Top 9 Workflow Management Software (With Benefits)

Updated September 15, 2023

Workflow systems have made it easier for organizations to execute processes more efficiently. This type of software allows the management to track everyone's tasks and improve the way teams communicate and collaborate. By improving their workflow, companies are increasing efficiency and focusing on more strategic activities. In this article, we discuss what workflow management is, provide steps to setting up effective workflows, explain the benefits of implementing this type of software, provide a list of the best applications, and what features to consider in these softwares.

What is workflow management?

Workflow management refers to a set of tasks you may execute in a sequence to complete a process. For example, all the tasks involved in a sales process, from the moment a seller presents a product to a client, until the day the seller completes a follow-up appointment. A workflow control system refers to the software that automates tasks so that a process can advance to the next step with minimal manual intervention. Automating the workflow can include building in rules and conditions you can apply to move the process to the next task.

Related: Work Routine

What are the steps to setting up a workflow?

The steps to setting up a workflow are those that can help you review the value of each task and determine to continue or eliminate an activity. As you move through your process map, you can remove tasks that are redundant and automate others that are manual. Once you have documented all the stages, designing a flowchart that identifies tasks and owners can help teams visualize the process from beginning to end. These steps are you can follow to create your workflow:

  • Identify the start and the end of your process.

  • List the steps you want to execute in order to complete the process.

  • Define the conditions required to complete each task. For example, you may require approval before sending an offer with a fixed price to a potential client.

  • Set a timeframe to complete each step.

  • Consider whether to add a notification to the task owner to ensure a process moves quickly.

  • Outline the sequence of the steps needed to complete the process.

  • Identify the people responsible for the completion of each task or set of tasks.

  • Clarify if your organization needs several levels of approval before you can mark the task as completed.

Related: Create An Effective Work Plan For a Successful Project (With Template)

What are the benefits of workflow management?

A workflow control system can improve organizational efficiency that leads to the following benefits:

Better work culture

Having a clearly defined workflow brings all team members together towards a common goal, which makes teams more engaged with the work. It allows employees to communicate and collaborate with each other to complete their activities. And by avoiding manual reports, your team has more time to focus on strategic work.

Read more: What Is Work Culture? Definition, Elements, and Examples

Extra accuracy

Workforce management systems help users identify areas where an error has occurred. Identifying an error makes it easier for the team to find a solution. Once users resolve the issue, they can implement the measures to avoid similar errors in the future.

More productivity

A well-documented workflow control system tracks the status of each task so that everyone can see the pending and completed activities. This functionality reduces the number of emails requesting updates, which gives employees more time to focus on other work. By tracking each task, companies can execute their processes more efficiently.

Related: What Is the Difference Between Staffing and Workforce Management? (With How-to and Example)

Total accountability

Since each task has an owner assigned, it's easy to determine who is responsible. This visibility makes employees accountable to ensure they complete their portion of the process as quickly as possible. It can also make it easier for project managers to address any backlogs in the system so that the process can resume.

More clarity

A well-established workflow allows employees to know every stage of the process and all its objectives. You and your coworkers can understand your roles in reaching those goals and how to address potential delays. A workflow document can also show to external clients how a business develops its products or supervises its projects.

Categories of workflow management systems

An organization can categorize its workflow systems in different ways depending on how it distributes the tasks. Here are the three categories:

  • Sequentially: It documents steps sorted by task progression.

  • Workload: It sets up the amount of work based on capacity.

  • Coordination: It distributes tasks to the teams and ensures minimal conflicts.

9 best workflow management software

Workflow software facilitates task execution so that a production process can move to the next step with minimal manual intervention. Users set up the program so it can automate repetitive tasks, follow up on outstanding activities, and deliver performance metrics. Below are the nine best workflow control systems to consider:

1. Asana

Asana's software helps to manage workflow for multiple team members within a project so everyone is clear on their tasks. The tool is both web and app-based, and gives all users a view of due dates and how a project is progressing. It offers multiple ways of viewing a project, such as task board and calendar. Asana is intuitive, making it easy to learn. It offers a free version that gives users a comprehensive set of features to plan and organize their projects. You can integrate the Asana software with over 100 other applications.

2. provides you with the most common project management functions, including task management, workflow management, and the ability to visualize a project's status. You can set up projects from several templates available on the platform or create a customized version and select different ways to view the progress of a project. Your team members can communicate with each other through a mobile app.

3. Kissflow

Kissflow is a comprehensive workflow control software that targets larger organizations. It offers the ability to track work across multiple lines of business, such as human resources, finance, or procurement. The tool is highly customizable, giving you the ability to create customized work flows and develop reports unique to your business.

4. Wrike

Wrike works well in organizations with a hybrid team where some members work at home and others work remotely. In addition to project management functionality, Wrike also presents a workload management feature, which can distribute tasks evenly between all team members. The tool can produce a variety of different reports that help you assess productivity using a variety of metrics.

5. Hive

Hive's platform is a project management tool that can integrate the work of other users into one platform. Its flexibility means users can customize the tool to fit their structure and work style. Although large enterprises use Hive, the software is also suitable for small businesses.

6. Smartsheet

Smartsheet's platform design is like a spreadsheet format that tracks all tasks and processes. It offers each team member the flexibility to access the features of the tool that best suits them. This software offers you comprehensive reporting on team productivity so you can quickly identify and resolve issues.

7. GanttPro

GanttPro is a project management solution based on Gantt charts, which show the amount of work done in a certain timeframe. It allows you to track tasks, resources, and deadlines for a project. You have the option to view a plan from the chart view to a board view with the ability to create customized project portfolios. The tool allows project members the opportunity to input comments on tasks and offers the ability to send out push notifications to other members to make if a full team collaboration tool.

8. Kintone

Kintone software has a set of pre-built apps that allows users to set up any workflow process within their organization. Using a drag-and-drop feature, you can customize the key steps to fit the needs of your company. The project manager can create communication spaces around a specific topic and invite team members to provide comments, making it easier to track discussions about a process.

9. Quixy

Quixy is a cloud-based workflow control tool that helps businesses to automate their workflows and processes. You can set up processes and add any forms needed to complete a project. The app doesn't require the use of code, which makes it user-friendly.

Considering software features

When deciding which management software to use, there are some features to consider based on your needs and the stage of your business. Consider the following features:

  • Cost: Some applications are free, while others charge a subscription fee. Look at your needs and the application's functionality to determine if the additional cost gives you what you require.

  • Code free: A tool that you can access with no coding makes it easier to use.

  • Form designing tool: This can be a valuable feature if your process relies on the use of customized forms.

  • Integration: A tool that integrates with other applications to optimize functionality.

  • Reporting tools: Having robust reporting tools allows organizations to measure productivity.

  • Active notifications: A tool with the ability to program notifications ensures processes stay on track.

Please note that none of the companies mentioned in the article are affiliated with Indeed.

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