Top 6+ workflow management tools for better collaboration in 2023

Top 6+ workflow management tools for better collaboration in 2023

Who’s working on that task?

When is the task supposed to be completed?

I sent you a direct message via chat, did you read it?

Can you share that document for editing with me?

If you’re leading a project team or are a part of it, there are good chances you’ve heard these queries umpteenth times in your organization. 

You don’t need to be a rocket scientist to understand that managing workflow processes manually over email usually wastes loads of time and can be a strain in your employees’ energy. 

There is ambiguity over the current status of tasks and projects and what needs to be done next. 

The lack of collaboration over certain things amongst team members and different departments can fuel mistrust and lower both employee morale and productivity. 

That said, no organization would want its valuable resources wasted because of inefficient workflow processes. That’s where using top-rated workflow management apps can prove to be a masterstroke. 

Want to know how your organization can benefit from using workflow management software? Read on to learn more about it.

What your organization stands to gain through workflow management apps

“The global workflow management system market size was valued at USD 4.8 billion in 2018 and is anticipated to witness a CAGR of 27.7% from 2019 to 2025.”

Switching workflow processes from manual to automated results in various benefits for organizations. Let’s take a look at them.

  • Automation of workflows helps organizations get more done in less time
  • Significant reduction in human error, which regularly occurs in manual operations
  • Enhanced collaboration across departments as users can easily share documents, files, and images with a single click 
  • Increased productivity and enhanced accountability at work as everyone knows what to do and by when
  • Eliminates task redundancy on intra-departmental processes
  • A cloud-based workflow management system delivers reliable access to crucial files and documents across multiple devices
  • Using workflow automation makes remote work more efficient.

Six of the best workflow management apps to consider in 2023

Workflow management apps direct the flow of a project right from its initiation till its completion and delivery. A good workflow management tool ensures that the project’s tasks flow through workflow stages to get desired results. 

The market is flooded with many workflow management tools. It can be overwhelming to pick the best tool when every other one labels itself as the industry’s best. 

However, we’ve conducted extensive research on many workflow management tools that offer powerful features for automating work processes to bring more accuracy and efficiency to your workflow. 

Here is the list of the top six workflow management tools teams must consider for better collaboration in 2023.

1. airSlate

airSlate - best tool for workflow management

airSlate is the first and only complete no-code document workflow automation platform. It is an all-in-one solution that integrates eSignatures, no-code robotic process automation, contract negotiation, document generation, and web forms. You can configure, automate, and integrate any business process without writing a single line of code. With everything you need to swiftly configure your business process, including web forms, eSignature workflows, and robotic process automation, airSlate is the perfect solution.

It allows you to create and automate workflows of any complexity online. Individuals can set up steps, automate manual tasks, and integrate with and across their CRMs and databases using airSlate. airSlate makes it super easy for teams to design and visualize any document workflow with the intuitive drag-and-drop Flow Creator, allowing for sequential or parallel conditional routing. 

Key features:

  • Contract Management
  • Document Generation
  • Contract Negotiation
  • Robotic Process Automation
  • Electronic Signature
  • Web Forms
  • Workflow Automation
  • PDF Editing
  • Analytics
  • Drag-and-drop Flow Creator

G2/Capterra Ratings: 

G2: 4.5/5 Stars

Capterra: 5/5 Stars

Pricing: The Business Cloud plan, packed with all powerful features, starts from $50 per Creator/month for a minimum of 5 users.

Available On: Windows, iOS, Android

Buy It For: Robust workflow automation and management features, ease of use and customization, and multiple integrations with third-party business apps.

Explore airSlate’s workflow management and collaboration features

2. ProofHub

airSlate - best tool for workflow management

ProofHub is a top-rated team collaboration and project management app that simplifies and automates workflow processes for teams of any size and industry. ProofHub has powerful features in a single centralized location that help team managers and their teams to have greater control over their workflow process. 

This flexible workflow software solution has features like Group Chat, Discussions, Kanban Board, Gantt Charts, Task Management, Time Tracking, Project Scheduling Calendar, and much more to simplify complex tasks and keep a check on the project’s progress at every stage. 

Also, the simple, fixed pricing plans of ProofHub make it one of the most pocket-friendly workflow management solutions for small and growing teams. You can quickly expand your team without having to worry about bearing the cost of hefty “per-user” pricing plans. 

Key features: 

  • Task management 
  • Kanban boards
  • Gantt chart
  • Discussions
  • One-on-one and Group chat
  • Online proofing
  • Timesheets
  • File management 
  • Notes
  • Custom reports

G2/Capterra Ratings: 

G2: 4.5/5 Stars

Capterra: 4.4/5 Stars

Pricing: The Ultimate Control plan, packed with all powerful features, is priced at $89 per month, billed annually.

Available On: Windows, iOS, Android

Buy It For: Minimal learning curve, intuitive interface, powerful features under one roof, fixed pricing plans.

3. Shift

airSlate - best tool for workflow management

Are you tired of switching between accounts and logging in and out? If yes, then Shift is the workflow management app for you. Shift is a desktop application for streamlining your accounts, apps, and workflows. Seamless in its design, you can manage all your essential apps in a single location. 

Shift enables users to connect all of their email accounts, favorite web apps, and tools for easy management. Quickly move between your multiple business and personal accounts, and focus on specific tasks without needing to open a browser window and get distracted.  

Key features:  

  • Unlimited accounts (Gmail, G Suite, Outlook, Office 365)
  • Unlimited App accounts
  • Cross-platform support
  • Desktop notifications
  • Notifications muting
  • Unified inbox
  • Filters
  • Task Management 

G2/Capterra Ratings: 

G2: 3.9/5 Stars

Capterra: 4.4/5 Stars

Pricing: A Free basic plan is available. The Paid plan starts from $99.99 per year.

Available On: Windows, Mac, Linux

Buy It For: Unifying your multiple email accounts.

4. Nifty PM

airSlate - best tool for workflow management

Nifty PM is a workflow collaboration tool that enables project managers and their teams to manage projects, tasks, and communication in a single centralized location. Nifty PM keeps project teams aligned to project goals and organizational objectives, speeds up project cycles, and automates progress reporting. 

This remote collaboration hub is designed to meet the workflow management requirements of businesses of varied types and sizes, offering them all the benefits otherwise found in a powerful project management tool and some more.

Project managers using Nifty PM can easily share files, manage documents, control access, create thread discussions, and improve team collaboration. The intuitive software solution enables teams to visualize milestones, and task progress, set dependencies of team members, and streamline workflows across processes. 

Key features:

  • Milestones (Gantt Chart)
  • Discussions
  • Tasks
  • Docs and Files
  • Reporting
  • Time Tracking
  • Project Home
  • Project Portfolio

Capterra/G2 Ratings: 

Capterra: 4.8/5 Stars 

G2: 4.7/5 Stars

Pricing: The Paid plan starts from $39 per month for up to 10 team members, billed annually.

Available On: Mac, Windows, iOS, Android

Buy It For: Streamlining, centralizing, and modernizing work operations.

5. beSlick

airSlate - best tool for workflow management

beSlick is a workflow management software that provides businesses with a centralized platform where they can create, implement, and manage organizational workflow processes. With a built-in powerful template builder, beSlick enables you to create & share easy-to-follow workflow templates, which detail every bit of information that teams need to know. 

The workflow management software solution ensures that everyone in the team performs assigned tasks in line with the standardized processes. With beSlick, every team member can easily access the information and share a unified view of all their processes, further accelerating and simplifying complex processes like employee onboarding.

Key features: 

  • Powerful template builder
  • A single dashboard for all task progress
  • Integration and Automation with over 2,000 applications
  • Process Reporting
  • Audit trails
  • Commenting and feedback

Capterra/G2 Ratings: 

Capterra: 4.6/5 Stars

G2: 4.8/5 Stars

Pricing: The Paid plan starts from $6 per user/month.

Available On: Windows, iOS, Android

Buy It For: Useful workflow progress reports, built-in process improvement capabilities, and easy management of simple and complex workflows.

6. ProWorkflow

airSlate - best tool for workflow management

ProWorkflow is a top-rated project, task, and workflow management software. ProWorkflow focuses on project visibility and control to allow users to collaborate seamlessly with their other team members. Its features and tools are scalable and designed to meet the varying requirements of freelancers and small, medium-sized, and large enterprises.

The workflow management solution lets you track Gantt chart tasks, Kanban boards, files, documents, time, quotes, and invoices. The built-in project management dashboard displays the graphical summary of ongoing tasks and projects. 

The collaborative feature makes it a breeze for multiple members to work simultaneously and stay on the same page. The messaging app unifies team communication through chat, notifications, and sharing documents.

Key features:

  • Project management
  • Workflow management
  • Resource management
  • Timesheets entry
  • Invoices manager
  • Quotes manager
  • File sharing
  • Data security
  • Gantt style timeline

Capterra/G2 Ratings:

Capterra: 4.5/5 Stars

G2: NA

Pricing: The Paid plan starts from $20 per user/month.

Available On: Windows, iOS, Android

Buy It For: Easy-to-use tools and functionalities, managing projects and tasks efficiently

7. Kahootz

Kahootz is a top-rated cloud collaboration platform and workflow management software designed to streamline and automate processes for teams of any size and industry. Experience powerful features in a single centralized platform, enabling team managers and members to gain better control over their workflow process.

This versatile software solution boasts features like Secure File Sharing, Document Collaboration, Task Management, Shared Calendars, Dashboards, Online Surveys, Customizable Databases, and much more, to simplify complex tasks and monitor your project’s progress at every stage.

Additionally, Kahootz’s straightforward pricing plans make it one of the most budget-friendly workflow management solutions for small and growing teams. Expand your team effortlessly without the burden of costly “per-user” pricing plans.

Key features:

  • Secure File Sharing
  • Document Collaboration
  • Task Management
  • Shared Calendars
  • Dashboards
  • Online Surveys
  • Customizable Databases
  • Accredited Security
  • End-to-End Encryption

G2/Capterra Ratings:

G2: 4.4/5 Stars

Capterra: 4.8/5 Stars

Pricing: Kahootz offers a starter plan at £5.5 per user per month, with Enterprise-level plans starting at £10.5 per user per month. All plans include a 30-day free trial.

Available On: Browser Version

Buy It For: Easy deployment, user-friendly interface, powerful features in one platform, and flexible pricing plans.

Wrapping It Up

When it comes to choosing the best workflow management software solution, we can conclude that the best pick is the one that comes packed with a set of powerful features at an affordable price. 

Remember that the chosen software should offer automation for managing and tracking the business process. It should be adaptive and allow you to control and improve business operations.

After going through six of the best workflow management software listed above, you’ll be able to easily choose the one that suits your team’s needs as well as the organizational workflow processes.

Originally published in October 2022, updated in April 2023 for accuracy and comprehensiveness

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