Introduction 

Do you always feel mixed up trying to get your team on the same track? Or are you losing valuable time and resources because of messy processes?

If so, no worries. You’re not alone – many businesses face these very challenges.

According to a study, only 4 out of 10 employees feel their company gives clear instructions on how to complete work.

This lack of clarity can lead to misunderstandings, mistakes, and delays – putting a real roadblock in your workflow.

Now, just imagine a world where every task, every process, and every team working together runs smoothly. That’s the power of workflow management tools. These smart programs are built to make processes simpler, improve team talking, and boost efficiency across your whole organization.

In this blog, we’ll explore the world of workflow management, its great benefits, and the top tools out there. Whether a small new business or a big company, putting the right workflow tool in place can totally transform how your team operates – saving time, cutting mistakes, and ultimately driving serious business growth.

So get ready to discover how these workflow helpers can supercharge your processes, letting your crew achieve more with way less effort.

What Is Workflow Management?

Workflow management is about organizing and streamlining the steps to get work done efficiently. It focuses on removing repeated tasks, ensuring resources are available, and making task sequences smooth.

Workflows are a series of tasks done one by one to reach a goal. Business processes are made up of these workflows. Automating workflows aligns operations with business goals and eliminates problems of manual systems.

For example, the purchasing process has workflows for requesting, ordering, and invoicing – each with tasks like creating, reviewing, approving, and passing to the next step.

Workflow management involves setting steps, fixing issues, adjusting to changes, documenting processes, communicating updates, controlling access, and generating reports.

By managing workflows effectively, businesses can cut redundancies, increase efficiency, and ensure smooth processes from start to finish.

Common Workflow Management Challenges

1. Systems not communicating with each other makes document tracking hard. Version control is messy. Employees waste time copying and pasting data.
2. Remote teams face difficulties in collaborating and sharing information seamlessly.
3. Too many unproductive meetings waste time and money for companies.
4. Paper-based invoice processes are slow. Tracking progress is difficult. Suppliers get frustrated.
5. The inability to locate required information quickly leads to delays and disruptions.

What Is A Workflow Management Tool?

Workflow management software is a computer program that automatically handles tasks and makes time-consuming processes easier with ready-to-use workflow apps. This software uses a smart way to make people more productive by breaking tasks into smaller parts and then giving those parts to employees who have the right skills and knowledge for them. It includes managing workflows from the very start until the very end.

A workflow is a set of steps that process information in a certain order. All kinds of organizations and industries use workflows. A workflow is created anytime data is moved between people or systems. Workflows are the paths that show something going from unfinished to finished or unprepared to prepared.

Some examples of workflows are:

• Processing a customer order from receiving it to shipping the product
• Hiring a new employee from posting the job to their first day
• Publishing a new blog post, from writing it to promoting it

Workflows happen in every aspect of a business. The workflow management software helps make these processes smooth, efficient, and organized.

Top 20 Workflow Management Tools

Let’s have a look at the top 20 workflow management tools that can improve your productivity. 

1. Invoicera

Invoicera is a scalable workflow management tool that caters to the needs of both small-scale businesses and freelancers. It includes features such as tracking your projects, invoicing, and expense management. You will have the ability to handle all your projects while providing invoices to your clients right in one spot. 

With its user-friendly interface, you can quickly find and keep track of your payments and expenses. With a full set of reporting features, you will never lose track of your business’s financial health. 

At $19 dollars a month, Invoicera can be considered a budget friendly solution for those who are looking to organize their work much more efficiently.

2. Asana

Asana is a feature-rich task manager which is used by groups of any size. It enables you to categorize jobs, establish due dates, and monitor project development. 

The easy-to-use interface allows you to easily share tasks with the team and communicate in real time. Asana offers such as Gantt charts, custom workflow templates and integrations with other widely used apps. You are capable of handling both simple tasks and intricate projects with great skill. 

Asana’s pricing kicks off at $13.49 per user per month, bringing the businesses with its cost-effective productivity-improvement solution.

3. Monday.com

Monday.com is a highly flexible and applicable workflow management tool for companies of all kinds. It has interactive boards, therefore, you are able to organize as well as manage your workflows that suit your needs. 

The visual interface makes it so easy to stay on top of your task and collaborate with your team. Monday.com integrates with a multitude of other tools, therefore making it possible to use them in different environments. It automates recurring tasks that then free you from extra work and time consumption.

The pricing of Monday.com begins at $24 per three users a month which could be a good choice for those teams needing that flexibility.

4. Workstatus

Workstatus is a powerful workflow process software that leverages on efficient time tracking and productivity enhancement. It enables you to monitor work hours, and task paths, and create comprehensive reports. Alongside GPS tracking and automated timesheets, you can provide reliable data collection solutions for remote teams. 

In addition, Workstatus has project management features that allow you to manage tasks and deadlines with accuracy. This is the most effective application for businesses that want to increase productivity. 

Workstatus charges a price of $4.99 per user per month and is an affordable option for businesses looking to amplify their results.

5. Hive

Hive is a performance workflow management interface created for teams and companies. It offers project views like Gantt charts and Kanban boards to allow you to monitor and manage your tasks efficiently. 

Collaboration features such as chatting and sharing of files help a lot with teamwork. Hive also includes time tracking, project templates, and automation capabilities. It enables you to develop workflows that satisfy your particular requirements. 

Hive’s price tag of $5 for every user per month constitutes an attractive alternative for teams in need of a solution that is convenient and cooperative.

6. Zoho

Zoho is an all-in-one workflow management tool that addresses the needs of various businesses. It provides a project management system, a customer relationship management solution, and a team collaboration feature.

Zoho’s user-friendly dashboard allows one to manage tasks, establish priorities, and monitor the progress of milestones easily. The tool features a high level of reporting, which facilitates continuous monitoring of progress and the detection of bottlenecks. Zoho suite communicates with other Zoho apps, increasing its power capabilities. 

Pricing for Zoho begins at $15 per user per month, which means it is perfect for small and large businesses.

7. Jira

Jira is a well-known workflow management tool that strongly works to enhance the productivity of development and IT teams. It provides overall issue tracking so you can track the tickets, bugs, and releases. Customizable workflows and workflow automation features can be used to simplify your procedures. 

Jira also seamlessly integrates with other development tools like GitHub, ensuring smooth performance. The tool is suitable or customizable in both agile environments and traditional project management methods. With strong reporting and dashboard capabilities, you will be staying updated on projects from all angles. 

Jira’s costs start at $7.75 per user per month, which indicates that Jira is quite cheap and, thus, fitting for development teams.

8. Basecamp

Basecamp is a straightforward and pragmatic tool for workflow management that is intended for people who appreciate the clarity and simplicity of its interface. Available features such as building to-do lists, message boards, and file sharing make the collaboration process extremely simple. 

The tool gives you a neat interface so you can monitor your projects without getting into trouble with any clutter. Basecamp is good for a team that wants to improve the communication and the project organization without overwhelming the complexity, essentially. 

It has a one-time fee of $4.90 that includes unlimited users and projects, giving the best value for bigger groups.

9. Cflow

Cflow is an automation tool that facilitates the running of business processes. It can be used to create and manage processes without much difficulty through a simple drag-and-drop feature. Cflow provides standard templates for commonly encountered business processes to fast-track the setup process. The tool offers features like approval workflows, form automation, and task tracking. 

With user-friendly features, you can create workflows that suit your unique business needs. The cloud-based platform offered by Cflow allows you to access your workflows even from remote locations. 

Cflow is priced at $16 and higher for the first 10 users, and this is an ideal package for businesses that want to automate their processes.

10. ProofHub

ProofHub is multifunctional workflow management software for teams and businesses. It gives you project management tools like task lists, timelines, and Kanban boards which you may utilize to coordinate and track projects in an efficient way. 

ProofHub incorporates team collaboration tools like chat, discussions, and file sharing to facilitate team communication. The software also has built-in document proofing and annotating functions, which let you review and approve content quickly. ProofHub’s simplicity and flexibility are the reasons it caters to a diversity of industries. 

Cost starts from $45/month for the Essential plan, which comes with scalability for developing teams.

11. Process Maker

ProcessMaker is a flexible, cross-size business organization’s workflow automation tool. It lets you develop processes, execute them, and make them more effective. The visual workflow builder of our software allows for the fast design of custom workflows. It fits seamlessly with marquee apps and increases productivity within groups. 

Process Maker comes with extravagant features like role-based access and up-to-date analysis. It is a scalable solution meant for both the simple and the complex workflow. In addition to the immediate and comprehensive support provided and thorough documentation, getting started is easy. 

The starting fee is $1,495 per month for a professional plan and enterprise options are available.

12. Zapier

Zapier links the apps that you like and automates the workflows. It is so easy to use, having just a drag-and-drop interface. Zapier gives you the probability to set the triggers and actions to create the “Zaps.” This way, you can automate repetitive tasks, saving a lot of time and getting rid of human errors. 

The tool supplies you with over 3,000 app connections, like Slack and Google Sheets. Zapier is especially useful in small teams and among individuals who desire to advance output. It is super easy to use, and you don’t need to know a single line of code. 

The free version is the fundamental plan, and the paid options begin at $19.99 for an upgraded package.

13. Smartsheet

Smartsheet is a fusion of management and spreadsheets. You can track the workflows by writing your own interactive sheets, forms, and reports. 

Smartsheet is a collaboration tool that allows team members to work together directly. It is perfect for task management, process tracking, and eventual automation workflow setting. Smartsheets are integrated with popular apps, which gives them flexibility as solutions for various industries. 

The pricing starts at $7 per month for individual customers. However, we also offer team and enterprise packages.

14. ClickUp

ClickUp is another comprehensive work management platform on the list. It allows members to organize tasks, projects, and processes in one single location. ClickUp provides a comprehensive selection of views, including list, board, and timeline views. This allows you to tailor workflows based on your team’s requirements. 

It also comes with integrations for relevant tools such as Google Drive and Slack. ClickUp is suitable for any type of team, including small ones, as it provides rich collaboration tools. The platform is built for flexibility and can be adapted to a different use case. 

The free plan includes the basic features, but the premium plans, starting at $12/month, will have advanced capabilities.

15. Backlog

Backlog is specifically tailored for software development teams. By integrating project management features with version control, code changes, and tasks can be tracked over a single platform. 

Backlog assists agile workflow and offers a variety of features, including burndown charts and Gantt charts. It has been embellished with collaboration tools, which make it possible for teams to communicate as well as share files. Backlog integrates with many other dev tools, which gives it an edge over other software for tech teams. 

Pricing starts at $175 per month for the first 30 users and other plans are available for teams and enterprises.

16. Pipefy

Using Pipefy’s easy-to-use interface, you can design workflows and complete tasks with speed and simplicity. Pipefy provides templates for the most usual processes, such as human resources and customer support. 

Collaboration stands for integrations with common apps, making it a flexible choice for the teams. Pipefy is a great tool for companies who want to make it easier to operate and more effective. 

The free plan covers the essentials, while paid plans start from $26 per month per user, featuring more advanced automation options.

17. Nintex

Nintex is a workflow automation software for businesses, especially for large enterprises. It facilitates the building, adapting, and running of complex workflows with minimal effort. The user-friendly visual workflow designer has all the advanced automation features. For example, Nintex integrates with SharePoint or Salesforce. 

It provides detailed documentation and customer support that makes it the best option for large entities. Nintex is an appropriate solution for different industries, including healthcare and finance. 

The pricing starts at $625/month for basic automation, and custom enterprise plans are available for serious implementations.

18. Airtable

Airtable unifies databases with project management characteristics. With tables, fields, and forms that you can modify, you will be able to organize your workflows the way you want. Airtable is multi-viewing and includes a grid, calendar, and Kanban. 

It is a solution for different fields of expertise and teams of any size. Airtable provides collaborative tools so that the teams can work at their best. It integrates with mainstream apps such as Slack and Google Drive. 

The free structure provides basic features while starting at $24 per user per month with paid plans for more personalization and automation features.

19. Wrike

Wrike is an all-in-one project and workflow management software that could be deployed for a team of any size. It is feature-enriched, including task management, file sharing, and collaboration tools. Wrike allows you to create both simple and complex workflow. 

The platform has customizable dashboards and analytics that provide real-time tracking of the progress of the project. It allows integration into many existing business applications, thus enabling users to increase their productivity and team coordination. Wrike can be used by both small teams and huge corporations. 

The free plan gives basic project management, while the paid plans start at $9.80 per user per month to get the advanced features and integration.

20. Trello

Trello is such a simple but effective tool to organize the workflow based on the Kanban boards. It enables you to make boards, lists, and cards that help you arrange your work streams. Trello is easy to use, which is why it is preferred by many groups and individuals. Moving cards between lists is very easy in order to make the tracking. 

Trello facilitates app integrations such as Slack and Google Drive within its ecosystem, making it multifaceted. It is most suitable for small-scale projects and groups looking for a simple and straightforward option. 

The free version covers fundamentals, with plans starting from $5 per user per month, offering more advanced features and customization.

How To Select Workflow Tool? 

Here are 5-6 important factors to consider when selecting a workflow automation tool in the given format:

Step 1. Assessing Business Requirements

• Does your business need complex workflows or simple, semi-automated processes?
• Consider company size, growth potential, integration needs, and user-friendliness. The automation tool should fit your specific needs to achieve your goals.

Step 2. Defining the Automation Approach

• Business Process Automation (BPA): Automating tasks with human involvement.
• Robotic Process Automation (RPA): Rule-based automation with little or no human intervention. Evaluate which approach aligns better with your workflows and the level of human intervention required.

Step 3. Involving End-Users

• Loop in department heads, managers, and team leads during the selection process.
• Gather insights on their pain points and requirements for smooth, efficient operations. End-user involvement promotes trust, accountability, and better tool adoption.

Step 4. Integration Capabilities

• Ensure the workflow tool seamlessly integrates with existing systems like Google Drive or SharePoint.
• Consider an Integration Platform as a Service (iPaaS) for connecting various applications and data sources. Seamless integration is crucial for data exchange and smooth workflows.

Step 5. User-friendliness and Team Adoption

• Prioritize a no-code or low-code workflow solution for ease of use.
• Involve team members from technical and non-technical departments to assess user-friendliness. A user-friendly tool promotes better adoption and productivity among your teams.

Step 6. Customization Options

• Evaluate the tool’s ability to customize workflows, rules, and logic based on your business needs.
• Compliance and audit trail customization are essential for many organizations. Customization ensures the tool aligns with your specific processes and requirements.

Final Words

Let’s be real – having the perfect workflow tool for your business is a total lifesaver. It makes everything smoother, gets your team working together like a dream, and boosts productivity like crazy. Doesn’t matter if you’re a small new startup or a massive company – putting the right business workflow software in place can change the whole game. Your crew will save tons of time, make way fewer mistakes, and your business will seriously grow like never before.

But yeah, choosing the best tool out there can feel pretty overwhelming with so many options. That’s why it’s super important to get clear on your business needs, decide if you want automation with or without humans involved, and loop in your team to get their input. They’re the ones actually using this thing daily, so their buy-in is everything.

At the end of the day, don’t settle for messy, disorganized processes holding you back. Grab onto the power of workflow magic and watch your team soar!

FAQs

1. How long before I can actually start using a new workflow tool? 

It really depends on the tool and your business, but most vendors will have you up and running pretty quickly with training and support. We’re talking a few weeks to a couple months max if you plan it properly with your team.

• Can I try it out first before paying? 

Totally! Lots of workflow software companies offer free trials or demos so you can test drive the features before committing. Smart move to kick the tires first.

• What about security for sensitive business information? 

Top workflow tools take security seriously with encryption, access controls, backups, and more. But you should still review each vendor’s policies to make sure they’ve got the right protection.

The post Optimizing Business Processes With Top Workflow Management Tools appeared first on Invoicera Blog.