The world’s top economists are betting on tech innovation, and that’s good news for your workflow. A recent World Economic Forum report found chief economists are excited about technological transformation (73%) and artificial intelligence (64%) as drivers of global growth.
And it’s all being built to make our lives easier. Imagine a workflow management tool that uses AI to automate repetitive tasks, freeing you up for more strategic work.
Even more important is a workflow management app, 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 software, and highlight some of the features that every workflow management solution should have.
What is Workflow Management Software?
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.
The three pieces of the puzzle
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.
Key Components of Workflow Software
Now that we’ve covered the basics of workflow and workflow management apps, let’s talk about the workflow software you need to get it done. Workflow management tools refer to systems that aid in the completion of workflows and oversees repeatable processes from a macro-level perspective.
Here are some of the essential components to look for in a workflow software:
Clearly defined, repeatable processes
Every workflow software needs a way to take a task or project through a process with a rinse-and-repeat nature. To optimize workflows in a workflow management tool, users need to not only be able to repeatedly execute, but also monitor project or campaign progress over time.
Integrations with other apps
The whole point of a workflow software is to make the flow of tasks and projects smooth. This means integrating with existing tools to streamline processes and automate tasks. That can be something as simple as a Zapier no-code integration, or more complex integrations like Hive Automate or API endpoint functionality.
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 software. These reporting functionalities are more important than ever in a remote world, where teammates and employees can be goal-ed on metrics alone.
P.S. – Keep in mind that the best part of workflow management tools are their flexibility and your ability to modify or change how you work based on needs.
The Best Workflow Software
With all of these needs in mind, let’s take a look at some of the best workflow software on the market.
1. Hive
Hive is a powerful project management tool and workflow software used by teams at Google, Starbucks, Comcast and Toyota. In addition to its robust project and task management features, Hive offers several workflow automation solutions to help teams automate repetitive processes and work faster across applications. Here are some key Hive features that can help you manage your workflows more efficiently.
Hive Automate
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. Take advantage of a growing library of workflow recipes created and shared by our clients, or build your own in a matter of minutes.
Hive Workflows
Hive’s Workflows application allows users to automate the small, manual, repeatable tasks in Hive. Think of Workflows as your productivity cheat code, custom built to fit your project needs. With an intuitive, language-based workflow designer, it’s easy for anyone to design their own automated Workflows in just a few clicks, no coding necessary.
Its simplicity and efficiency surprises users, like Toby F. who wrote on G2: “I use it very frequently and always keep it open throughout my work day. It’s great, non-intimidating, and integrates very nicely into my workflow and workday.“
Learn more about Automation in the video above.
Plus, when it comes to workflow software with AI functionality, Hive is a great place to start also because of its wide range of customizable project templates. “These templates, powered by AI insights, provide a solid foundation for project planning and execution, ensuring consistency and best practices across the organization,” wrote Inevitability AI blogger on LinkedIn.
One of the most innovative AI-powered initiatives of Hive is HiveMind. This a virtual assistant that can create articles, respond to emails, help plan strategic initiatives and even manage projects. More than just a content builder, HiveMind is an assistant project manager that can facilitate your workflow.
More Hive features that optimize workflows and help you save countless hours every week:
- AI-powered project templates that create defined, repeatable processes for tasks and projects in Hive. Once of the top options for best workflow automation software
- Forms and automation capabilities that easily digest inputs and information
- Flexible project views including Gantt, Kanban & Calendar to manage projects at macro levels
- Automation capabilities to integrate processes within Hive and across your different work apps
- HiveMind, virtual AI-powered assistant for writing emails and managing your inbox easily
- 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
Get started for free today to see how Hive is helping thousands of teams work faster every day.
2. Kissflow
Kissflow is a workflow software 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.
Kissflow is a good option if you’re looking for an enterprise workflow management software.
3. ProofHub
ProofHub is a great workflow 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 manage your projects. Here are a few additional features that make ProofHub a great workflow management tool:
- 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
4. Shift
Shift is a desktop app and workflow tool that aggregates your email accounts, apps and extensions, streamlining your workflow with an all-in-one browser. If you’re looking for workflow software solutions, this is a good place to start. 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.
5. ProProfs
ProProfs Project is an enterprise workflow management tool 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 option are:
- Automate workflow execution
- Manage cross functional teams
- On the go updates on project development
- Gantt charts, Kanban boards and more
6. Fluix
Fluix is a no-code web app designed for industries including construction, energy, aviation, remodeling, and more. Definitely one of the best automated workflow software options we’ve seen. 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
7. Projectsly
Projectsly by 500apps is an emerging workflow management tool, 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
8. ClickUp
ClickUp is a tool that can help you streamline workflows and project plans while managing resources 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 tool for you, including:
- Automation templates to automate portions of a workflow.
- Project views including Gantt, calendar and timeline view.
- Reporting that allows you to create custom dashboards.
9. 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 tool:
- 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.
10. Pipefy
Pipefy is a tool 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 tool:
- 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.
Do you have any other workflow solutions and tools that you use day-to-day to help you complete your work? Let us know!