The Best Workflow Software for Project Management

The quest for optimal efficiency drives teams to seek out the most suitable workflow software for project management.

However, with an array of options, making the right choice can feel daunting.

In this guide, we discover workflow management software, exploring its pivotal role, functionalities, and the leading contenders in the field.

Join us as we uncover the strategies for unlocking efficiency with top-tier workflow management solutions.

• 20 Leading Workflow Software Tools for Project Management 
• What is Workflow Project Management Software?
• What Makes a Workflow Management Software Tool the Best?
• Benefits of Using Workflow Software for Project Management

20 Leading Workflow Software for Project Management

Process Street

Process Street is a powerful workflow management software that allows users to create and automate recurring checklists and workflows for project management. It offers features like task assignment, scheduling, and collaboration tools to streamline processes.

Pros:

• Intuitive interface facilitates easy adoption.
• Robust automation capabilities reduce manual effort.
• Extensive integration options enhance versatility.
• Templates designed for specific industries streamline workflow for project management tasks.

Cons:

• Limited customization options may restrict advanced workflows.
• Pricing can be high for larger teams, potentially prohibitive for small businesses.
• Some users may find the learning curve steep initially.
• Advanced features may require additional training to fully utilize.

Best for: Businesses looking for automated workflow software to streamline repetitive tasks and standardize processes, ideal for project management software for architects and best workflow management software for accountants.

Asana

Asana is a popular workflow software that helps teams organize and manage tasks efficiently. It offers a user-friendly interface with features such as task assignment, due dates, file attachments, and project tracking.

Pros:

• Intuitive task management system promotes collaboration.
• Customizable project views cater to different work styles.
• Integration with various third-party apps enhances functionality.
• Robust mobile app facilitates on-the-go task management.

Cons:

• Advanced features are only available in premium plans.
• Steeper learning curve for complex project setups.
• Limited reporting and analytics capabilities compared to some competitors.
• Dependency on internet connectivity for real-time updates.

Best for: Teams seeking a versatile project management software for architects and accountants, suitable for both small businesses and larger enterprises.

Trello

Trello is a visual workflow software that uses boards, lists, and cards to organize tasks and projects. It provides a simple and flexible interface, allowing users to customize workflows according to their needs.

Pros:

• Intuitive drag-and-drop interface enhances ease of use.
• Highly customizable boards accommodate various project management styles.
• Integration with numerous third-party apps expands functionality.
• Free plan offers robust features suitable for small teams.

Cons:

• Limited automation capabilities compared to some competitors.
• Lack of advanced project tracking features in the free version.
• Scaling for larger teams may require upgrading to premium plans.
• Steeper learning curve for users unfamiliar with Kanban-style workflows.

Best for: Small to mid-sized teams looking for a user-friendly workflow management software to streamline project management tasks, particularly suited for agile project management approaches.

Monday.com

Monday.com is a versatile workflow software that offers customizable workflows for project management, task tracking, and collaboration. It provides visually appealing boards with various column types and automation capabilities.

Pros:

• Highly customizable boards and columns cater to diverse project needs.
• Extensive library of templates facilitates quick setup for different industries.
• Powerful automation features streamline repetitive tasks and notifications.
• Robust reporting and analytics tools provide insights into project progress.

Cons:

• Pricing can be higher compared to some competitors, especially for larger teams.
• Learning curve for advanced features may be steep for some users.
• Some users may find the interface overwhelming due to the abundance of features.
• Integration options, while available, may require additional setup.

Best for: Businesses seeking a flexible workflow management software with robust automation features, suitable for various industries including architecture and accounting firms.

Jira

Jira is a comprehensive workflow software primarily designed for software development teams, offering powerful project management and issue tracking capabilities. It utilizes agile methodologies and provides features for sprint planning, backlog management, and real-time collaboration.

Pros:

• Advanced agile project management features support scrum, kanban, and other methodologies.
• Customizable workflows allow teams to adapt to their specific project requirements.
• Integration with developer tools like Bitbucket and GitHub enhances workflow efficiency.
• Robust reporting and analytics tools provide insights into team performance and project progress.

Cons:

• Complexity of features may overwhelm users unfamiliar with agile methodologies.
• User interface can be less intuitive compared to some other project management tools.
• Pricing tiers may be prohibitive for small teams or non-software development projects.
• Customization options may require technical expertise for implementation.

Best for: Software development teams requiring advanced project management software with agile workflows, not ideal for non-technical teams or projects outside of software development.

Basecamp

Basecamp is a popular workflow software known for its simplicity and ease of use in managing projects and collaboration. It provides tools for task tracking, file sharing, messaging, and scheduling, all within a centralized platform.

Pros:

• Straightforward and intuitive interface promotes user adoption.
• All-in-one platform eliminates the need for multiple tools, reducing complexity.
• Seamless collaboration features facilitate communication among team members.
• Transparent pricing with a flat fee per month regardless of team size.

Cons:

• Lack of advanced features compared to some competitors may limit functionality.
• Limited customization options for workflows and project structures.
• Integration options are more limited compared to other project management tools.
• May not scale effectively for large enterprises with complex project needs.

Best for: Small to mid-sized teams seeking a user-friendly and straightforward project management software for architects and accountants, particularly suited for remote collaboration.

Wrike

Wrike is a versatile workflow software that offers project management, collaboration, and task tracking features. It provides customizable dashboards, Gantt charts, and real-time collaboration tools to streamline project workflows.

Pros:

• Flexible task management system accommodates various project methodologies.
• Robust collaboration features facilitate communication among team members.
• Integration with popular third-party tools enhances workflow efficiency.
• Advanced reporting and analytics tools provide insights into project performance.

Cons:

• Pricing can be high for larger teams or organizations with complex needs.
• Learning curve for mastering advanced features may be steep for some users.
• Some users may find the interface cluttered, especially with extensive customizations.
• Limited automation capabilities compared to some competitors.

Best for: Medium to large-sized teams requiring a flexible project management software with advanced collaboration features, suitable for various industries including architecture and accounting.

ClickUp

ClickUp is a comprehensive workflow software offering project management, task tracking, and collaboration features. It provides customizable views, goal tracking, and automation tools to streamline workflows and boost productivity.

Pros:

• Versatile platform with customizable views and workflows for different project needs.
• Integration with popular third-party apps enhances functionality and workflow efficiency.
• Advanced automation features automate repetitive tasks and streamline workflows.
• Extensive customization options allow teams to tailor the platform to their specific needs.

Cons:

• Learning curve for mastering advanced features and customization options.
• Interface may appear overwhelming for new users due to the abundance of features.
• Pricing can be higher compared to some competitors, especially for larger teams.
• Some users may experience occasional performance issues with the platform.

Best for: Teams looking for a highly customizable workflow management software with advanced automation features, suitable for various industries including architecture and accounting.

Notion

Notion is a versatile all-in-one workspace tool that combines note-taking, project management, and collaboration features. It offers customizable templates, databases, and kanban boards to organize tasks and workflows effectively.

Pros:

• Highly customizable platform adaptable to various project management needs.
• Seamless integration of notes, tasks, and documents within a single interface.
• Collaboration features like real-time editing and commenting enhance team productivity.
• Free plan offers robust features suitable for individuals and small teams.

Cons:

• Complexity of features may require time to fully explore and understand.
• Lack of traditional project management features like Gantt charts may limit functionality for some users.
• Limited automation capabilities compared to specialized project management tools.
• Mobile app experience may not be as robust as the desktop version.

Best for: Individuals and small teams seeking a flexible all-in-one workspace for project management software for architects and accountants, especially those who prioritize collaboration and customization.

Smartsheet

Smartsheet is a versatile workflow software offering project management, collaboration, and automation tools. It provides customizable sheets, Gantt charts, and workflow automation to streamline processes and improve project visibility.

Pros:

• Familiar spreadsheet-like interface promotes user adoption and ease of use.
• Robust collaboration features facilitate communication and task management.
• Integration with various third-party apps enhances functionality and workflow efficiency.
• Advanced automation capabilities streamline repetitive tasks and workflows.

Cons:

• Pricing can be higher compared to some competitors, especially for advanced features.
• Learning curve for mastering advanced features and automation workflows.
• Limited customization options for visualizing data compared to specialized visualization tools.
• Mobile app experience may not offer all features available on the desktop version.

Best for: Teams requiring a familiar and customizable project management software with advanced automation capabilities, suitable for various industries including architecture and accounting.

Airtable

Airtable is a flexible workflow software that combines the features of a spreadsheet with a database to create customizable solutions for project management and collaboration. It offers customizable views, templates, and collaboration features to streamline workflows.

Pros:

• Highly customizable platform adaptable to various project management needs.
• Intuitive interface with familiar spreadsheet-like functionality promotes user adoption.
• Integration with numerous third-party apps enhances functionality and workflow efficiency.
• Advanced features like automations and block functions add versatility to workflows.

Cons:

• Complexity of features may require time to fully understand and utilize effectively.
• Free plan has limitations on records and attachments, which may not be suitable for larger teams.
• Learning curve for mastering advanced features and creating complex workflows.
• Some users may find the mobile app experience less robust compared to the desktop version.

Best for: Teams seeking highly customizable project management software with spreadsheet-like functionality and advanced collaboration features, suitable for various industries including architecture and accounting.

Teamwork

Teamwork is a comprehensive workflow software offering project management, collaboration, and help desk features. It provides customizable task lists, Gantt charts, and time tracking to help teams organize and manage projects effectively.

Pros:

• User-friendly interface promotes quick adoption by team members.
• Customizable project views and task lists accommodate various project management methodologies.
• Integration with popular third-party apps enhances workflow efficiency.
• Extensive reporting and analytics tools provide insights into project performance.

Cons:

• Pricing may be higher compared to some competitors, especially for advanced features.
• Learning curve for mastering advanced features and customization options.
• Mobile app experience may not offer all features available on the desktop version.
• Limited automation capabilities compared to specialized workflow automation tools.

Best for: Teams requiring a comprehensive project management software with advanced collaboration features and help desk support, suitable for various industries including architecture and accounting.

Zoho Projects

Zoho Projects is a cloud-based workflow software that offers project planning, tracking, and collaboration tools. It provides Gantt charts, task dependencies, and timesheets to help teams manage projects efficiently.

Pros:

• Intuitive interface and easy-to-use tools promote quick adoption by team members.
• Customizable project views and task lists accommodate various project management methodologies.
• Integration with other Zoho apps and popular third-party tools enhances workflow efficiency.
• Robust reporting and analytics tools provide insights into project progress and team performance.

Cons:

• Limited customization options compared to some competitors may restrict flexibility for unique workflows.
• Some users may find the learning curve steep for mastering advanced features.
• Pricing may be higher compared to similar project management tools, especially for larger teams.
• Mobile app experience may lack some features available on the desktop version.

Best for: Small to mid-sized teams seeking a user-friendly and comprehensive project management software with integrated collaboration and reporting features, suitable for various industries including architecture and accounting.

MeisterTask

MeisterTask is an intuitive workflow software based on Kanban-style task management. It offers customizable boards, automation features, and integrations to help teams collaborate and manage projects effectively.

Pros:

• User-friendly interface with intuitive drag-and-drop functionality promotes quick adoption.
• Customizable boards and task lists accommodate various project management methodologies.
• Integration with popular third-party apps enhances workflow efficiency.
• Automation features automate repetitive tasks and streamline workflows.

Cons:

• Limited customization options for task views and project structures compared to some competitors.
• Free plan has limitations on integrations and features, which may not be suitable for larger teams.
• Advanced reporting and analytics features are not available in all pricing tiers.
• Mobile app experience may not offer all features available on the desktop version.

Best for: Small to mid-sized teams seeking a simple and intuitive project management software based on Kanban methodology, suitable for various industries including architecture and accounting.

Workfront

Workfront is a comprehensive workflow software designed to help teams manage projects, tasks, and workflows efficiently. It offers features such as task scheduling, resource management, and collaboration tools to streamline project workflows.

Pros:

• Robust project planning and scheduling capabilities enhance project management efficiency.
• Collaboration features promote communication and coordination among team members.
• Integration with various third-party apps and tools enhances workflow flexibility.
• Advanced reporting and analytics tools provide insights into project performance.

Cons:

• Pricing may be higher compared to some competitors, especially for larger teams or organizations.
• Steeper learning curve for mastering advanced features and customization options.
• Mobile app experience may lack some features available on the desktop version.
• Limited flexibility for agile project management methodologies compared to specialized tools.

Best for: Medium to large-sized teams requiring a comprehensive project management software with robust planning, scheduling, and collaboration features, suitable for various industries including architecture and accounting.

Podio

Podio is a customizable workflow software that allows teams to create their own workflows and applications to streamline processes. It offers features such as task management, file sharing, and integrations to help teams collaborate effectively.

Pros:

• Highly customizable platform adaptable to various project management needs.
• Create custom workflows and applications tailored to specific project requirements.
• Integration with various third-party apps and tools enhances workflow flexibility.
• Collaboration features promote communication and coordination among team members.

Cons:

• Complexity of features may require time to fully understand and utilize effectively.
• Learning curve for creating custom workflows and applications may be steep for some users.
• Free plan has limitations on features and storage, which may not be suitable for larger teams.
• Mobile app experience may not offer all features available on the desktop version.

Best for: Teams seeking highly customizable project management software with the ability to create custom workflows and applications, suitable for various industries including architecture and accounting.

Hive

Hive is a powerful workflow software that combines project management, collaboration, and automation features. It offers customizable project views, task tracking, and integrations to help teams streamline workflows and improve productivity.

Pros:

• Intuitive interface with customizable project views promotes user adoption.
• Collaboration features like chat, file sharing, and @mentions enhance team communication.
• Integration with popular third-party apps and tools enhances workflow efficiency.
• Advanced automation features automate repetitive tasks and streamline workflows.

Cons:

• Pricing may be higher compared to some competitors, especially for larger teams or organizations.
• Learning curve for mastering advanced features and customization options.
• Mobile app experience may lack some features available on the desktop version.
• Some users may find the interface cluttered, especially with extensive customizations.

Best for: Teams requiring a comprehensive project management software with advanced collaboration and automation features, suitable for various industries including architecture and accounting.

Todoist

Todoist is a simple yet powerful workflow software designed for task management and productivity. It offers features such as task lists, due dates, and priority levels to help individuals and teams organize tasks effectively.

Pros:

• Simple and intuitive interface promotes quick adoption by users.
• Task lists, labels, and filters help organize tasks and prioritize work efficiently.
• Integration with various third-party apps enhances productivity and workflow efficiency.
• Cross-platform availability ensures access to tasks from desktop and mobile devices.

Cons:

• Lack of advanced project management features compared to some competitors.
• Limited collaboration features may not be suitable for teams requiring extensive collaboration.
• Free plan has limitations on features and task history, which may not be suitable for larger teams.
• Some users may find the interface lacking in customization options compared to more robust project management tools.

Best for: Individuals and small teams seeking a simple and efficient task management software to organize personal and team tasks, suitable for various industries including architecture and accounting.

Redbooth

Redbooth is a collaborative workflow software that offers task management, team communication, and file sharing features. It provides customizable workspaces, task lists, and Gantt charts to help teams organize and manage projects effectively.

Pros:

• Intuitive interface promotes quick adoption by team members.
• Customizable workspaces and task lists accommodate various project management needs.
• Integration with popular third-party apps enhances workflow efficiency.
• Collaboration features like chat, video conferencing, and file sharing facilitate communication among team members.

Cons:

• Pricing may be higher compared to some competitors, especially for larger teams or organizations.
• Learning curve for mastering advanced features and customization options.
• Mobile app experience may lack some features available on the desktop version.
• Limited automation capabilities compared to specialized workflow automation tools.

Best for: Teams seeking collaborative project management software with customizable workspaces and task management features, suitable for various industries including architecture and accounting.

Clarizen

Clarizen is a robust workflow software offering project management, collaboration, and work automation features. It provides customizable dashboards, project templates, and real-time reporting to help teams streamline workflows and improve project visibility.

Pros:

• Comprehensive project management features support planning, execution, and monitoring.
• Customizable dashboards and project templates facilitate quick project setup.
• Integration with various third-party apps and tools enhances workflow efficiency.
• Advanced reporting and analytics tools provide insights into project performance and resource allocation.

Cons:

• Pricing may be higher compared to some competitors, especially for larger teams or organizations.
• Learning curve for mastering advanced features and customization options.
• Mobile app experience may lack some features available on the desktop version.
• Some users may find the interface cluttered, especially with extensive customizations.

Best for: Medium to large-sized teams requiring a comprehensive project management software with advanced collaboration and automation features, suitable for various industries including architecture and accounting.

What is Workflow Project Management Software?

Workflow project management software is a type of software designed to help teams manage and streamline their workflows and projects. It typically provides tools and features to facilitate the planning, execution, tracking, and collaboration aspects of project management. 

Key features often include:

• Task Management: Allows teams to create, assign, and track tasks, set deadlines, and prioritize work.
• Project Planning and Scheduling: Provides tools for creating project plans, timelines, and schedules. Includes features such as Gantt charts and calendar views.
• Collaboration Tools: Offers communication channels, file sharing, and document management to help teams work together effectively.
• Resource Management: Helps allocate and manage team members and resources effectively across multiple projects.
• Time Tracking: Tracks the time spent on tasks and projects, which can be useful for billing and productivity analysis.
• Reporting and Analytics: Provides insights into project progress, team performance, and other metrics to help inform decision-making.
• Workflow Automation: Automates repetitive tasks and processes, such as approvals and notifications, to increase efficiency.
• Integration with Other Tools: Many workflow project management software can integrate with other tools such as email, calendars, and other business applications.

What Makes a Workflow Management Software Tool the Best?

The truth is that the best workflow management software is the one that you’ll use consistently. If you have many complex workflows and remote teams, things can quickly get out of hand.

That’s why a good project management tool will have the following key features:

• Intuitive interface
• Customizable templates
• Unlimited users
• Document management
• Custom workflows
• Workflow management
• Real time collaboration tools
• Project progress or tracking
• Basic plan and enterprise plan

Some of the best and most popular tools project managers, sales teams, marketing teams, and remote teams thrive on are Process Street and Trello.

These are exceptional for multi-step workflows, speeding up manual processes, automated workflows, and more!

As an example, Process Street not only gives you maximum efficiency, but helps with employee onboarding also.

Benefits of Using Workflow Software for Project Management 

Using workflow software for project management can provide numerous benefits that contribute to the success and efficiency of projects. Here’s how it can optimize and automate project processes, enhance efficiency, and provide clarity in task management:

Optimizing and Automating Project Processes

Workflow software helps streamline workflows by standardizing processes and tasks, ensuring that every team member follows the same procedures, which reduces variations and errors. Additionally, it automates repetitive and manual tasks such as approvals, notifications, and reporting, freeing up time for team members to focus on higher-value work. Customizable workflows allow teams to tailor processes to their specific project needs, ensuring alignment with organizational goals.

Enhancing Efficiency

Workflow software enhances efficiency by aiding in effective time management, helping teams prioritize tasks and set deadlines to keep projects on track. Proper allocation and tracking of resources such as team members and budgets avoid over- or under-utilization. Real-time collaboration features enable faster decision-making and smoother project execution. Automation and standardized processes also reduce the potential for human error and inconsistencies.

Providing Clarity in Task Management

Workflow software provides clarity in task management by offering a clear view of all tasks, including assignments, deadlines, and progress, which helps teams stay organized and focused. Assigning tasks to specific team members promotes accountability and ownership of work. Integrated messaging and commenting features facilitate clear communication about tasks and projects, preventing misunderstandings. Additionally, teams can monitor task and project progress to identify potential roadblocks and make necessary adjustments to stay on track.