What is workflow management software?

Workflow management software can be a worthwhile option to develop an organized method of streamlining a team’s processes. These systems enable organizations to establish and monitor tasks within the system, so teams can stay on track. Furthermore, the automation and collaboration features can support a workforce’s functions and productivity. Companies use workflow management software (WfM or WfMS) to automate and facilitate the movement of documents and forms between companies, stakeholders, and teams. Companies use WfMS to hasten document sharing and automatically fill forms that previously required redundant processes. WfM programs remove manual steps that would otherwise slow time to ship for manufacturing, health, education, service, and many more industries.

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What are the benefits of using workflow management software?

Companies who continue to use manual processes to share documents and move information between individuals and teams will find their time spent on paperwork and loss of documents through human error significantly decreased upon implementation. As an added benefit, many companies experience what’s known as the workflow management paradox. Companies that go through the process of implementing a WfM software will find that they actually need a different system of productivity, but would not have recognized that fact without trying to implement the software. Due to the popularity of these tools, the market and usage of WfMS is broad and varied. This guide will outline the features of the best workflow management tools and give an overview of the top solutions on the market. Workflow management software and applications can support many functions and processes within an organization. These systems are designed to connect all team members and areas of a workforce to facilitate effective collaboration with communication and productivity tracking features. The ability to track the productivity of members and work processes can also be beneficial, as having an awareness of the status of other work processes can enable teams to work together and avoid errors. Moreover, automated features and capabilities can be advantageous, as they reduce time spent on menial tasks and increase workers’ productivity. Workflow management systems can also provide complete visibility over each production area, so workforce leaders can quickly determine where problems lie and develop ways to remediate them. Many tools even provide data analysis capabilities, allowing users to gain valuable insights into their workflows. These are just some of the ways that workflow management software can improve an organization’s efficiency, productivity, and teamwork.

What are the top features of workflow management software?

The best workflow management software improves processes across your company by speeding production time, helping identify inefficiencies in your processes, and allowing previously sequential processes to work in tandem. An early example of implementing workflows into the business process is Toyota’s adaptation of the assembly line into a lean process that saved up to 400 percent production time, cutting quality costs by 60 percent. Workflow management software has come a long way since early iterations that transferred the idea of Ford’s assembly line to software, industrial, and business processes. The increasing complications of business systems have in turn spurred growth of features in WfMS. Below are some of the features you should consider during your search for workflow management software.
  • Automated tasks and workflows help users save time and streamline their work processes.
  • Reporting features can generate and collect data from organizations and user processes to create reports with valuable metrics that can be used to develop actionable insights and make decisions.
  • Reminders and alerts notify recipients of important events or important tasks that require a user’s attention.
  • Storage space can be helpful for storing information like files and documents as well as for sharing information with other organization members.
  • Gantt charts allow users to visualize aspects of their tasks, scheduling, and workload, so they can easily view deadlines and prioritize urgent tasks.

Automated tasks and workflows

Software solutions often use automation to help users save time and streamline their work processes. For example, Hive enables users to create customized automated workflows for recurring tasks, so they can eliminate repetition and quickly set their plans into motion.


Workflow management software and other enterprise solutions can generate and collect data from organizations and user processes. These tools may then take that information and use it to create reports with valuable metrics that can be used to develop actionable insight and make decisions.

Reminders and alerts

Reminders and alerts are often utilized to notify recipients of important events. In workflow management solutions, these reminders are often generated for the purpose of informing users that a task requires their attention. ClickUp, for example, uses this feature to send reminders to users about their tasks that they can then snooze, reschedule, or delegate to other team members.

Storage space

Storage space can be helpful in workforce software solutions for storing information like files and documents. In addition, storage space enables users to share this information with other organization members. Process Street is one solution that allows users to upload and store files for use within their workloads.

Gantt charts

With Gantt charts, users can visualize aspects of their tasks, scheduling, and workload management processes. Backlog’s software provides Gantt charts that enable users to view and manage their workloads and active projects. This way, they can easily view their project deadlines and prioritize their urgent tasks.

How to choose a workflow management software product

Workflow management software can be a great option for anyone looking to streamline their team’s workflow processes. To choose the best solution for your organization’s needs, consider what value their features and capabilities can provide for optimizing your team’s progress and execution. For example, teams looking to cut down on timely processes may benefit from tools with automated features. And leaders looking to enhance their team’s productivity may find greater value in solutions with reporting and analytic capabilities. Integrations with your existing tech stack are always important to consider. As you compare solutions, it might be helpful to list the other products that are integral to your workflows, including your database, email, and document management systems. Research which WfMS supports these, or the difficulty of building new connections. Leading Vendors