28 Workflow Management Software To Work Faster In 2023

Workflow management is an important process to understand, especially in this era of widespread remote work. Even more important is workflow management software, the vehicle through which workflows, campaigns, projects and tasks are managed. In this article, we’ll review some the basics of workflow management, learn about the best workflow management software, and highlight some of the features that every workflow management solution should have.

What Is Workflow Management?

To kick things off, let’s dig into the definition of workflow management. Workflow management is defined as the coordination of tasks that builds up within a team or organization to complete a larger project. “Workflow” itself is just the broad term for a collection of individual tasks that are completed to achieve a larger goal in process, and the “management” part of the phrase just means that there is someone or something overseeing overall strategy.

A key part of understanding workflow is that it has to be a repeatable process that can happen many times in succession. You can also implement the concept of workflow mapping to better understand these processes and keep improving them. To look a little more into the concept of “workflow” on it’s own, it’s imperative to understand that the three components of workflow are as follows:

• Input – The things you must contribute to start a task.
• Transformation – The things that happen during the task.
• Output – The result of completing the task. An output can also act as the beginning or “input” of another step

For example, if you’re working at Starbucks (who is a Hive customer, by the way), the workflow would be the management of orders and creation of the drinks. The input would be the order, the transformation would be the brewing of the coffee, and the output would be the delivery of the drink to the customers.

Essential Components of Workflow Management Software

Now that we’ve covered the basics of workflow and workflow management, let’s talk about the software you need to get it done. Workflow management software refers to a system that aids in the completion of workflows and oversees repeatable processes from a macro-level perspective.

Here are some of the essential components of workflow management software that you should look for in a platform.

• Clearly defined, repeatable processes – Every workflow management software needs a way to take a task or project through a process with a rinse-and-repeat nature.
• Macro-level views to monitor progress – To optimize workflows in a workflow management software, users need to be able to monitor project or campaign progress over time.
• Integrations with other apps – The whole point of a workflow management software is to make the flow of tasks and projects smooth. This means integrating with existing tools to streamline processes and automate tasks.
• Analytics and reporting features – To continue to iterate on a workflow and process, you need to be able to determine how productive and successful you were, which means you must have a reporting feature in your workflow management software.

The Best Workflow Management Software

With all of these needs in mind, let’s take a look at some of the best workflow management software systems on the market.

1. Hive

Hive is a powerful project management tool used by teams at Google, Starbucks, Comcast and Toyota. In addition to its robust project and task management features, Hive offers workflow management tools for teams that need to collaborate on day to day work processes, while completing these projects as efficiently as possible.

Built into the Hive platform, Hive Automate lets you create workflows between Hive and other commonly used work apps. This tool is available to any Hive user and is a great way to streamline your processes, automate repetitive tasks, and ultimately save time. So how does it work?

In Hive Automate, you can build “Recipes” using triggers and logic that lead to desired actions. Recipes are automated workflows that can span across multiple apps. Each recipe comprises a trigger and one or more actions that can be carried out when the trigger event is picked up. Using these different variables, your team can create multi-step workflows utilizing as many different applications as necessary. And with access to thousands of apps, the Recipe opportunities are endless! Learn more about how to create a recipe using Hive Automate here.

Here are more of Hive’s critical features that optimize workflows and can help you save countless hours every week:

• Project templates which allow clear, defined and repeatable processes for tasks and projects that go through Hive.
• Forms and automation capabilities that easily digest inputs and information.
• Flexible project views including Gantt, portfolio, calendar and more to manage macro-level project progress.
• Automation capabilities to integrate processes within Hive itself, but also across your different work apps
• Robust analytics that can measure real-time progress on a team and individual level.
• Over 1,000 integrations with tools you know and love like Zoom, Slack and Gmail.

👉 Did you know that Hive just made Capterra’s list of top 9 project management platforms in the world? Get started for free today to see why Hive scored 100 out of 100 in popularity among its customers – the highest score of all tools on the market. It’s the only project management platform built for users, by users.

2. Kissflow

Kissflow is a great project and process management tool built to boost productivity, help teams visualize workflows, define responsibility amongst team members, and keep everyone on the same page inside an organization. Here are a few features that make Kissflow a great option for workflow management:

• Fully customizable forms that help automate and streamline workflow.
• Access control that defines roles and responsibilities across the organization.
• Actionable reports and analytics that provide key insight into overall workflow.
• Integration friendly tool.

3. Shift

Shift is a desktop app that aggregates your email accounts, apps and extensions, streamlining your workflow with an all-in-one browser. Integrate with all of your favorite apps, build customizable workspaces and conquer inbox overload. Shift is the ultimate tool for productivity, download Shift now and find your focus. Seriously, it’s a game changer. Shift lets you:

• Customize your workspace by connecting all of your email accounts and your favorite web app.
• Search across any of your Mail, Calendar or Drive accounts.
• Mix and match your favorite tools to find the perfect workflow.

4. ProProfs

ProProfs Project is a smart workflow management software that offers real-time updates of the project life cycle. Manage tasks, subtasks, and deadlines effortlessly on its intuitive dashboard. Enjoy seamless file sharing and be part of discussions anytime, anywhere. The tool helps generate invoices and has an option to customize bills. Further, you can create custom workflows as per your project needs. Team collaboration is a cakewalk with ProProfs. A few additional features that make ProProfs a great workflow management software are:

• Automate workflow execution

• Manage cross functional teams

• On the go updates on project development

• Gantt charts, Kanban boards and more

5. Fluix

Fluix is a no-code web app designed for industries including construction, energy, aviation, remodeling, and more. Automated data capture and workflow management are the platform’s main solutions. You can first collect data with mobile web forms and then move it through workflows, streamlining operations between distributed teams. Such an automation strategy helps manage field inspections, safety control, equipment maintenance and other business processes involving multiple tasks and performers. Fluix offers:

• Runs on Web, iOS, and Android

   

• Fillable PDFs and web forms

  help streamline collaboration between multiple teams

• Drag-n-drop workflow builder

  lets create steps-based workflows 

• Granular role-based access

  controls what submitters have access to tasks and files

• Integrations with BI tools

  allow for data export and analysis

6. Projectsly

Projectsly by 500apps is an emerging project management software, that comes with advanced task management and powerful automation features. The tool is highly useful for remote teams, helping in work collaboration and letting project managers assign and track team tasks, without missing out on critical steps. Projectsly lets you streamline your project planning and manage every aspect of a project from start to finish. Features on Projectsly include:

• Kanban boards to create & track tasks
• Gantt chart to visually track task progress
• Automation to create workflows
• Chrome extension to manage projects from Gmail

7. ClickUp

ClickUp is a tool that can help you streamline workflows and project plans while managing resourcing across your team. The simple, visually appealing tool is used by teams all over the world to keep their work on track. There are a few reasons that ClickUp could be the workflow management software for you, including:

• Automation templates that let users create specialized templates to automate portions of their workflow.
• Project views including Gantt, calendar and timeline view.
• Reporting that allows you to create custom dashboards.

For more information, check out the top ClickUp alternatives that teams are loving right now.

8. Smartsheet

Since joining forces with 10,000 feet, Smartsheet is a great option for managing not only the basics of workflow, but also resourcing across a team. Smartsheet is largely based in an Excel-type format, which helps teams easily envision next steps and action items. A few things that make Smartsheet a great workflow management software:

• Workflow automation across projects and tasks.
• Flexible project layouts that include Gantt and table view for task visualization.
• Integrations with tools like Microsoft and Google Apps.
• Enhanced resourcing capabilities.

For other spreadsheet-based tools, check out these top Smartsheet alternatives on the market.

9. Pipefy

Pipefy is a workflow management software that helps teams request data, execute on tasks, and report successes throughout their projects and campaigns. With their low-code workflow development process, teams across the world have come to rely on Pipefy for their workflow management needs. A few additional things that make Pipefy a great workflow management software:

• Plug-and-play templates that can help structure overall workflows and processes.
• Custom low-code workflows to streamline work.
• Visibility into workflows from across the organization when needed.

10. ScaleFusion Workflows

Scalefusion Workflows assists IT admins in automating and scheduling tasks, and setting compliance alerts on managed devices — all that without complex coding and scripting. Administrators can create a set of tasks or actions referred to as ‘Flows’ and select a time and frequency for their execution. Scalefusion Workflows is available for Android, Windows and iOS and all devices can be managed using Scalefusion’s Mobile Device Management. A few of the benefits that make Scalefusion a great option for managing workflows are:

• Apply dynamic policies

  on devices

• No coding

  or scripting is needed

• Fully automated

  job scheduling

• Send email

  notifications

• Set job execution frequency

11. Airtable

Airtable is a great option if you’re looking for a workflow management tool because of it’s unique Excel-like framework. This tool is used by teams all over the world, and it’s ability to function as a high-powered spreadsheet has made it a fan favorite for workflow management. A few additional aspects of Airtable that make it a great workflow management software:

• Ability to create a customizable database for all projects and tasks
• Flexible templates that you can apply to projects
• Grid, calendar, gallery and Kanban view that allow you to view projects in the way that works best for you
• Pre-built apps to level up your experience

Does the spreadsheet framework sound appealing to you? Learn about other Airtable alternatives that use similar layouts.

12. Backlog

Backlog is a great platform that brings project management and code management together in one streamlined place. With Backlog, you and your team can track project progress easily with Gantt and Kanban, utilize the bug tracker to triage any product bugs, and utilize a backlog for team collaboration. A few additional aspects of Backlog that make it a great workflow management software:

• File sharing capabilities for teams
• Ability to create a team-wide Wiki
• Notifications to alert teammates to pending or updated items
• Mobile application for work on-the-go

13. Scoro

Scoro is an all-in-one workflow management software built to help teams get all their work done from one place. This tool is great for workflow management because it provides one single dashboard where you can track real-time progress, and collaborate on the associated tasks. A few additional aspects of Scoro that make it a great workflow management software:

• Dynamic dashboards that track real-time results
• Automated flow of business information
• Over 1,000 integrations with other tools

14. Monday.com

Monday.com is a great workflow management software because of its intuitive design and engaging interface. With Monday.com, teams can fully visualize their process and overall flow at both a micro and macro level. You can also view your tasks, projects, and overall workflow at various different levels and views, including list, map, and Kanban board. A few additional features of Monday.com that make is a good workflow management software:

• Dashboards that allow macro-level views of projects
• Integrations with dozens of platforms like Slack and Google Drive
• Automation capabilities

Why stop here? Check out our picks for the top Monday.com alternatives on the market.

15. Asana

Asana is a high-powered workflow management software brought to you by one of the Facebook co-founders. Asana helps teams organize workflows at micro as well as macro levels with a straightforward UI and easy-to-understand features. This workflow management software also has great process management capabilities, including automation. A few more features that make Asana a great workflow management software:

• Project overview page with all project details
• Approval routing
• Forms and templates

Curious about what else is out there? Read our comprehensive guide to the top Asana alternatives on the market right now.

16. ProofHub

ProofHub is a great workflow management software, built to help teams collaborate and reach deadlines on time. With features like Discussions, you can say goodbye to long email threads and chat as a group on a specific topic. You can also use different views like Kanban, table, Gantt, and calendar view to track workflow and projects. Here are a few additional features that make ProofHub a great workflow management software:

• Easy reviewing and approval of documents with Proofing
• Keep an eye on all activity with Activity Logs
• “Me View” that helps you track all tasks that involve you

17. Next Matter

Next Matter is an all-in-one operations platform where teams can capture, visualize, automate, and execute their processes end-to-end. Managers finally get the operations visibility and performance they need, and teams get rid of the coordination grunt work for good. Here are a few features that make Next Matter a great choice for operations workflow management:

• Rules-based automation for everything, including task assignment, decisions, conditionals, process scheduling, notifications, and more.
• Dashboard overview for status and escalations – no more follow-ups or status meetings required!
• Streamlined collaboration for external users like suppliers, partners, and customers.
• No-code/Low-code, drag and drop process builder that’s incredibly simple to use

18. Process Street

Process Street transforms your team’s recurring processes into interactive, no-code workflows that are stored in a central location. As the modern process management platform for teams, Process Street allows you to create standalone documentation that lives and works side-by-side with your customized workflows. It also seamlessly integrates with Slack, SalesForce, DocuSign, and all your favorite work apps so you can easily manage your tasks with minimal effort. Some of the great features offered are:

• Guest users and permissions to easily collaborate internally and externally.
• Conditional logic allows adaptable workflows that cover a variety of situations.
• Automates your recurring work so you can focus on the important things.

19. NetHunt CRM

NetHunt is a CRM system built inside Gmail that allows salespeople to create automated workflows for the entire buyer journey. With NetHunt, sales teams can immediately generate leads from various sources and trigger an automated sequence of actions – from email sequence campaign to changing pipeline stage, to automated tasks created for the sales team based on the situation. These automations are one of the top reasons why email marketing CRM tools like NetHunt are known to increase the efficiency of sales and marketing teams.

Here are a few features that make NetHunt great workflow management software:

• Rule-based automated sales workflows with performance analytics;
• Customizable web forms

  to generate leads and initiate automated sales workflows after a web form is submitted;

• Integration with third-party tools

  including LinkedIn, Intercom, Facebook, etc.

• Notifications

  to the sales team about pending or updated items

20. Scribe

Scribe is a documentation tool designed to capture any workflow in seconds. It’s both a browser extension and desktop application that automatically turns processes into a how-to guide, complete with written instructions and screenshots. The tool is easy to implement and can be used to support both remote and in-house teams. A few key features that streamline workflows, strengthen teams, and promote consistency: 

• Autogeneration

  with instant availability and edit options

• Shareability

  via a link, within a Scribe workspace, or easy embed

• Desktop accessibility

  for Enterprise plans

• Built-in support

  with automatic Scribe recommendations 

21. Miro

Miro is an online collaborative whiteboard platform that allows users to present ideas, facilitate meetings, run agile workshops, and collaborate both asynchronously and in real time. Miro’s Template Library offers hundreds of templates, including a Workflow Template that allows tracking project’s status and team’s progress right away. It’s a great tool for remote and hybrid design teams. Miro offers multiple software integrations with apps like Jira, Trello, Zoom, Slack, and others. Here are some of Miro’s key features: 

• ​​Infinite canvas

• Pre-build templates
• Mouse-over collaboration
• Embedded video, chat, & commenting
• Visualize tasks and dependencies
• 20+ integrations

22. Wrike

Wrike presents its users with a comprehensive workflow system that allows teams to have a seamless experience across organizations. With detailed views of progress utilizing Gantt charts and Kanban boards, and features dozens of pre-made templates for all types of tasks. Prevent file clutter by cross-tagging to make projects and folders accessible in multiple places without being duplicated. Wrike also connects with hundreds of apps to keep existing workflows with easy integrations. Being a cloud-based platform, access to data is always available. 

• Custom tools for any team

  enabling great collaboration

• Visibility across departments

  helps to make better decisions

• Shared team calendars

  keep everyone on the same page and on time

• Seamless invoice management

  with available online billing software upgrade

23. nTask

nTask is a great choice when looking to maintain workflow with its task and project management tools that can help your team reach their goals with ease. It packs several useful features to streamline not only your projects, but your team as well with scheduling and employee timesheets.

The application also helps to keep a project’s assets organized with file and document sharing and management. Communication is a breeze with team updates and a chat feature for efficient collaboration. Some of the features that this tool has to offer:

• Task and project management
• Team and meeting management
• Risk management and issue tracking
• Kanban boards and Gantt charts

24. Nifty

Nifty is a project management operating system that allows you to track projects with built-in discussions, milestones, automation, time tracking and more. You can create simple to-do lists  all the way to full-blown projects with automated progress reporting. There is time tracking for efficiency and smart decision making, as well as reporting with overviews across all projects. Nifty allows you to keep documents and files in an organized hub for each project and customize each project’s home screen to fit your workflow. The solution offers over 1,000 integrations – including built-in Zoom, Teams, Google video calls, as well as Google Workspace. Other features include:

• Discussions for focused collaboration

• Use Gantt Charts to visualize project milestones

• Tasks to facilitate detailed organizing, prioritizing and managing

• Project Portfolios for better organization and automation

25. Waybook

If a company plans to grow, it  needs its own handbook. Waybook offers an easy way to start putting one together. Waybook lets you turn your documents, processes, and know-how into effective and organized onboarding, training, and reference materials. The tool allows teams to create, share, and collaborate on Standard Operating Procedures (SOPs), job aids, and other important documents, all in one central location, saving time and resources.

The software also offers a comprehensive library of customizable templates and industry-specific policies, allowing you to create and share your unique playbook. This is appealing for teams who don’t have room in their budget for the custom software development cost of building their own internal playbook. Waybook is a valuable asset that can help you streamline processes and increase efficiency.

• Track progress in real-time

  and ensure SOP compliance

• Intuitive

  user-friendly interface

• Simple quizzes and complex tests

  to keep skills sharp

• Audit Log feature

  to see activity across all content and users

• Customizable

  branding

26. Kommo

Kommo is a workflow management system to help streamline your business operations. It allows its users to work collaboratively on a single platform, no need to switch between multiple apps. The software features a management system which enables you to monitor the complete status of your employee activities. This allows you to organize your team more effectively by setting specific targets and easily track the progress. 

• AI

  automates repetitive tasks

• Integration

  with dozens of apps

• Ready to use templates and tools

  for seamless workflow

• Mobile CRM

  for easy access anywhere, anytime

• Built-in team messaging

  for quick communication

27. Agendrix

Offering flexible working hours is one of the benefits of remote and hybrid work, but in order to guarantee that everything runs smoothly it’s crucial that you have a solid time scheduling tool. Agendrix is a scheduling tool that lets you create shift plans with ease. Whether you’re trying to make a rotating shift roster or want to set up a fixed schedule, the tool lets you do it in just a few clicks. Other features in Agendrix:

• Communicate with your team

  about schedule changes

• Clock in and out

  from your smartphone

• Automate time tracking

  to save hours of admin

• Empower employees

  to have a say in their schedule

28. Adobe Workfront 

A good workflow software can be determined by its capacity to streamline processes. That’s exactly what Adobe Workfront delivers. Its project plan templates and standardized status sheets eliminate emails. Its calendar auto-populate feature and integrations help you get your projects to the finish line. Workflont is flexible and accommodates your team’s preferences with various work methodologies, from agile practices to traditional project management approaches. Its central dashboard facilitates collaboration and improves communication and transparency. A few features make Adobe Workfront a great workflow management software:

• Scenario planning
• Proofing and approvals
• Reporting and dashboards

Overall, there are a few key attributes, which we’ve outlined, that make specific softwares ideal for workflow management. Hopefully you’ve been able to identify one from our list that could help your organization stay productive and efficient.