Managing workflows is an important process to understand, especially in the age of ubiquitous remote working. Even more important is workflow management software, the vehicle by which workflows, campaigns, projects and tasks are managed. In this article, we’ll go over some of 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 get started, let’s dive into the definition of workflow management. Workflow management is defined as the coordination of tasks that accumulate within a team or organization to complete a larger project. “Workflow” itself is the general term for a set of individual tasks that are accomplished to achieve a larger goal in the process, and the “management” part of the sentence simply means that there is someone or something. thing that oversees the overall strategy of the process.

A key element in understanding workflow is that it should be a repeatable process that can occur multiple times in a row. You can also implement the concept of workflow mapping to better understand these processes and continue to improve them. To explore the concept of “workflow” a little more, it is imperative to understand that the three components of workflow are:

  • Input: the items you need to bring to start a task.
  • Transformation: the things that happen during the task.
  • Output: the result of completing the task. An exit can also serve as a start or “entry” to another step.

For example, if you work at Starbucks (which is a customer of Hive, by the way) your workflow would be order management and beverage creation. The entry would be the order, the processing would be the preparation of the coffee and the exit would be the delivery of the drink to the customers.

When we first started thinking about workflow management software, it was about a system that helps supplement workflows and monitor repeatable processes from a macro perspective.

Best Workflow Management Software in 2022

Do you want to improve the productivity of your entire organization? ProofHub does. You can recognize progress while identifying delays and obstacles. ProofHub is the fastest, easiest way to have an instant impact on the efficiency of your business.

Fast team collaboration, personalized workflow management, and unlimited user assignment are just a few of the key features that put ProofHub at the top of the list. You get great value and solutions that your team can benefit from immediately. Prepare yourself for reliable success in the weeks, months and years to come.

1. Processmaker

ProccessMaker is an open source, low-code workflow automation tool known for its ease of use and great price point. Visual flowcharts help you build approval-based workflows, and notifications are built into every process. The entire system is web-based, employing WYSIWYG (what-you-see-is-what-you-get) features to reduce the barrier to entry for users in any industry, whether manufacturing, education, healthcare, or telecommunications. ProcessMaker has a set price for the platform with an additional cost per user, per month. API access for developers opens the software to customization for larger organizations and more complex processes

2. ProofHub

ProofHub is more than a workflow management solution. It is an all-in-one tool to increase productivity. And they keep getting better, which is why we recommend this provider as the best for the most part.

The software is trusted by more than 85,000 teams around the world, including Nike, NASA, Netflix, Tripadvisor and more.

The software combines workflow management and project management under one roof. It comes with team communication tools like live chat, chats, etc.

You will benefit from custom workflows, Kanban boards, Gantt charts, and task management. Project managers will have a complete overview of the most important information related to their team’s workflows.

ProofHub integrates seamlessly with the apps and tools you already use, like Dropbox, Quickbooks, Freshbooks, and more. Use ProofHub to create workflows with clearly defined steps, automate recurring tasks, and customize automated reminders.

Pricing is simple and straightforward, with no user fee.

ProofHub starts at $ 45 per month for 40 projects and an unlimited number of users. However, the entry-level plan does not support custom workflows. So you’ll need to upgrade to the Ultimate Control package to get the most out of ProofHub, which starts at $ 89 per month.

3. Kintone

Kintone is optimized for collaboration. The software enables teams to easily create, share, and automate custom processes and workflows for data-driven results.

More than 15,000 organizations around the world trust Kintone to manage workflows.

Using Kintone for workflow management is easy. Just go through the steps of a process, automate redundant parts, and assign tasks to team members. Kintone makes it easy to change your automated workflows as you make adjustments to improve efficiency.

The software sends alerts and notifications so everyone knows when they have a job to do.

Your entire workflow process will also be logged. So you can always check what happened and when it happened at a later date. All workflows are fully customizable and easy to automate.

Kintone also offers a wide range of solutions for remote work, project management, task management, database management, complaint management, rapid application development, etc.

It is one of the most versatile workflow management solutions you will find on the market today.

Pricing starts at $ 24 per user per month, with a minimum of five users. Kintone also offers deep discounts to nonprofits, educational institutions, and government organizations.

4. Integrify

Integrify uses a service-based approach that includes support and advice for best practices and process improvement. The software has been developed for ease of use and uses a drag-and-drop editor for most workflows. All tools are browser-based and available for any mobile device. True to its service-oriented model, the website presents helpful workflow examples and a comprehensive knowledge base for users. Business upgrades are available for companies with specific or complex needs.

5.  Kissflow

Kissflow is a great project and process management tool created to increase productivity, help teams visualize workflows, define team member responsibility, and keep everyone on the same page. within an organization. Here are some features that make Kissflow a great option for workflow management:

  • Fully customizable forms that help automate and optimize workflow.
  • Access control that defines roles and responsibilities across the organization.
  • Actionable reports and analytics that provide key insights into your overall workflow.
  • User-friendly integration tool.

6.  Shift

Shift is a desktop app that brings together your email accounts, apps, and extensions, optimizing your workflow with an all-in-one browser. Integrate all your favorite apps, create customizable workspaces, and overcome inbox overload. Shift is the ultimate productivity tool, download Shift now and find your target. Seriously, that is a game changer. Shift allows you to:

  • Personalize your workspace by connecting all your email accounts and your favorite web application.
  • Search one of your email, calendar, or Drive accounts.
  • Mix and match your favorite tools to find the perfect workflow.

7. Hive

Hive is a powerful project and process management tool used by teams at Google, Starbucks, Comcast and Toyota. This is a great option for teams managing workflows, especially in the creative space, as Hive has some essential features that make it a great option:

  • Project templates that enable clear, defined and repeatable processes for the tasks and projects that go through Hive.
  • Forms and automation capabilities that easily assimilate input and information.
  • Flexible project views including Gantt, Portfolio, Schedule, etc. to manage the progress of the project at the macro level.
  • Robust analytics that can measure progress in real time at the individual and team level.
  • Over 1,000 integrations with tools you know and love, like Zoom, Slack, and Gmail.

8. ClickUp

ClickUp is a tool that can help you optimize workflows and project plans while managing your team’s resources. Teams around the world are using this simple and visually appealing tool to keep their work on track. There are several reasons why ClickUp might be the right workflow management software for you, including:

  • Automation models that allow users to create specialized models to automate parts of their workflow.
  • Project views including Gantt, timeline, and timeline view.
  • Reports that allow you to create personalized dashboards.


In general, there are a few key attributes, which we have outlined, that make specific software ideal for workflow management. Hope you were able to identify one from our list that can help your organization stay productive and efficient.

What does workflow software do?

Workflow software is a tool that automates the flow of work in a process. Before we explain what exactly that means, here’s an introduction to workflows and processes… A workflow is a series of tasks needed to be carried out in a certain order by different employees in order to complete a business process.

Is Salesforce a workflow management tool?

With this cloud-based workflow management software, you can: … Create workflows for every step in the sales process. Automate your business requests approval process.

What is Project workflow in software?

A project management workflow is a carefully planned sequence of the tasks and activities you need to do to complete a specific project. Having a clear order of tasks in a project management workflow helps projects get done more efficiently and effectively. They save time, improve results, and increase collaboration.

Categorized in: