The Ultimate Workflow Management Software Buyer’s Guide 2024 (40 of the Best Tools)

Workflow management software can do wonders for an organization that struggles to find consistency in recurring processes. They can save time and money, reduce errors, and make life easier for employees and customers alike.

But what should you look for when buying workflow management software?

Well, lucky for you, we make one ourselves. It’s kind of our whole thing. So we promise to steer you in the right direction toward the software that’s best for you.

This guide will cover:

• Top 40 Workflow Management Software Solutions
• What is Workflow Management Software?
• Benefits of Workflow Management Software
• Who Needs Workflow Management Software?
• Key Features to Look for in Workflow Management Software
• Try Workflow Management Software Free

Let’s get into it!

Top 40 Workflow Management Software Solutions

Here are our top picks for workflow management software solutions. Have a read-through and try the ones that you think will be best suited for your business.

Process Street

Process Street is a powerful workflow management platform that simplifies workflow automation. It enables organizations to create, track, and optimize recurring processes through intuitive checklists. With features like conditional logic and AI-generated workflows, Process Street enhances efficiency, accountability, and collaboration, making it an invaluable tool for businesses striving for operational excellence.

Key features:

• Checklist automation: Create and automate dynamic checklists for recurring processes.
• Conditional logic: Customize workflows with conditional logic based on responses.
• Custom workflows: Facilitate team collaboration on tasks and processes.
• Integration capabilities: Seamlessly integrate with tons of apps and tools.
• Task assignment: Assign and track responsibilities within processes.
• Data collection: Gather and store data through forms within checklists.
• Reporting and analytics: Generate insights with analytics on process performance.
• Version control: Maintain and track versions of checklists for auditing.
• API access: Connect with other applications through APIs.
• Document storage: Attach and manage documents relevant to processes.

Pros:

• Intuitive interface makes it user-friendly.
• Offers secure data handling and storage.
• It has a mobile application.
• Custom automated workflows can be made with AI.
• It has lots of premade workflow templates to choose from.
• Great for employee onboarding.
• It makes communication between team members super simple.
• It has excellent analytics features.

Cons:

• There is no free plan.

Monday.com

Monday.com is a dynamic workflow tool designed to streamline collaboration and project management. It provides a visual and customizable platform for teams to manage manual tasks, projects, and workflows efficiently. Monday.com helps teams enhance communication and productivity while adapting to diverse work processes.

Key features:

• Workspaces: Create customized workspaces for different projects.
• Boards: Visualize tasks and projects through customizable boards.
• Pulses: Individual task cards with detailed information.
• Timeline view: Display project timelines for better planning.
• Automations: Streamline workflows with automated actions.

Pros:

• Attach and share files directly within the platform.
• Real-time collaboration with team members.
• Create and customize visual dashboards for insights.
• Responsive customer support for assistance.

Cons:

• The free plan has very limited features.
• It doesn’t offer an offline mode.

Smartsheet

Smartsheet serves as a dynamic work and resource management platform, combining the familiarity of a spreadsheet interface with robust project management capabilities. It empowers teams to collaborate, organize, and execute projects efficiently. Known for its versatility, Smartsheet adapts to diverse workflows, enhancing productivity and fostering seamless coordination among teams.

Key features:

• Spreadsheet interface: Familiar interface for ease of use.
• Gantt charts: Visualize project timelines and dependencies.
• Forms: Create forms for data collection and entry.
• Resource management: Allocate resources and manage workloads.
• Project templates: Pre-built templates for various project types.

Pros:

• Adaptable for various project management and task tracking needs.
• Generates customizable reports for project insights.
• Provides controls for data access and permissions.
• Seamless integration with multiple third-party apps and services.

Cons:

• It doesn’t have native communication tools; instead, it relies on integrations for comprehensive communication features.
• It doesn’t work well for smaller-scale projects.

Asana

Asana is a versatile workflow management tool designed to streamline team workflows. It enables users to organize tasks, set priorities, and track project progress in real-time. Asana empowers teams to enhance productivity and achieve their goals efficiently.

Key features:

• Task management: Organize tasks and projects efficiently.
• Project timelines: Visualize project timelines and milestones.
• Due dates and priorities: Set deadlines and prioritize tasks.
• Attachments and comments: Share files and communicate within tasks.
• Customizable workspaces: Tailor workspaces to fit team needs.

Pros:

• Enables the establishment of task dependencies for better planning.
• Manages regulatory requirements.
• Helps reduce manual errors and the need for human intervention.
• Users can monitor and manage multiple projects in one view.

Cons:

• More advanced features are available in premium plans, which had high additional costs.
• Might feel too robust for straightforward task management.

Trello

Trello is a popular online tool that utilizes boards, lists, and cards to streamline project management. It simplifies tasks, fosters team collaboration, and visualizes workflows in an easy-to-understand format. Trello’s intuitive design empowers teams to organize and prioritize work seamlessly, making it a go-to choice for various projects.

Key features:

• Boards, lists, and cards: Organize tasks hierarchically.
• Drag-and-drop: Intuitive interface for easy task management.
• Labels and tags: Categorize and color-code tasks for clarity.
• Power-ups: Extend functionality with custom integrations and automations.
• Activity log: Track changes and updates on boards.

Pros:

• Its simple user interface is adaptable to various project management styles.
• Boards and cards offer a clear visual representation.
• Users can create boards tailored to their needs.
• Super budget-friendly, which makes it great for small businesses.

Cons:

• It has limited control over data security compared to self-hosted solutions.
• The basic plan doesn’t offer unlimited boards.

Kissflow

Kissflow streamlines work, empowering teams through intuitive, customizable solutions. It enables efficient workflow management, empowering businesses to innovate and thrive. Kissflow’s versatility catalyzes organizational growth by simplifying complex processes and encouraging seamless teamwork.

Key features:

• Integration hub: Connects with various apps and tools for enhanced functionality.
• Task management: Assigns and tracks tasks, ensuring progress monitoring.
• Collaboration tools: Facilitates team communication and collaboration within workflows.

Pros:

• Streamlines employee onboarding and offboarding processes.
• Manages budgets and expenses within workflows.
• Configures customizable approval workflows for various processes.

Cons:

• They don’t offer a free trial or a free plan.
• Building workflows is time-consuming and inefficient.

ClickUp

ClickUp offers robust resource management through customizable views, enabling teams to allocate, track, and optimize resources effectively. With task dependencies, workload management, and time tracking features, it allows precise resource allocation.

Key features:

• Multiple views: Kanban boards, lists, calendars, and Gantt charts for varied project perspectives.
• Time tracking: Monitor time spent on tasks and projects.
• Team collaboration: Comments, mentions, and real-time collaboration on tasks.
• Goals and OKRs: Set and track objectives and key results.
• Document management: File storage, document editing, and version control.

Pros:

• Offers a wide range of features catering to diverse project management needs.
• Allows for the creation of automated workflows, enhancing efficiency.
• Offers a free plan ideal freelancers and small businesses.

Cons:

• Users have reported occasional lags or performance issues, especially with large data sets.

Jira

Jira is a widely used workflow management tool renowned for its adaptability in software development. It serves as a comprehensive platform for issue tracking, project planning, and team collaboration. With its robust capabilities, Jira enables teams to efficiently manage projects, track progress, and maintain a streamlined workflow in the software development lifecycle.

Key features:

• Issue tracking: Comprehensive tracking of tasks, bugs, and issues.
• Agile boards: Scrum and Kanban boards for flexible project management.
• Roadmaps: Visualize and plan project timelines.
• User story mapping: Plan and organize user stories for agile development.
• Backlog management: Prioritize and manage tasks in project backlogs.

Pros:

• Highly customizable workflows to match project needs.
• Suitable for both small teams and large enterprises.
• A wide range of plugins to extend functionality.
• A large and active community for support and resources.

Cons:

• Some users find the interface less intuitive compared to other tools.
• Primarily designed for software development, may not suit all project types.

BambooHR

BambooHR is a cloud-based human resources software designed for small to medium-sized businesses. Known for its simplicity and versatility, it offers features like employee data management, onboarding, performance tracking, and time-off management. BambooHR streamlines HR processes, fostering efficient workforce management and enhancing the employee experience.

Key features:

• Employee database: Centralized repository for managing employee information.
• Onboarding tools: Streamlined processes for efficient employee onboarding.
• Time-off tracking: Comprehensive management of employee leave and time off.
• Performance management: Tools for tracking and evaluating employee performance.
• Customizable workflows: Tailor workflows to align with specific HR processes.

Pros:

• Efficient management of employee information.
• Manages employee benefits and tracks enrollment.
• Secure storage and organization of HR-related documents.
• Intuitive design for easy navigation.

Cons:

• May not be as suitable for multinational organizations with complex needs.
• May not be as robust for organizations with extensive recruitment needs.

Kintone

Kintone is a versatile cloud-based collaboration platform fostering agile teamwork and efficient workflow management. Its emphasis on customization and user-friendly app creation empowers businesses to tailor solutions without extensive coding. 

Key features:

• Customizable workspaces: Tailors workspaces to suit specific needs.
• App builder: No-code app creation for diverse business functions.
• Workflow management: Streamlines and automates workflows.
• Database management: Stores and organizes data efficiently.
• Permission controls: Manages access and permissions for users.

Pros:

• Generates insights for informed decisions.
• Organizes and manages documents efficiently.
• Easily creates and deploys custom forms.
• Manages schedules and events.

Cons:

• Some users have difficulty setting up access permissions.

ProofHub

ProofHub serves as an all-in-one project management and collaboration tool, streamlining team communication and task organization. Known for its user-friendly interface, it centralizes tasks, discussions, files, and milestones, offering a comprehensive platform to manage projects efficiently while fostering seamless collaboration across teams and projects.

Key features:

• Task management: Create, assign, and organize tasks efficiently.
• Task dependencies: Manage task sequences and dependencies.
• Kanban boards: Visualize and manage tasks using Kanban boards.
• Gantt charts: Plan and track project timelines and dependencies.
• File sharing: Share and collaborate on files within projects.

Pros:

• Sets and tracks project milestones and goals.
• Centralizes and organizes project documents.
• Tracks and manages team members’ time off.
• Users can apply custom branding within the platform.

Cons:

• It has very limited integrations.
• The training materials are a bit lacking.

Wrike

Wrike is a robust project management and collaboration platform designed to streamline workflows and enhance team productivity. Its dynamic interface and flexible structure cater to diverse project needs, fostering efficient communication and project coordination. Wrike empowers teams to manage tasks, projects, and resources seamlessly for successful project outcomes.

Key features:

• Time tracking: Monitor and analyze time spent on tasks and projects.
• Resource management: Allocate and manage team resources effectively.
• Task management: Organize and prioritize tasks efficiently.
• Project planning: Plan and visualize projects with timelines and Gantt charts.
• Collaboration: Facilitate real-time collaboration and communication.

Pros:

• Efficient allocation and management of team resources.
• Convenient file sharing and collaboration within the platform.
• Adaptable to various project management needs.
• Seamless integration with numerous third-party apps.

Cons:

• Basic features in the free plan may be insufficient for larger teams.
• Can be resource-intensive in terms of memory and processing.

Hive 

Hive excels in resource management by offering intuitive collaboration tools and project views that streamline resource allocation. It enables task assignment, scheduling, and tracking within a unified platform, facilitating clear resource visibility and optimizing team workflows. Hive’s integrations and reporting capabilities further enhance efficiency in resource planning and utilization.

Key features:

• Time off management: Track and manage employee leave and time-off requests.
• Project budgeting: Set and monitor project budgets, tracking expenses efficiently.
• Task dependencies: Set relationships between tasks for accurate scheduling.
• Mobile accessibility: Access Hive’s features and manage tasks on mobile devices.
• API access: Utilize the API to integrate and extend Hive’s functionality.

Pros:

• Connects with various third-party apps and services for extended functionality.
• Provides users with real-time chat and direct messaging for swift communication.
• Manages tasks visually and tracks progress through customizable Kanban boards.
• Utilizes pre-designed templates for quick project setup.

Cons:

• The reporting capabilities are limited.
• Setting up future actions is difficult.

ProcessMaker

ProcessMaker is a leading workflow automation platform, known for its user-friendly interface and adaptability. It emphasizes streamlining processes, optimizing productivity, and facilitating collaboration. Its focus on intuitive design and flexibility empowers organizations to orchestrate complex workflows seamlessly, fostering innovation and operational efficiency.

Key features:

• Workflow automation: Automate and streamline complex business processes without manual intervention.
• Drag-and-drop interface: Intuitive interface for building workflows and forms visually.
• Form builder: Easily create custom forms tailored to specific business needs.
• Integration capabilities: Integrate with various third-party applications and systems.
• Task management: Assign, monitor, and manage tasks within workflows efficiently.

Pros:

• Centralizes storage and management of documents within processes.
• Details logs tracking all activities within workflows for compliance and analysis.
• Routes tasks based on predefined criteria or decisions.

Cons:

• It has somewhat frequent bugs that can be disruptive.

nTask

nTask simplifies resource management by centralizing task assignment, scheduling, and tracking within a user-friendly platform. It allows teams to allocate resources efficiently, track workloads, set priorities, and manage dependencies. With reporting features and collaboration tools, nTask ensures streamlined resource utilization for enhanced project efficiency and successful outcomes.

Key features:

• Task management: Create, assign, and organize tasks efficiently within projects or teams.
• To-do lists: Compile lists of tasks or actions needed, categorizing them by priority or due dates.
• Time tracking: Monitor time spent on tasks and projects, aiding in productivity analysis.
• Gantt charts: Visualize project timelines, dependencies, and progress.
• Team collaboration: Facilitate communication and cooperation among team members.

Pros:

• Assess and mitigate potential risks associated with projects, enhancing overall project success rates.
• Manage project expenses and budgets, monitoring costs for better financial control.
• Efficiently allocate and manage resources across different projects.
• Set task priorities to focus on critical activities and ensure timely completion.

Cons:

• It isn’t the most intuitive.
• It can be difficult to locate certain features.

Nifty

Nifty streamlines process mapping through its project management interface, enabling task breakdowns and timelines for visualizing workflows. Its collaborative boards, task dependencies, and customizable workflows empower teams to map processes, assign tasks, and track progress seamlessly. With integrations and a user-friendly layout, it aids in efficient process management.

Key features:

• Task management: Create, assign, and organize tasks.
• Project milestones: Set and track project milestones.
• Collaborative workspaces: Shared spaces for team collaboration.
• Gantt charts: Visualize project timelines and dependencies.
• Team chat: Real-time communication within the platform.

Pros:

• Offers a free version.
• Monitors time spent on tasks and projects.
• Syncs tasks and milestones with calendars.
• Offers pre-built templates for various project types.

Cons:

• There are limited integration capabilities.

Podio

Podio creates customizable workflows and streamlined communication. It serves as a dynamic hub, empowering teams to adapt and manage projects efficiently. Embracing flexibility and integration, it cultivates a tailored workspace, encouraging productivity and seamless project coordination across diverse organizational needs.

Key features:

• Workflow automation: Create automated workflows to streamline processes.
• Calendar integration: Sync project tasks and deadlines with external calendars.
• Task dependencies: Set relationships between tasks for accurate scheduling.
• Customizable dashboards: Personalize dashboards to display project-specific information.
• Reporting and analytics: Generate reports to analyze project performance and metrics.

Pros:

• Stores and manages contact information related to projects.
• Manages customer relationships and sales pipelines.
• Users can add comments or notes to tasks for context and collaboration.

Cons:

• The mobile app could be improved.

Nintex

Nintex streamlines business processes with intuitive automation solutions, empowering organizations to achieve operational efficiency and agility. Through user-friendly tools, it simplifies complex workflows, fostering collaboration and accelerating productivity.

Key features:

• Workflow automation: Enables the creation of automated workflows without coding.
• Forms and mobile apps: Offers easy creation of forms and mobile apps.
• Integration connectors: Provides a wide array of connectors for seamless integration.
• Process mapping and visualization: Visual tools for mapping out and understanding complex processes.
• Document generation: Automates the creation of documents within workflows.

Pros:

• Offers advanced analytics to track, measure, and optimize workflows, identifying areas for improvement.
• Ensures compliance with regulatory standards and governance policies.
• Provides pre-built templates for common processes.

Cons:

• It’s very expensive.

Next Matter

Next Matter simplifies workflow management and offers adaptable solutions for seamless task orchestration. It streamlines operations by fostering collaboration and efficiency. Next Matter’s focus on flexibility drives productivity, enabling scalable, agile business processes.

Key features:

• Approval workflows: Configures customizable approval processes.
• Error handling: Manages and resolves errors within workflows.
• Visual workflow builder: Creates workflows via a visual interface.
• Task management: Assigns, tracks, and manages tasks efficiently.
• Template library: Offers pre-built templates for rapid workflow setup.

Pros:

• Tailors workflows to specific business needs.
• Automates repetitive tasks and processes.
• Stores and organizes documents within workflows.
• Provides insights into workflow performance.

Cons:

• Users have reported dissatisfaction with the customized reports.

Scoro

Scoro stands as a comprehensive business management solution, merging project and financial management with CRM and billing. It unifies processes, providing a centralized platform for teams. With its customizable dashboards and automation, Scoro streamlines workflows, empowering businesses to drive productivity and make informed decisions for sustained growth and success.

Key features:

• Financial management: Manages invoices, budgets, and expenses.
• CRM integration: Manages customer relationships and interactions.
• Billing and invoicing: Generates invoices and tracks payments.
• Resource planning: Allocates and manages resources for projects.

Pros:

• Integrates with email for communication and updates.
• Tracks and manages inventory levels.
• Sets and tracks organizational or project goals.

Cons:

• Not suitable for freelancers or large enterprises.

Scribe

Scribe is a data integration and migration platform designed to connect and move data between various applications and databases. It enables organizations to streamline data flows, ensuring data accuracy and consistency. Scribe simplifies data management, enhances connectivity, and supports data-driven decision-making in complex IT environments.

Key features:

• Business process automation: Automates recurring tasks for efficient processes.
• Workflow configuration: Configures the steps of your most important processes.
• Task management: Handles the management of daily tasks.

Pros:

• It’s very easy to create user guides.
• It’s quick and painless to integrate.
• It has a great UI.

Cons:

• The reporting features need improving because they aren’t always accurate.

Backlog

Backlog is a project management tool designed for teams to track tasks, bugs, and project progress. It integrates with various tools, supports collaboration, and offers features like Gantt charts, version control, and issue tracking to streamline workflows.

Key features:

• Gantt charts: Visualizes project timelines and tracks progress against milestones.
• Burndown charts: Monitors project progress and predicts completion dates.
• Kanban boards: Organizes tasks using a drag-and-drop interface for better workflow management.
• Subtasking: Breaks down tasks into smaller, manageable subtasks.
• File sharing: Uploads and shares files directly within tasks and projects.

Pros:

• Creates and maintains project documentation collaboratively.
• Manages user roles and access levels to ensure data security.
• Users can view a real-time stream of project activity and updates.
• Schedules and visualizes tasks and deadlines in a calendar format.

Cons:

• Customization only works on the project level, not an organizational one.

Bynder

Bynder is a leading digital asset management (DAM) platform that helps organizations store, organize, and share their digital content. It features robust tools for brand management, collaboration, and workflow automation, ensuring efficient and consistent brand communication across all channels.

Key features:

• Digital asset management: Centralizes and manages all digital content in one secure, easily accessible location.
• Brand guidelines: Stores and shares brand guidelines to ensure consistent branding across all materials.
• Version control: Tracks and manages different versions of assets to maintain up-to-date content.
• Metadata tagging: Adds metadata to assets for easier searching and organization.
• Smart searching: Uses advanced search features, including filters and tags, to quickly find assets.

Pros:

• Shares assets securely with internal and external stakeholders via shareable links.
• Manages and adapts content for different languages and regions.
• Users can create and customize on-brand templates for various types of content.
• Monitors and manages digital rights and usage terms for all assets.

Cons:

• The pricing can be a bit high for smaller businesses.
• The UI isn’t the most attractive.

Bitrix24

Bitrix24 is an all-in-one business suite fostering collaboration and productivity. It integrates tools for communication, project management, and CRM, empowering seamless workflows. With emphasis on scalability and customization, it serves as a comprehensive platform, catering to diverse organizational needs while promoting efficient team collaboration and task management.

Key features:

• Workflow automation: Create automated processes to streamline repetitive tasks.
• Email marketing: Design and launch email marketing campaigns within the platform.
• Sales automation: Automate sales processes, from lead generation to closing deals.
• Telephony: Make calls directly from Bitrix24 and manage call logs efficiently.
• HR management: Manage employee profiles, leave requests, and HR documents.

Pros:

• Conducts video meetings and webinars for remote collaboration.
• Sets task dependencies for better project planning and execution.
• Creates websites or landing pages using built-in tools.
• Visualizes and manages the sales pipeline and stages.

Cons:

• Reporting capabilities are limited.
• It doesn’t handle large files as well as similar products.

Fluix

Fluix stands as a versatile platform facilitating seamless document management and workflow automation. It gives businesses the ability to streamline processes, collect data, and collaborate effortlessly. Fluix prioritizes mobility, enabling efficient document handling and task management across various industries and operational landscapes.

Key features:

• Document management: Store, organize, and access documents securely.
• Workflow automation: Automate and streamline business processes.
• Electronic signatures: Securely sign documents electronically.
• Annotations and markups: Add comments and annotations to documents.
• Task management: Assign, track, and manage tasks within workflows.

Pros:

• Users can work on documents without internet connectivity.
• Offers users the ability to create standardized templates for documents.
• Shares documents and files securely.
• Sets schedules and deadlines for tasks.

Cons:

• Adding and opening hyperlinks in documents can be difficult at times.
• It doesn’t always slow the number of selected files.

Zoho Projects

Zoho Projects stands as a comprehensive project management solution, seamlessly uniting teams through its intuitive interface. It empowers collaboration, streamlines workflows, and facilitates task organization. Offering a holistic approach, Zoho Projects fosters efficient project execution and cohesive team coordination.

Key features:

• Time tracking: Monitor time spent on tasks and projects.
• Milestone tracking: Set and achieve project milestones.
• Resource allocation: Allocate resources and manage workloads.
• Issue tracking: Track and manage project issues or bugs.
• Budgeting: Manage project budgets and expenses.

Pros:

• Visualizes project timelines and dependencies.
• Assigns tasks, sets deadlines, and tracks progress.
• Offers competitive pricing plans suitable for different team sizes and needs.
• Offers a wide array of project management features in one platform.

Cons:

• Advanced customization might be restricted in certain areas.
• Some features might require time for users to fully understand and utilize effectively.

Miro

Miro, a collaborative online whiteboarding platform, is often used for product management. It offers visual tools for brainstorming, creating product roadmaps, and organizing user story maps. Miro enhances product development by enabling cross-functional teams to collaborate, ideate, and plan, fostering better communication and innovation in the product management process.

Key features:

• Flowchart creation: Create and customize flowcharts.
• Innovation management: Keep track of ideas and documents.
• Product roadmap tools: Design project roadmaps with whiteboards.
• Project management: Use flow charts to design project management processes.

Pros:

• It has a robust set of product features.
• Excellent for idea sharing.
• Supports video conferencing.

Cons:

• It’s difficult to use with a trackpad.

Bizagi

Bizagi redefines business process management with a focus on innovation and agility. It fosters collaboration and adaptability. By prioritizing user-centric design and flexible solutions, Bizagi facilitates efficient process automation, enabling businesses to thrive in dynamic and competitive landscapes.

Key features:

• Process modeling: Creates and designs workflows visually.
• Workflow automation: Automates and executes business processes.
• Rule engine: Manages and implements business rules within workflows.
• Process simulation: Simulates processes for optimization and testing.
• Adaptive case management: Handles unstructured and dynamic processes.

Pros:

• Automates routine tasks within workflows.
• Identifies and optimizes inefficient processes.
• Manages and resolves errors within workflows.
• Implements security protocols to protect sensitive data.

Cons:

• The process documentation feature is not enterprise-ready.
• The pricing plan is not a subscription model.

Airtable

Airtable combines the flexibility of spreadsheets with the power of databases, making it a versatile tool for tracking tasks, projects, and product development workflows. Airtable offers customization and collaboration, streamlining data management in product management processes.

Key features:

• Spreadsheets: Organized project information in customizable spreadsheets.
• Kanban boards: Assign project tasks with Kanban boards.
• Approval process control: Create approval processes for quality control
• Data storage management: Store and retrieve project data securely.

Pros:

• It has lots of premade templates.
• Very affordable.
• Its spreadsheets have a lot of features and capabilities.

Cons:

• Spreadsheets don’t allow long sentences.

ProProfs

ProProfs simplifies learning and knowledge sharing, offering diverse tools for education and training. Its intuitive platform fosters interactive learning experiences, enabling easy content creation and assessment. With a focus on accessibility and versatility, ProProfs empowers educators and businesses to engage learners effectively, driving knowledge retention and growth.

Key features:

• Progress tracking: Monitors learner progress and performance.
• Quiz templates: Provides ready-made quiz templates for easy creation.
• Certification creation: Develops certificates for course completion.
• Custom branding: Allows branding customization for a personalized experience.
• Branching scenarios: Creates interactive paths based on user choices.

Pros:

• Enables remote learning and training sessions.
• Gathers feedback for continuous improvement.
• Uploads documents for supplementary learning materials.
• Develops interactive training courses with multimedia.

Cons:

• The UI can be confusing for some users.
• It sometimes lags, causing disruptions.

Qntrl

Qntrl is a dynamic platform empowering businesses with comprehensive control and visibility over complex processes. It focuses on orchestrating workflows seamlessly, fostering collaboration, and delivering actionable insights. It enables users to optimize operations and drive efficiency through tailored process management solutions.

Key features:

• Business rule implementation: Applies logic-based rules to guide process flow.
• Customization via API: APIs for customization and integration with other systems.
• Compliance management: Ensures adherence to industry regulations and standards.
• Time tracking: Monitors and manages time spent on tasks within workflows.

Pros:

• Manages different versions of processes or workflows.
• Offers robust measures to secure sensitive information.
• Supports various languages for global accessibility.

Cons:

• Its integration capabilities are lacking compared to other similar apps.

Waybook

Waybook elevates organizational learning, providing a dynamic platform centered on knowledge sharing and growth. Focused on intuitive user experiences, it fosters continuous improvement through accessible and engaging content. With a commitment to seamless onboarding and development, Waybook empowers teams, fostering a culture of learning and adaptability.

Key features:

• Knowledge base: Centralizes information and resources for easy access.
• Content creation: Enables creation and sharing of educational content.
• Interactive guides: Provides step-by-step guides for various processes.
• Training modules: Develops interactive training courses and modules.
• Customizable templates: Offers templates for content creation.

Pros:

• Collects and incorporates user feedback for improvements.
• Guides and tracks new employee onboarding processes.
• Organizes content into categories or topics.
• Monitors and tracks user progress within modules or guides.

Cons:

• The security features are limited.
• There are a limited number of languages available.

Adobe Workfront

Adobe Workfront provides a comprehensive platform for seamless resource management. It unifies teams, streamlines workflows, and enhances project visibility, fostering efficiency and alignment across organizations. Workfront’s intuitive interface and robust tools empower teams to innovate, execute tasks, and achieve impactful results efficiently.

Key features:

• Request management: Manages incoming requests and aligns them with workflows.
• Proofing and review: Streamlines the review and approval process for assets.
• Portfolio management: Manages and tracks portfolios of projects and initiatives.
• Resource forecasting: Predicts resource needs for upcoming projects.
• Budgeting and cost management: Tracks project costs and budgets.

Pros:

• Offers a personalized homepage providing a unified view of work.
• Adapts to agile project management practices.
• Facilitates data synchronization across systems and tools.
• Tracks changes and maintains version history for compliance.

Cons:

• It’s really only suitable for large enterprises.
• The client portal can be difficult to understand.

ScaleFusion Workflows

ScaleFusion Workflows revolutionizes device management, simplifying intricate processes with a user-centric approach. It empowers organizations by optimizing device operations, enhancing productivity, and fostering seamless integration. Through customizable solutions and an intuitive interface, it streamlines workflows, enabling agile management of diverse devices for efficient business operations.

Key features:

• Device configuration: Customizes device settings remotely.
• Application management: Controls app installation and usage on devices.
• Remote device monitoring: Tracks device health and performance in real time.
• Security controls: Implements security measures like encryption and remote lock/wipe.
• Content management: Distributes and manages content across devices.

Pros:

• Sets geographical boundaries for device usage.
• Tracks device inventory and status.
• Streamlines the process of adding new devices to the system.
• Tailors processes to specific device management needs.

Cons:

• The mobile applications don’t work as well as the web-based ones.
• There is no free plan.

Projectsly

Projectsly is a project management platform that fosters seamless collaboration and efficient task handling, empowering teams to achieve goals effortlessly. By prioritizing user experience, it enables swift adaptability, enhancing productivity across diverse projects and industries.

Key features:

• Activities: Gives updates on and tracks project activities.
• Goals: Allows teams to set and monitor goals.
• Discussions: Gives teams the ability to communicate in a central location.

Pros:

• It comes with lots of useful workflow apps.
• Work delegation is done very easily.
• It is easily deployed.

Cons:

• It has limited customization capabilities compared to other similar products.

Kommo

Kommo is a robust CRM platform designed to streamline sales and customer relationship management. It offers features like sales pipeline automation, lead tracking, and multichannel communication. With its user-friendly interface, Kommo enhances team collaboration and boosts sales efficiency.

Key features:

• Sales pipeline management: Visualizes and manages the sales process with customizable pipeline stages.
• Lead tracking: Captures and tracks leads from various sources.
• Email integration: Integrates with email services for seamless communication and tracking within the CRM.
• Automation workflows: Automates repetitive tasks to save time and improve efficiency.
• Multichannel communication: Engages with customers via email, phone, chat, and social media from a single platform.

Pros:

• Organizes and manages all customer information in one central location.
• Creates and integrates web forms to capture leads directly into the CRM.
• Automates pipeline updates and actions based on specific triggers and conditions.
• Predicts future sales outcomes based on current data and trends.

Cons:

• Users have complained about it being pretty buggy.
• The learning curve is really high.

Katana

Katana supports manufacturers and crafters with its intuitive manufacturing and inventory management tools. Renowned for its scalability, it optimizes production processes, streamlines workflows, and offers real-time insights. With a focus on craft industries, Katana simplifies operations, fostering growth and efficiency seamlessly.

Key features:

• Production planning: Efficient planning and scheduling of production activities.
• Order fulfillment: Streamlines order processing and fulfillment.
• Bill of materials (BOM): Creation and management of bill of materials.
• Real-time inventory updates: Provides real-time updates on inventory levels.
• Multi-channel sales: Integrates with various sales channels and platforms.

Pros:

• Enables barcode scanning for inventory tracking.
• Manages purchasing and supplier relationships.
• Provides insights into production and sales data.
• Integrates with various accounting and e-commerce platforms.

Cons:

• Pricing might be a concern for some smaller businesses.
• Might not cater comprehensively to industries outside manufacturing and craft sectors.

Agendrix

Agendrix revolutionizes workforce management and is tailored for scheduling and team coordination. By emphasizing seamless integration and intuitive design, Agendrix streamlines operations, fostering productivity and effective resource allocation within organizations.

Key features:

• Scheduling: Creates and manages employee schedules efficiently.
• Shift management: Handles shift assignments and changes.
• Time tracking: Tracks employee hours and attendance.
• Leave management: Manages vacation requests and time off.
• Employee self-service: Allows employees to access schedules and request changes.

Pros:

• Assigns tasks and responsibilities to employees.
• Estimates labor costs based on schedules and data.
• Ensures adherence to labor laws and regulations.
• Allows employees to exchange shifts with approval.

Cons:

• There is a learning curve for employees.
• Downloading reports doesn’t always work.

NetHunt CRM

NetHunt CRM is a customer relationship management tool seamlessly integrated with Gmail. It helps businesses manage contacts, track sales, and automate workflows. With features like email tracking, lead management, and reporting, it enhances productivity and customer engagement.

Key features:

• Gmail integration: Integrates with Gmail to manage emails, contacts, and CRM data directly from your inbox.
• Contact management: Organizes and tracks all customer information in one place.
• Email tracking: Monitors when emails are opened and links are clicked to gauge engagement.
• Lead management: Captures, tracks, and manages leads throughout the sales pipeline.
• Pipeline management: Visualizes and manages sales pipelines with customizable stages.

Pros:

• Automates repetitive tasks and workflows to save time and reduce errors.
• Logs all customer interactions and activities for comprehensive tracking.
• Predicts future sales performance based on current data and trends.
• Syncs with Google Calendar, Contacts, and Drive for enhanced productivity.

Cons:

• The integrations are more limited than other CRMs.
• The price is per user, which can get very expensive very quickly.

Taskade

Taskade is a versatile productivity tool designed for team collaboration and project management. It offers features like task lists, mind maps, and video conferencing. With real-time editing and an intuitive interface, Taskade streamlines workflow, enhances communication, and helps teams organize and track their work efficiently.

Key features:

• Task lists: Create and manage detailed task lists to organize projects and individual tasks effectively.
• Notes and docs: Write and share detailed notes and documents within the platform, keeping all project-related information in one place.
• Cross-platform support: Access Taskade from various devices, including desktop, mobile, and web, ensuring flexibility and convenience.
• Real-time collaboration: Work simultaneously with team members on tasks and projects in real-time.

Pros:

• Visualizes ideas and project plans with intuitive mind mapping tools.
• Integrates video conferencing to facilitate seamless communication and virtual meetings.
• Organizes tasks into projects with different views, such as list, board, and calendar views.
• Prioritizes tasks with due dates, tags, and priority levels to ensure important tasks are addressed first.

Cons:

• The AI part of the tool is new and has some kinks.
• While they offer different languages, some of the translations are lacking.

What is Workflow Management Software?

Workflow management software is a type of software designed to help organizations automate, streamline, and manage their business processes and workflows. It provides tools for mapping, organizing, and optimizing tasks, resources, and operations, ensuring that processes flow smoothly and efficiently across departments and teams. Workflow management software often includes features for task tracking, collaboration, notifications, and reporting.

Benefits of Workflow Management Software

Workflow management software offers numerous benefits to businesses, regardless of their size or industry. Here are some key advantages:

Increased Efficiency

Workflow management software streamlines processes, automates repetitive tasks, and eliminates manual intervention. This increases productivity and efficiency, allowing teams to accomplish more in less time.

Improved Collaboration

The software promotes seamless collaboration among team members, enabling real-time updates and easy access to files and documents. This fosters better communication, teamwork, and knowledge sharing.

Enhanced Accountability

With workflow management software, businesses can track the progress of projects and tasks in real-time. This improves transparency and accountability, ensuring that everyone is aware of their responsibilities and deadlines.

Reduced Errors and Delays

By automating tasks and eliminating manual processes, workflow management software minimizes the chances of human error. This reduces delays, improves accuracy, and ensures consistent quality.

Customization and Scalability

Workflow management software offers customizable templates and the ability to create tailored workflows. This allows businesses to adapt the software to their specific needs and scale as their requirements evolve.

Cost and Time Savings

By streamlining processes and automating tasks, workflow management software saves businesses both time and money. It reduces the need for manual labor, increases productivity, and optimizes resource allocation.

Who Needs Workflow Management Software?

Workflow management software is beneficial for a wide range of individuals and businesses, including:

Small and Medium-Sized Businesses

SMBs can benefit greatly from workflow management software as it helps them streamline processes, improve collaboration, and increase efficiency. It allows them to automate repetitive tasks, track projects in real-time, and ensure accountability.

Large Enterprises

Large companies with complex workflows and multiple teams can greatly benefit from workflow management software. It helps them manage and automate intricate business processes, enhance collaboration among teams, and ensure smooth operations.

Project Managers

Workflow management software simplifies the task of project management. It allows project managers to track the progress of tasks, assign responsibilities, and allocate resources effectively. They can easily monitor project timelines and ensure that everything is on track.

Sales Teams

Sales teams often deal with multiple leads, prospects, and deals simultaneously. Workflow management software enables them to manage their sales process efficiently, automate follow-ups, track customer interactions, and ultimately close deals faster.

Marketing Teams

Marketing teams can benefit from workflow management software to streamline campaign execution, manage content creation, coordinate social media activities, and track campaign performance. It helps them reduce manual effort, improve collaboration, and ensure timely delivery of marketing initiatives.

Remote Teams

Workflow management software is especially valuable for remote teams. It facilitates effective communication, collaboration, and coordination among team members who may be located in different geographical locations. It ensures that everyone is aligned and working towards common goals.

Key Features to Look For in Workflow Management Software

When choosing workflow management software, there are several key features to consider that can greatly enhance your productivity and efficiency. Here are some important features to look for:

Customizable Workflows

Look for software that allows you to create custom workflows tailored to your specific business processes. This ensures that the software can adapt to your unique needs.

User-Friendly Interface

A straightforward and intuitive interface is essential for easy adoption and efficient usage. Look for software that offers a user-friendly interface that is easy to navigate and understand.

Real-Time Collaboration

The ability to collaborate in real time is vital for effective workflow management. Look for software that allows for seamless collaboration, allowing team members to work together, share updates, and communicate instantaneously.

Automation

Workflow automation is a key feature that can save time and reduce errors. Look for software that enables the automation of repetitive tasks, freeing up time for more important work.

Document Management

Effective document management is crucial for efficient workflow management. Look for software that allows for easy document storage, retrieval, and sharing within the workflow.

Integration with Other Tools

Look for software that seamlessly integrates with other essential tools such as project management software, email clients, or cloud storage platforms like Google Drive. This integration ensures a streamlined workflow without the need for multiple applications.

5 Best Practices for Using Workflow Management Software

Clearly Define and Map Out Your Workflows

Without a solid understanding of how tasks and processes are currently handled, it’s challenging to set up a system that will work efficiently. Start by identifying the key steps in each process, noting where tasks begin, what decision points exist, and where tasks are passed from one team member or department to another.

Engaging with employees or stakeholders who are directly involved in these processes ensures that you capture every detail and don’t overlook critical components. This groundwork ensures that your workflows in the software accurately reflect real-world operations, preventing confusion and errors when the system is implemented. Mapping out workflows also provides an opportunity to identify inefficiencies or redundancies.

You may discover that certain steps can be automated, or that some processes are overly complicated and can be streamlined. By laying everything out clearly from the start, you ensure that the software supports optimized workflows and delivers real business value.

Start Simple and Gradually Scale

When you begin using workflow management software, it can be tempting to try to automate everything at once. However, jumping into complex workflows too quickly can lead to confusion and mistakes, particularly if the users are not yet familiar with the system. The best approach is to start with simple, repetitive tasks that are easy to automate and then gradually build more complex workflows as you gain experience with the software. This allows users to become comfortable with the tool and reduces the learning curve.

By starting small, you also have the chance to test the system in action and identify any gaps or areas for improvement. As your team becomes more confident, you can begin to scale up the workflows, adding more steps, decision points, and automations. This incremental approach not only improves the efficiency of your processes over time but also makes sure that your workflow management system evolves in alignment with your organization’s needs.

Ensure User Training and Adoption

No matter how powerful or feature-rich a workflow management system is, it will not provide value unless it is used correctly by the entire team. For this reason, user training and adoption are key elements to a successful implementation.

It’s important to invest in thorough training programs that help employees understand how the software works and how it will benefit them in their day-to-day tasks. Offering a combination of training methods, such as live workshops, video tutorials, and comprehensive documentation, can address different learning styles and ensure that everyone is on board.

Encouraging adoption goes beyond just providing instructions. It involves showing team members how the software will make their jobs easier, whether through time savings, reduced manual tasks, or better collaboration.

Once users understand the practical benefits, they are more likely to embrace the tool and use it consistently. Proper onboarding, ongoing support, and open communication channels can further smooth the adoption process, ensuring long-term success.

Set Up Clear Roles and Responsibilities

A successful workflow depends on clear accountability. Each person involved in the process needs to know their role and responsibilities to avoid confusion and delays. Workflow management software allows you to assign tasks to specific individuals or teams, making it easier to track progress and maintain accountability at each step.

Setting clear roles ensures that everyone knows what is expected of them, preventing tasks from getting stuck or overlooked. Furthermore, automated notifications and task assignments built into the software can help move processes along more efficiently.

For example, when one task is completed, the system can automatically notify the next responsible party, ensuring that workflows continue without interruption. Establishing well-defined roles and responsibilities also makes it easier to measure performance, identify bottlenecks, and implement improvements where needed. This clarity contributes to smoother workflows and better overall team collaboration.

Monitor Performance and Continuously Optimize

Even the most well-designed workflows can become inefficient over time if they aren’t regularly monitored and optimized. Workflow management software often includes reporting and analytics features that provide insights into how workflows are performing.

By reviewing these metrics, you can identify where tasks are getting delayed, where bottlenecks occur, and how long different stages take to complete. This data-driven approach helps you make informed decisions about how to improve your processes.

Continuous optimization is key to keeping workflows efficient and effective as your business evolves. Regularly gathering feedback from users is an essential part of this process. Employees working directly with the workflows may identify pain points or suggest improvements that aren’t immediately visible from the data.

By combining insights from reports with employee feedback, you can fine-tune your workflows, making them faster and more responsive to changing business needs. Continuous monitoring and optimization ensure that your workflow management software remains a valuable tool for driving productivity and efficiency over the long term.

Try Workflow Management Software Free

All of the tools on this list offer something for free. Free demos, free trials, free versions, you name it! So take advantage of that and try out as many as you can before you settle on one. Everyone has unique needs so it’s important to find the software that fits you.

Workflows are for everyone!