Workflow management is an essential part of day-to-day operations since it can be used in many industries and for different purposes. This comprehensive guide to the top workflow management tools will help you make an informed decision when choosing the right workflow management tool for your business.
It covers the must-have features the top workflow management tools should incorporate. Also, you will have the chance to explore the benefits of using a workflow management tool.
How about starting first by defining what a workflow management tool is?
What is a Workflow Management Tool?
A Workflow Management Tool is software used to manage and automate business processes. Workflow management tools can assist in automating and optimizing workflows. Furthermore, they can make processes more efficient by identifying bottlenecks and improvement opportunities.
Workflow management tools are becoming increasingly popular in the workplace. They help in streamlining processes and increasing efficiency. They also provide visibility of the work done by different team members, which helps in better collaboration and coordination between them.
Furthermore, when using state-of-the-art technologies like Artificial Intelligence and Machine Learning, you can ensure that your workflows are running smoothly without errors and delays.
It is also essential to make sure that workflow management tools allow companies to connect and coordinate seamlessly all the different systems and people involved in a project or task.
Workflow tools simplify business processes by making them more systematic and well-defined and help teams manage all the steps involved in a particular process with ease. Thus, they can focus on their core duties without worrying about executing them.
Features of Workflow Management Tools
As said before, workflow management tools are the backbone of any company’s operations. They have a lot of features that make them effective and may range from basic to advanced. The basic features include the ability to assign, delegate, and monitor tasks and track time and resources.
Advanced-level features include project management, customization features, and real-time workflow analytics.
In any case, when you are about to invest in a workflow management tool, you should think of what you are expecting to get as a result of your investment. For sure, you should make sure that the workflow management tool helps your team:
- automate repetitive tasks, saving them both time and effort,
- track the workflow progress and the status of a task,
- offer extensive visibility of team members involved in the process, and
- enhance collaboration and communication across different departments.
Next up are the essential features of workflow management tools:
Visual workflow designer environment
The visual workflow designer environment is a powerful tool for creating workflows. This environment provides users with an intuitive interface that allows them to create and modify workflows easily, without writing code. The visual workflow designer environment should be friendly for designers and developers to work with.
It provides drag-and-drop functionality that allows users to build the desired workflow design quickly. They can add simple workflow elements and advanced intelligent automation components.
A workflow template is a pre-built process that refers to a standardized business process that can be used repeatedly. Business users often use it when performing a repetitive process following the same steps.
Workflow templates are becoming more and more popular in the workplace. They are a great way to save time and ensure that you do not forget any crucial steps in your workflow.
Low-Code Form Builder
Low-code form builder allows you to create custom forms in just a few minutes, with no coding and without programming knowledge needed. You can use the Low-Code form builder to design a form by dragging and dropping different ready-to-use fields or creating custom fields.
The best workflow management tools allow you to insert these forms into the workflow tasks so that users can complete the form to move the workflow forward.
Integration with other systems is the ability to share data between different systems. When it comes to workflow management tools, integration means being able to share data between your external and internal systems, like the project management software, the CRM, Accounting system, or any other business software.
This can be very helpful if you want to see all the tasks assigned to you on a single screen or look for information about a process or task that you are working on.
Workflow analytics is the process of measuring and analyzing the performance of a workflow. It is a way to identify bottlenecks, inefficiencies, and other problems that exist in a workflow.
Workflow analytics can be used for various purposes. For example, it can help businesses identify bottlenecks in an assembly line or other manufacturing processes.
Workflow management tools with workflow analytics capabilities let managers ensure that processes are running smoothly. In addition, they use them as tools for continuous improvement because they allow them to see if there is a need for process improvement.
Smart notifications and reminders
When you are thinking of an excellent workflow management tool, you are looking for a way to stay up-to-date and have direct access to any updates on the workflow status. Most people find these notifications helpful because they can keep them on top of their work.
Moreover, simple reminders can be customized according to their needs. You can set up notifications for tasks, meetings, and deadlines.
The importance of workflow versioning cannot be overstated, as it is one of the most crucial aspects of any workflow management software. A business should have the opportunity to see the changes made to a workflow, navigate through the different workflow versions at any given time, and finally restore any of them, if necessary.
Document management is a term used to describe the process of managing, storing, and retrieving documents. It is an important part of a workflow management tool. It might seem too good to be true, but one of the must-have features of the best workflow management tools is the ability to link documents to workflows and tasks.
In this way, you can access all the information needed when executing your tasks. In addition, document management tools save a business a considerable amount of time and effort.
Benefits of Workflow Management Tools
Workflow management software is a practical solution for managing a business in today’s hectic world. Consequently, the benefits of workflow management tools are manifold. In general, they assist in automating and streamlining processes, creating efficient workflows, and handling more tasks in parallel, thus increasing efficiency.
The benefits of using workflow management tools include:
- Ease of use: workflow tools can be used by any company because they offer flexibility with how users want to use them and can be customized to suit their needs.
- Reduced error rates: one of the most important benefits is that these tools provide a clear picture of what needs to be done and when it needs to be done.
- Reduced time wastage: workflow management tools will save you time because they will automate some tasks, allowing you to focus on more demanding tasks.
- Improved team productivity: workflow tools are a great way to improve team productivity, as they can help teams stay synchronized and organized, which leads to higher productivity levels.Clear and well-defined instructions on duties and responsibilities: a comprehensive workflow tool allows managers to form a set of guidelines that will help employees know what they are supposed to do, their limitations, and how they should go about doing it.
- Visual representation of what work needs to be done and who is working on it: the visual representation of the workflow also helps people understand how the work is progressing and how long it will take, providing full transparency.
- Increased visibility into the status of tasks and workflows: a workflow tool can help you understand the status of tasks and workflows, make it possible for you to have a better overview of your projects, and keep everything organized.
- Enhanced collaboration: workflow tools can help you work together with your team more efficiently because they allow you to collaborate in real-time on any process.
- Improved customer service and employee satisfaction: workflow tools can help achieve exceptional customer service and high employee satisfaction thanks to reduced wait times, improved accuracy, and increased productivity.
The Top Workflow Management Tools in the Market Today
Monday is a workflow management tool for teams and individuals. It helps you manage your tasks and projects. The goal of Monday is to make work easy by providing users with the tools to do it better – with less time wasted on things like scheduling meetings or staying up-to-date.
When it comes to workflow management, Monday offers an intuitive environment that allows users to visualize their processes. They can track tasks and projects from process dashboards as well as integrate with any third-party system.
Kissflow is a workflow management tool that helps teams collaborate and organize their work. It is a helpful tool for teams that need to manage their ever-growing workloads.
Kissflow provides several features that help teams create and manage workflows more efficiently through a visual builder. The features include:
- Automated workflows
- Insights into workflows
- Customizable notifications
- Easy integrations
Nintex is a low-code workflow management tool that helps you automate and manage critical processes end-to-end. Within Nintex drag-and-drop interface, you can create automated workflows and use them for project management, document management, and business process automation.
Nintex offers users the ability to manage every step of the process lifecycle, making the platform one of the best workflow management tools to consider.
Comidor is a low-code hyper-automation platform that provides a powerful, user-friendly, visual workflow designer. Users with no coding experience can create workflows in just a few minutes, drag and drop intelligent automation components to optimize processes, and monitor the performance of workflows in real-time with advanced workflow reports and analytics.
With Comidor, you can create intelligent workflows, leveraging disruptive technologies like RPA, AI, and ML. The features include:
- Workflow simulations
- Low-code form designer
- Workflow change management
- RACI and user activities reports
ProcessMaker is a workflow management tool that allows teams to get work done efficiently. It has a simple drag-and-drop interface that makes it easy for users to create, run and monitor workflows.
ProcessMaker also provides an intuitive way of creating and running complex workflows using the visual programming language ProcessMaker Language (PML). In addition, API access allows users to customize the software to suit their needs.
Zapier is a popular workflow management software that helps connect apps and automate workflows between different applications. It can be used to connect various web applications and services so that when one action is performed in one app, it triggers an action in another app.
It can be used to automate the process of data entry, data retrieval, and data manipulation. Zapier also provides a visual interface for creating workflows and managing them.
Flokzu is a web-based workflow management tool that helps coordinate tasks between people, teams, and organizations. Users use Flokzu to automate workflows and create rules that trigger actions based on specific events.
In addition, Flokzu has a built-in chat system, enabling thus real-time communication and collaboration. It also offers workflow templates that allow users to reuse processes. Overall, Flokzu makes it easy for teams to collaborate in an organized manner, even if they are not in the same place.
Integrify is a workflow management tool that allows users to automate and optimize business processes. It can help you create, execute, and monitor workflows for all stages of your business and go ahead with process improvements. Integrify will help you manage your business processes, from the simplest to the most complex ones.
Integrify will make sure that your workflows are always up-to-date with the latest changes in your company. It also provides an easy way to add new team members or partners who need access to specific workflows.
TrackVia is an intuitive, easy-to-use software for managing workflows and processes. It has features like task assignment, notifications, document management, data analytics, and more.
The software also offers integrations with various applications such as Salesforce and Microsoft Office 365, so you can manage your business from a single platform. TrackVia helps users design custom workflows to suit their needs. They can set up tasks, assign them to different users, and track their progress through the workflow.
Automate.io offers a cloud-based platform that allows you to create a new process or workflow from scratch or import an existing process from another system such as SharePoint, SAP, or Salesforce.
Automate.io also offers integrations with many popular products such as Microsoft Office 365, Google Drive, and Dropbox. In addition, there are many ways in which you can use Automate.io to improve your productivity:
- You can create workflows with rules and business logic
- You can generate reports, charts, and graphs with the built-in analytics engine
- You can monitor your business with the help of the dashboard
Choosing the Best Workflow Management Tool For Your Business Needs
Choosing the right workflow management tool can be a difficult task. The fact is that the best workflow management tool for your business needs might be different from the best one for another business. It all depends on what you need and what you are looking for.
But, with so many different options, how do you know what to pick? Here are a few things to consider when choosing the best workflow management tool for your business:
- What processes do I need to automate?
- What are my workflow automation needs?
- Who is going to use the workflow management tool?
- What is my budget?
- How does it integrate with the systems my company is using right now?
Conclusion on the Importance of Workflow Management Tools in Businesses Today
To sum up, the best workflow management tools are those that keep the team organized and on task and help you in your day-to-day work. They also help ensure that the team is not wasting time on tasks that are not important or relevant. Finally, they should be reliable, scalable, and secure.
Anastasia Avgerinou is a digital marketing ‘aficionado’ with oriented management and marketing knowledge and experience in the SaaS industry. She has been working as a Digital Marketing Executive for Comidor, since 2019. She especially loves material design and creating high-interactive and conversational content on intelligent process automation, low-code development, and relevant technological topics.