Management Software?
- Zoho’s fully customizable workflow management services allow building the solution according to your needs
- Zoho also helps reduce chaos and improve efficiency with its data on people, processes, and reports.
- It can handle multi-level approvals, back-and-forth communication, and manage everything without doing much.
At Zoho, you have the option to select either the Standard or Professional paid plans based on your business’s specific needs.
Kissflow
With step-by-step thinking, the following text can be rephrased without adding or removing information: Kissflow is a solution that assists businesses in managing and monitoring processes and workflows. It is a user-friendly and intuitive software that provides comprehensive visibility into the work.
A highly collaborative dashboard is available for project managers and teams to effectively manage the entire workflow, catering to teams of various sizes.
Features of Kissflow?
- It has a user-friendly UI making it easier for newbies to navigate and utilize the software for their business
- It allows codeless management.
- Kissflow equips you with real-time insights that help monitor and understand progress regularly.
Kissflow offers three paid plans for businesses, beginning at $10 per user/month. Additionally, they provide customized workflow plans tailored to match the specific requirements of businesses.
Beslick
Beslick is a software designed for smart workflow management, with a primary goal of assisting businesses in streamlining their workflows.
With its capability to enhance efficiency, accuracy, and consistency, this remarkable workflow management tool accommodates solutions for all aspects of business procedures.
Features of Beslick?
- It provides visual reports and data export features for continual advancement.
- It delivers deeper insights and visibility into the workflows.
The aspect we appreciate the most about Beslick is their transparent and generous approach when it comes to pricing.
Beslick provides a single paid plan, which carries a price of $10 per user per month and grants unrestricted access to both workflows and resources.
Aproove
Aproove is a comprehensive solution for managing workflows for all business objectives and processes. With this software, businesses can streamline tasks more efficiently, reduce the need for manual work, and complete tasks according to their own preferences.
Features of Aproove?
- It has a custom form feature that allows you to insert the forms anywhere between your workflows.
- Aproove provides a very intuitive dashboard that projects the data and helps you track success through real-time insights.
- It makes interaction with the team easy and allows collaboration with everyone in one place.
Aproove has two plans available. The first plan is called the classic plan, designed for small and medium-sized enterprises. The second plan is called the Aproove Enterprise plan, which offers additional advanced features and flexibility specifically for large-scale businesses.
Cflow
Cflow is a BPM solution that allows for the quick and effective automation of important business workflows. By utilizing the visual form builder in Cflow, users can easily create workflow forms through a drag-and-drop feature. Unique business requirements can be considered when constructing customized workflows. Cflow ensures the highest level of security for all business data.
- For starters, the no-code workflow software makes it super easy to create workflows. The intuitive user interface makes it super easy to operate Cflow.
- You can create workflows by simply dragging and dropping workflow elements. Cflow is the best workflow management software for small, medium, and large enterprises.
- The public form feature in Cflow lets you expose your forms to the world, allows even non-users to create public forms and the best part is that you can do that without having to log in to the application.
- Real-time reports and analytics help you stay informed on the status of the process/tasks and all the team members are aware of the status of tasks and approvals.
- Cflow provides insane levels of customer service that takes you through the entire setup of workflows, and even after.
- The access control feature in Cflow allows controlled access to business data. Seamless integration with over 1000 apps via Zapier is possible with Cflow.
Key Features
- Rules Engine – Wizard-driven editor that is designed for non-IT folks. In-depth customization features that include multiple conditions, operators, and operands.
- SLAs and escalations – Service level agreements and escalations are deployed to ensure that employees deliver what is expected of them.
- Data security – Best-in-class SSL encryption that protects your data 24/7. You can choose what you want to encrypt.
- Integrations – Designed to be a versatile program from the ground up, Cflow is a user-friendly application that is developed with the user’s comfort in mind. It seamlessly connects with SMB applications like Slack and Quickbooks, and Enterprise apps like Salesforce and SAP.
- E-signatures – The need for physical documentation and signing is eliminated with the e-signature feature in Cflow.
- Document management – Centralized access and management of documents make it easy to track changes and keep documents organized and updated.
Hive
Hive is a project management platform that is designed specifically for hybrid work. Hive Automate can save time by automating repetitive tasks with low human intelligence involvement. The powerful proofing and annotation tools in Hive can simplify even complex approvals.
- This tool automatically creates tasks, assigns owners, and changes task status, which improves process speed and lets the team focus on more important assignments.
- The project and action templates for repeatable steps help you cut down on the time for the process.
- You can map out project timelines, track baselines, and execute comprehensive plans in Gantt view.
- Sharing and discussing files via a centralized work interface.
- Setting goals for the team and giving everyone a sense of purpose can be effectively done with Hive by linking projects and actions to specific objectives.
- Project templates, forms, automation capabilities, flexible project views, and seamless integrations are some of the key features offered by Hive Automate
Key Features
- Project dashboard – Hive gives you a variety of project dashboard views that let you stay informed on the progress of tasks. Gantt View, Kanban view, Calendar View, Portfolio View, and
- Table View – It is some of the views you get with this low code workflow solution.
- Goal setting – Goal tracking can be automated by tying your projects and actions to specific objectives. You can also visualize and track progress in real-time with Hive.
- Deeper visibility – You can quickly gain visibility into the progress of processes, who is working on what and where you stand with your tasks with color coded and customized project and action status. The Personalized Pages option gives you a bird’s eye view of what matters to you.
- Collaboration – You can transform your meetings into engaging, interactive affairs, and always leave with clear steps with the Notes and Hangouts feature.
Shift
Shift is an all-in-one desktop app that consolidates work email accounts, apps, and extensions, and simplifies business workflows. This application can enhance productivity and offer a centralized focus for the team.
- Shift is a workstation for streamlining and collaborating across accounts and workflows.
- Shift can be seamlessly integrated with all your favorite apps and build customizable workspaces and manage inbox overload.
- With this workflow management software, you don’t have to toggle between or log in and log out between accounts.
- Customizing workspaces, extensive search across Mail, Calendar, and Drive accounts, and mixing and matching of favorite tools, are some of the features offered by Shift. You can gain access to multiple Google and Microsoft accounts easily with Shift.
- Connecting all the email accounts with your favorite web apps and tools is a breeze with Shift.
- Mission-critical tabs, bookmarks, and apps in Shift allow you to create and organize your workflows.
Key Features
- Email accounts in one place – You can connect all your Gmail, Outlook, and Office 365 accounts, and manage everything from a centralized workstation.
- App integration – WhatsApp, Slack, Messenger, and other apps can be connected easily and you can switch between them easily.
- Chrome extensions – Access to Boomerang, Grammarly, and LastPass can be easily gained with the Chrome Extension feature.
- Unified search – You can save time and find exactly what you are looking for across any of your Mail, Calendar, and Drive accounts.
ProProfs
One of the best workflow management software options is a smart software that offers real-time updates on the project lifecycle. It specifically emphasizes work planning and team collaboration to support managers and teams in successfully completing projects.
- The intuitive dashboard allows you to manage tasks, subtasks, and deadlines efficiently and effortlessly.
- The seamless fine-sharing feature allows you to stay on top of discussions at any time, from anywhere.
- Workflow managers can easily plan, organize, and manage work from a centralized dashboard with ProProfs.
- The smart features in this workflow software make it a good fit for collaborative workflow management for different teams.
- This software can be used to generate invoices and create customized bills.
- Effective team collaboration is a breeze.
- Other features include automated workflow execution, on-the-go project development updates, cross-functional team management, Kanban boards, and Gantt charts.
- Affordable pricing options are available for small, medium, and large businesses. ProProfs changes the look and feel of how tasks are listed.
Key Features
- Task views – Get a clear view of tasks and subtasks with timelines for a month, week, and even a quarter. Gantt, Kanban, and Calendar views can be used to get a high level of all the tasks.
- Intuitive dashboard – The in-house and remote teams can be on the same page with the intuitive dashboard. This online project management system promises effective collaboration by streamlining communication across departments.
- Prioritize projects and track progress – You can keep your deadlines intact by setting due dates for each project.
- Discussions and sharing – You can communicate seamlessly with file sharing and task comments. Share project files easily and connect our project management online tool with Dropbox, Google Drive, Box, etc.
Fluix
This workflow management tool can effectively handle tasks such as managing field inspections, equipment maintenance, safety control, and other business operations. Additionally, it offers features like fillable PDFs and web forms, a drag-and-drop workflow builder, granular role-based access, and integration with BI tools.
- This is a no-code workflow platform designed for industries like construction, energy, aviation, remodeling, etc, and helps companies to jumpstart workflow management.
- The chief solutions offered by Fluix are automated data capture and workflow management. The data is captured via mobile forms first and moved through appropriate workflows. With Fluix, operations between distributed teams can be streamlined easily.
- This software helps companies to digitize document processes and automate routine tasks.
- The lightning-fast deployment of the software increases the productivity and efficiency of process workflows. Companies around the world can further develop their competitive edge and keep everyone on the same page.
Key features
- No code workflow creation – With Fluix, there is no need to code even a single line for creating workflows. The drag-and-drop functionality allows you to build any type and size of workflow within a short time.
- Routine task automation – Routine tasks can be tracked and automated with Fluix so that employees get more space to do meaningful things.
- Quick deployment – It is an intuitive and lightweight software that can be deployed quickly and easily. The learning curve is short, so you can start using Fluix in days.
- Reliable reporting – Field and office teams can effortlessly gather reliable data, structure it, and analyze it with the Fluix Reporting feature.
Projectsly
By generating automated workflows, this workflow software assists in minimizing the amount of time spent on monotonous manual tasks, enabling teams to adhere to project deadlines and promptly finish assignments.
- It provides advanced risk management and powerful automation feature and enables end-to-end project management in companies.
- Project managers can use this software to assign and track teams without missing critical steps.
- The visual designer in Projectsly creates workflows from nodes in the visual designer to reduce repetitive manual work.
- Multiple flows can be customized based on business needs and tasks can be assigned automatically after an event triggers it.
- Remote teams can use this tool to manage distributed work teams efficiently.
- Other features include Kanban boards to create and track tasks, Gantt Chart to visually track task progress, a Chrome extension to manage projects via Gmail, and automation to create workflows.
Key Features
- Centralized project management – You can streamline all projects and task assignments from one central location and communicate within the team to get tasks done in less time.
- Manage work from anywhere – You can keep your team aligned on project progress by collaborating on tasks, sharing information, and viewing status updates.
- C oordinate tasks and meet deadlines – Organize all details of your work in one place and outline each step.
- Boost productivity – You can organize your team’s tasks with the best task management system that helps keep up with to-dos.
