Choose the best Workflow Management Software

Businesses are always looking to make faster and continued progress when it comes to their business and marketing operations, and this progress means that being efficient at work is essential. Organizations are always looking to figure out the best ways to improve processes and boost overall productivity, and one of the best solutions around at the moment is workflow management software.

It can be used in creating projects and automation, thus making sure that every member of the team is informed and improving efficiency. But with all the features and benefits of workflow management tools out there, choosing the best one can be challenging.

In this guide we outline for you the steps to take to work out which is the best workflow automation software out there for your business...

Understanding Workflow Management Software

Essentially, workflow management software helps to automate and manage business processes. Workflow management tools can help organizations to define workflows, track the execution of business-related activities, and improve such processes. Workflow automation software varies from basic task management tools, to a more advanced level systems where the workflow system is embedded in other enterprise applications.

Key Features to look for in the best Workflow Software

Ease of use: Workflow management software should be easy to use and require very little training, with all members of the team able to quickly and easily master it.

Task appropriateness: Workflow automation software must facilitate team members to perform their tasks, and it must be ready to adjust to the requirements of each distinct task.

Customization: Every company has a unique way of doing things. The software should be adaptable to your unique workflow needs. Make sure you can customize the software to build custom workflows, forms and fields.

Integration Fit: Does the workflow management software work with the other tools you already use? Maybe you use a customer relationship management (CRM) tool, or an email platform, or accounting software. In any event, the less time you have to jump from one system to another (and risk small data-entry errors along the way), the better.

Automation: One of the biggest advantages of workflow management software is automation. The program should be able to automate repetitive tasks, send out notifications, and track status without human intervention.

Collaboration: Well-made teamwork is a key for team productivity. The best workflow software benefits from the features such as task allocation, comments, file sharing and real-time display to stimulate the capability of teamwork.

Reporting and analytics: You can’t improve if you don’t know what’s going on inside your business. Make sure any workflow management tools offer adequate reporting and analytics capabilities so you can monitor performance, identify bottlenecks and make the right decisions based on hard data.

Scalability: Your business will scale up, which means your workflow management software will need to as well. This could mean more users, bigger projects or more complicated workflows.

Security: It should go without saying, but your data should always be protected. Ask for evidence that the workflow automation software meets industry standards of encryption, setting and managing access permissions, and frequent backups.

Customer support: You will benefit tremendously from a customer support team that cares, knows their stuff, and is ready to address any questions or issues that arise. Look for vendors that respond right away, through live chat, phone calls or go the extra mile by creating a knowledge base full of video tutorials, step-by-step instructions, or a community of users for crowd support.

Steps to Choosing the Right Workflow Management Software

Create targets: Map out your existing workflows, pinpointing processes that feel painful or could be automated, and brainstorm feature ideas to clear those grating obstacles.

Decide how much you want to spend: Workflow management software prices vary substantially, so knowing your budget can help you cull your search.

Research Options: Gather information. Google it. Read reviews, compare features and advantages, compile prospective offers, talk to friends and colleagues who have experience in this field. Write the features and capabilities you are looking for, prepare your shortlist, and then select the best workflow software based on this.

Request Demos and Trials: Most vendors offer demos or trials, so request them. Then test the usability, features and workflow usability with it against your workflows. Have your key team members do this and get different sets of user feedback.

Evaluate Integration and Scalability: Ensure the workflow automation software integrates with whatever tools you’re already using and will scale as your business grows. Are there any additional fees for this?

Check Security and Compliance: Make sure the proposed workflow management tools handle security, such as for PCI compliance. If your industry has any other compliance requirements, verify those as well.

Review Customer Support: Make contact with the vendor and ask them questions about the product, or raise issues during your trial period, and see how they respond. This will lay the groundwork for what to expect in terms of support moving forward after you purchase the product.

Make a Decision: Drawing on your evaluations, pick the best workflow software that meets your needs (check the functionality, suitability and conformance to standards), fits your budget, and is scalable (compatible for future growth). Communicate the decision to all stakeholders.

Making the right decision on workflow management software is key to setting your organization up for success. If you know your needs, set a budget, and evaluate your options thoroughly, you can get a tool that can make your workflows smoother, so your team can work as effectively, efficiently, and productively as possible.

It’s also important to consider features such as ease of use, customization, integration with other apps, automation, collaboration, reporting on progress, scaling the solution to your needs, data security, customer data privacy, and support from the software maker’s customer service. With the right workflow management software, you’ll be well-equipped to achieve successful workflow management and scale business success.