Say Goodbye to Chaos: The Best Workflow Software for Every Team
The best workflow apps focus on how to make the work you do more efficient or more effective. It helps you spot repetitive tasks and then automate them to ultimately save you time and free you up to focus on more value-added activities. A good workflow app should also connect easily with the other software you already use. This way, you can streamline data entry and management and reduce the need to navigate between different interfaces. These features give you more time to focus on other aspects of your business. There’s more nuance than that, though, when choosing a suitable workflow app for your needs, which is why we suggest specific workflow apps for specific use cases.
Table of Contents
Our Top Picks
The Best Workflow Software Of 2024
- ClickUp: Best Overall
- Teamwork.com: Best for agencies
- Notion: Best for collaboration
- Asana: Best for team workflows
- monday.com: Best for automation
- Zoho Projects: Best for custom workflows
- Smartsheet: Best for templates
- TeamGantt: Best for Gantt charts
- Trello: Best for individual workflow management
- Wrike: Best for artificial intelligence (AI) workflows
Comparison Chart
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What To Consider
Most Frequently Asked Questions
How To Choose The Best Workflow Software
Most workflow software includes core project management features because that’s usually at the heart of most work. You start with planning, task assignment and then completing the work. When you add workflow management, you can cut down on the repetitive tasks you typically do to set up a project, notify users or stakeholders and find data you need. Here’s a list of features and attributes of the best workflow apps:
Essential Features
- Automation: Look for no-code or low-code workflow builders. These typically let you set up actions and triggers (if X happens, do Y) to work automatically behind the scenes.
- Integrations: To reduce the back and forth between apps you use for work, consider a workflow app that offers native integrations with the software you already have. A two-way sync of data can cut down on a lot of manual work.
- Collaboration: Workflow apps that include collaborative documents and spaces make it much easier to work with others without having to email or send files constantly.
- Task Management: All workflow apps should include task management to some degree. The best workflow apps include shortcuts such as giving you the ability to turn a checklist into tasks and assign them from one space.
- Templates: To get started with any kind of project quickly, use a template. You should be able to use pre-built templates or create custom templates for faster turnaround of projects that need planning.
Ease of Use
One of the most important attributes of a great workflow app is also the hardest to gauge: ease of use. You need to choose one that’s easy to learn, so your team will adopt the new software; otherwise, you risk your team going back to their old ways. Finding an intuitive workflow app, that doesn’t require code and gives you the project views you want and need will make it far more likely that the transition will be successful.
Cost
The average price of workflow apps is usually less than $10 per user per month if paid on an annual basis. Depending on the size of your team, it can be an affordable addition to your tech stack. It’s a good idea to measure the value-to-cost ratio. Check to make sure it integrates with your email client, cloud storage, CRM and business intelligence apps to get the most for your money.
What is a simple example of a workflow?
Employee onboarding is a great example of a simple workflow. Human resource departments must follow similar steps to onboard a new employee, from sending emails to training them on software the company uses. Using a workflow app can speed up the process when you automate specific tasks that don’t require hands-on assistance.
What program can I use to create a workflow?
Building workflows can be done with all kinds of apps, from project management software to whiteboard software. What’s most important is how you connect all the pieces and then automate those workflows, which is why we suggest workflow apps such as ClickUp and Monday.com.
What’s the difference between workflow automation and process automation?
Workflow automation is usually about creating an automatic task, such as sending a notification to a specific user when a task’s status changes. Process automation is when you automate a group of tasks, such as creating a new project with specific fields, users, tasks and stakeholders.
What is a Workflow Management Software?
Workflow management software or workflow management tools are software applications that instantly automate tasks and streamline time-consuming processes by eliminating redundancies and repetitions. Workflow management software uses a systematic method of maximizing productivity by dividing tasks into smaller subtasks, which are then assigned to the employees with the required skills and knowledge. It includes managing workflows throughout their entire lifecycle from inception to completion.
Repetitive tasks at the workplace drain time, productivity, and resources. They are a major source of distraction for team members and disrupt communication and collaboration among team members. This is where workflow management tools can help.
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