10 Best Workflow Diagram Software To Help Chart Processes In 2023

Best Workflow Diagram Software List

Here’s my list of the best workflow diagram software:

1. 1.

   Lucidchart

   — Best workflow diagram software to share process maps with colleagues

   

2. 2.

   Wrike

   — Best workflow software to develop diagrams showing project progress and process flow

3. 3.

   Creately

   — Best for its data-connected visual workspace for brainstorming and planning

4. 4.

   Visio

   — Best for visual collaboration for teams

5. 5.

   Gliffy

   — Best for enterprise-grade diagramming

6. 6.

   SmartDraw

   — Best for getting up to speed fast with templates

7. 7.

   Cacoo

   — Best workflow diagram software to create every kind of diagram, from flowcharts to wireframes

8. 8.

   MindManager

   — Best workflow diagram software for structuring plans and processes

9. 9.

   iGrafx

   — Best for performing process modeling and improvement

10. 10.

    EdrawMax

    — Best for an all-in-one online diagramming tool

In any organization, you’ll need to understand many complex processes. From marketing and accounting to production and HR, workflows need to be documented for a wide range of purposes. Creating visual data in workflow diagram software makes concepts much easier to understand.

Long gone are the days when we needed to diagram flowcharts on huge flipchart sheets or get creative with smaller sheets and tape. Today’s workflow diagram software offers advanced features that help us visualize even the most complicated business processes in infinite canvases.

In this article, I’m reviewing the top choices in the world of workflow diagram software. If you have general questions about the topic, head over to the FAQ section of this article.

Overviews Of The 10 Best Workflow Diagram Software

Here’s a brief description of each workflow diagram software solution to showcase each tool’s best use case and standout features. Feel free to read how I picked the tools on this list at any time.

1

Lucidchart

Best workflow diagram software to share process maps with colleagues

Lucidchart is a cloud-based intelligent diagramming application that helps you visually represent processes and systems.

Why I picked Lucidchart: This centralized platform helps you quickly create flows of your business processes, then share process maps with colleagues. Key features include feedback management, graphs, data import, and customizable templates—and Lucidchart’s intelligent diagramming allows you to spin up complex diagrams in no time.

You can also use the software to build organizational charts and upload employee data, identifying the requirements of various team members. Critical documents can be managed by configuring user access and providing view-only licenses.

Lucidchart Standout Features & Integrations

Features include multiple device support, a drag-and-drop interface, real-time co-authoring, in-app chat, shape-specific comments, data linking, and live cursors that you can use to see what your team is working on.

Integrations include popular applications such as Slack, Salesforce, GitHub, and LinkedIn Sales Navigator, and fits in with Lucid’s entire suite of visual collaboration products for ideation and project planning (Lucidspark) and cloud architecture visualization (Lucidscale).

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.6

1575

Free trial available

From $7.95/user/month

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2

Wrike

Best workflow software to develop diagrams showing project progress and process flow

Wrike is a cloud-based project management platform that helps you define and track any project’s progress in your organization.

Why I picked Wrike: You can create custom workflow diagrams that lay out steps, assign tasks to team members, track progress in real time, and collaborate on projects from anywhere. This makes it easy to identify areas where processes need improvement or need to meet expectations. The entire process takes place within a single dashboard, allowing you to access all the data you need in one place.

Wrike’s workflow diagrams help you better visualize a project and keep everyone in the loop on progress, allowing for better communication between team members, as everyone will have access to the same information at any given time. Once created, these charts can be modified at any time by simply dragging and dropping items into new positions or adding new elements as needed. This allows teams to quickly adjust their workflows as new tasks arise or old ones are completed without redrawing every time changes occur.

Workflow automation can be configured, allowing you to set up automated responses that are triggered when certain conditions are met. This includes setting reminders and deadlines and waiting for approval responses. Workflow automation gives you more control over your team’s work and can save time on tedious manual processes. It helps businesses ensure that employees stay within the scope of their job assignments and follow through with their tasks efficiently.

Wrike comes with built-in collaboration tools so users can share documents and data securely with other team members or stakeholders involved in the project. These include real-time communication, making it easier for teams to coordinate and manage their projects more efficiently, file sharing and collaboration, cloud storage, virtual whiteboards for collaboration on ideas, and advanced analytics so that users can analyze data quickly to make better business decisions.

Wrike Standout Features & Integrations

Features include project management, task scheduling/tracking, resource management, expense tracking, API, budgeting, Gantt charts, marketing automations, collaboration support, and reporting.

Integrations include 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

2544

Free plan available

From $9.80/user/month

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3

Creately

Best for its data-connected visual workspace for brainstorming and planning

Creately is a cloud-based work management platform based on a smart visual canvas.

Why I picked Creately: You can use it to brainstorm, plan projects, or capture knowledge. The software combines diagramming with visual collaboration and workflow features.

Creately also supports wiki, note-taking, and project management in a no-code environment. Team members can model and build things their own way according to their business needs. They can also create custom databases with the same items visualized in multiple contexts.

Creately Standout Features & Integrations

Features include an infinite canvas, spotlight so you can follow someone’s work, real-time mouse pointers, links for navigational flows, templates, embedded notes, and advanced workflows with multiple boards.

Integrations include Confluence, Jira, Google Workspace, Microsoft Teams, and Slack.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.4

229

Free plan with limited features

From $4/user/month

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4

Visio

Best for visual collaboration for teams

Microsoft Viso is a diagramming tool that forms part of the Microsoft 365 software suite. It allows teams to connect charts and diagrams to real-time data, as well as automating workflows. A library of pre-built templates, shapes, and Viso files is included.

Visio is perfect for creating organization charts, engineering designs, floor plans, and other visuals workflows. Using Microsoft 365, team members can work on diagrams simultaneously. Diagrams can be viewed in Microsoft Teams or using the native Visio Viewer (available for iOS devices.)

Microsoft Visio integrates with business platforms such as OneDrive, Lucidchart, Microsoft Office, and iServer365.

Microsoft Viso costs from $5/user/month. A one-month free trial is available.

30-day free trial

From $5/user/month

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5

Gliffy

Best for enterprise-grade diagramming

Gliffy functions as a diagramming tool, a flowchart maker, or a wireframing app. You can create diagrams easily using drag-and-drop shapes, templates, and themes. Diagrams can be shared via URLs or using embed codes.

Gliffy supports real-time collaboration, with built-in controls over who can view, edit and comment. You can track changes and access previous versions through the revision history. It’s also easy to import and edit old diagrams or export new creations.

This tool integrates with project management tools such as Monday.com

Gliffy costs from $6/user/month. A two-week free trial is available.

14-day free trial

From $10/user/month

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6

SmartDraw

Best for getting up to speed fast with templates

SmartDraw is an established workflow diagram and charting tool. Using predefined templates, you can create infographics, network diagrams, mind maps, and org charts. Key benefits include customizable extensions, document retention, single sign-on, and team collaboration features.

You can also build diagrams using automated sizing, spacing, color schemes, and alignment. Plus, you can automatically reshape diagrams with the formatting tool by adding, moving, or deleting structure formats. You can also translate data sources into class diagrams through VisualScript SDK.

This tool integrates with third-party applications such as Trello, Jira, Outlook, and Confluence.

SmartDraw costs from $5.95/user/month and offers a free trial.

Free trial available

From $5.95/user/month

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7

Cacoo

Best workflow diagram software to create every kind of diagram, from flowcharts to wireframes

Cacoo is an idea management solution designed to help organizations create diagrams and wireframes. Managers can share mind maps, layouts, organizational charts, and unified modeling language diagrams.

They can also collaborate with colleagues using video calls or chat functions. Supervisors can add comments or provide feedback on diagrams in other ways.

Anyone can use Cacoo without design or coding experience. Teams can work with images (jpeg, png, svg), data, notes, or charts to get their ideas across.

This tool integrates with third-party applications such as Confluence, Microsoft Teams, Slack, and Box.

Cacoo costs from $5/user/month. A 14-day free trial is also available.

14-day free trial

From $5/user/month

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8

MindManager

Best workflow diagram software for structuring plans and processes

MindManager is a visual mind-mapping tool that helps teams plan and communicate ideas.

Why I picked MindManager: You can visualize data and information from any source and in almost any format. Using interactive diagrams and maps, you can share ideas for business strategy.

Workflow diagrams can be turned into high-quality presentations that will engage and impress any audience. MindManager makes it easy to capture, structure, and organize all kinds of information. You get a 360-degree view that improves understanding and enhances communication.

MindManager Standout Features & Integrations

Features include a drag-and-drop interface, priority markers, filtering, topic info cards, multiple diagram types and layouts, a template library, multiple viewing modes, co-editing, project planning, task management, and in-app tutorials.

Integrations include Trello, Evernote, and Todoist.

30-day free trial

From $229 for a perpetual license

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9

iGrafx

Best for performing process modeling and improvement

iGrafx is a business process management (BPM) solution.

Why I picked iGrafx: With both cloud-based and on-premise (Windows/Mac/Linux) options available, this platform helps create business process models and notation diagrams. Using a drag-and-drop interface, users can define workflows, rules, and process flows.

iGrafx Standout Features & Integrations

Features include process automation, risk and compliance tools, performance management, whiteboard, and SAP optimization.

30 days free trial

Pricing upon request

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10

EdrawMax

Best for an all-in-one online diagramming tool

EdrawMax is an intelligent diagramming tool that offers over 280 diagram types, from flowcharts to circuit diagrams. The software allows you to build a real-time synchronous cloud workspace to keep everyone on the same page. Thanks to the drag-and-drop interface, it’s easy to get started with workflow designs.

The package includes over 1500 templates and 26,000 symbols, plus a range of user-generated charts. Edraw Max allows you to export visual plans easily, either publicly or privately. Users can also share ideas through the EdrawMax online community.

This tool integrates with platforms such as Google Workspace and Dropbox.

EdrawMax costs from $8.25/user/month. A free trial plan is available.

Free trial plan

From $8.25/user/month

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Other Options

Here are a few more that didn’t make the top list but are worth your consideration if you want to expand your research.

1. ClickCharts

   Best for versatile diagram drawing and editing

2. Cardanit

   Best for decision modeling and business analysis

3. MindMeister

   Best for collaborative mind-mapping

4. Camunda Platform

   Best workflow diagramming platform to automate processes across people, systems, and devices

5. Qntrl

   Best workflow diagram software for to automate and optimize business processes

6. Stormboard

   Best for brainstorming ideas for possible workflows

7. Samepage

   Best for a mobile-first workflow diagramming solution

8. MyDraw

   Advanced diagramming software with multiple applications

9. Apache OpenOffice Draw

   An established open-source drawing solution

10. Diagrams.net

    Diagramming for teams that emphasizes security

How I Picked The Best Workflow Diagram Software

In coming up with this list, I researched which were the most popular workflow diagram tools on the market based on user ratings and reviews. Then, I narrowed down my choices using my years of experience in project management and factors I consider important for diagramming tools. Finally, I evaluated the tools on this list based on the following criteria:

User Interface (UI)

I look for ease of use, with a highly visual interface that makes it simple to create flow diagrams. A tool that is meant to help us represent complex processes visually has to be easy on the eye. This is a tool that you will frequently use and it should be intuitive to navigate.

Usability

Regarding navigation, I’m seeking flowchart software that any team member can use without special design or software skills. This is influenced by the user interface, but also by the knowledge support behind it. Therefore, I look at all the ways in which you can learn to use the tool. This includes training, knowledge bases, customer support, and learning academies.

Integrations

I look for flowchart tools that have compatibility with mainstream business applications. These integrations come mainly in three types. Built-in integrations help you connect a tool in minutes. Then, web-based third-party software connects to other apps through a subscription. Finally, custom integrations let you build your integrations using APIs and webhooks.

Pricing

I expect the per-user cost to be affordable for organizations of any size. Therefore, I look for pricing per month on a monthly plan (when available). I also find information on free trials, free versions, and any relevant discounts.

Workflow diagram software FAQs

Find answers to common questions other people ask about this topic.

What is a workflow diagram?

A workflow diagram is a graphical representation of the steps that are necessary to complete a project. This diagram can help you to identify and track the progress of each step or task in the project as it progresses towards desired outcomes.

Learn more in our guide to workflow diagrams for PMs

How do you create a workflow diagram?

Here’s a simple process for creating a workflow diagram for beginners:

• Step 1: Define the starting point of the process and add a workflow symbol to represent it.
• Step 2: Add symbols for each step in the workflow.
• Step 3: Continue doing this until the whole workflow is complete.
• Step 4: Share with colleagues and get feedback.
• Step 5: Make revisions to the workflow as necessary.

What is the difference between a workflow diagram and a flowchart?

Although these terms are used interchangeably, the difference between them lies in what they represent.

A workflow diagram defines the process of how a unit of work is done. On the other hand, flowcharts are diagrams that describe a process.

Here’s a link to the best flowchart software list we recently published.

What is the best software for workflow diagrams?

You have many options when it comes to choosing workflow diagram software. Each tool has its own strengths and weaknesses, plus many are designed for very specific applications.

To decide which software is best for your circumstances, you should take some time to review all the options available. Consider the range and depth of features and balance these against the cost. Many workflow diagram applications offer free trials, so you can try the software risk-free.

A few examples include Miro, draw.io, Powerpoint, Google Docs, and other tools in G Suite, like Jamboard.

What key features should I look for when selecting workflow diagram software?

1. Choice of graphical elements: a large variety of objects such as shapes and connectors, plus the ability to add your own images
2. A template library: a good selection of robust templates that can be used to accelerate workflow building
3. Collaboration tools: features such as commenting and simultaneous editing that support better team communication
4. Easy exports: the ability to share and export diagrams in a variety of popular formats
5. Presentation tools: features that allow workflows to be presented to colleagues and clients in a professional manner
6. Design tools: auto-snapping of shapes, grids, ratio aspect size adjusters, and similar options
7. Intelligent formatting: a software engine that makes it easy to build and draw workflows without coding
8. No-code implementation: the best tools include drag-and-drop functionality so that anyone can use the tool easily

What’s Next?

Once you have software that helps you diagram workflows you might want to look into workflow automation. To learn about this topic, we have a guide to workflow automation that gives you examples and the reasons why it’s important. I will also leave you links to workflow-related lists.

Related tool lists:

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