The Top Process Management Software That Will Make Your 2023 Great 

Recurring work is an absolute pain. With all your responsibility, the last thing you want to do is spend your valuable time doing work that doesn’t need to be done. 

The answer? Process management software. 

But that isn’t the real issue, is it? 

You understand that process management software can help you increase productivity while saving you time and money. 

The problem is that there are tons of software options on the market. You’re likely overwhelmed with the endless products presented to you in a single Google search.  

This list will give you all the information you need to understand your team’s needs and ensure you make the best purchase decision. 

• The best process management software
• What is process management software?
• 4 questions to ask before you buy
• Benefits of business process management software
• Workflow management software considerations: Powerful features
• Taking your business process automation to the next level

The best process management software

Here are the top 5 best process management tools to help you narrow your search:

#1 Process Street

Process Street offers users pre-made templates as well as an easy drag-and-drop interface to build custom advanced workflows from scratch without any hassle. The software is designed to help businesses create a centralized system for all their process management.

Document management capabilities and features, called Pages, can be used to store all process information. These documents in Pages then live alongside their correlating workflows to ensure maximum transparency and efficiency to all team members.

This business process management platform’s wide range of interactions also helps users connect their different business applications to provide a centralized knowledge base for all business operations. 

Pros:

• Integration with thousands of other work applications
• Library of pre-made templates that can be customized to fit your specific needs
• Mobile app to make process management accessible from anywhere

Cons: 

• Template library can be confusing to navigate

Key features: 

• No-code functionality with an easy drop-and-drag interface to create custom workflows from scratch
• Effective support and dedicated consulting team to help you get the most out of your business workflows

#2 Zoho Creator

Zoho Creator is a business process management platform that offers a low-code platform and is a great option for users of other Zoho products. Users can easily customize their business operations by creating applications designed to fit their organization’s exact needs.

Pros: 

• Straightforward to build basic forms
• Has a 15-day free trial

Cons: 

• Reporting is limited
• Integrations with non-Zoho products are difficult

Key features: 

• Support and tutorials are available
• Offers 50 industry-specific templates

#3 Pipefy

Pipefy provides users with business process software to effectively manage requests and approvals. The tool is well-liked by Volvo and Warner Brothers for its strong form builder. However, many users struggle to make do with the limited features while more advanced elements are quite costly.

Pros: 

• Kanban view is available to users
• Offers pre-built plugin templates

Cons: 

• Learning curve is steep
• More advanced features are expensive

Key features: 

• Focuses on request management and approval flows to help keep deadlines on track
• Strong form builder is designed to help users easily create custom processes

#4 Kintone

Another no-code business process management platform, Kintone is designed to help users build applications but is also used to store process documentation. The software provides API integration and basic database functionality.

Pros: 

• Contact information is well-managed inside the platform
• It’s designed with a no-code interface

Cons: 

• Challenging for new users to quickly start using the system
• Comes with a high price tag (but discounts are available to non-profit organizations)

Key features: 

• A great option for fundraising and medical use cases
• API integration is supported

#5 beSlick

beSlick offers a process workflow builder to help managers have a more visually appealing overview of their organization procedures. Users can also utilize the flowchart feature to better understand how their processes are running.

Pros: 

• Using the platform is straightforward, even for new users
• Designed with a form builder and integrated task management

Cons: 

• Users need to build their own processes (they can’t use pre-made templates)
• Analytics can be difficult to understand

Key features: 

• Many configuration options are available to users

#6 Trello

Trello is a popular project management tool that uses boards, lists, and cards to organize tasks and processes. While it may not be as robust as some of the other options listed, it’s simple and effective for managing tasks and workflows.

Pros:

• Intuitive and user-friendly interface
• Offers a free plan with basic features
• Integrates with various third-party apps and tools

Cons:

• May lack advanced process automation features found in dedicated process management tools

Key features:

• Kanban-style task management

#7 Asana

Asana is a comprehensive project and task management tool that can also be used for process management. It allows teams to create and manage workflows, assign tasks, set deadlines, and track progress.

Pros:

• Robust task and project management features
• Integration with other apps and services
• Offers templates for common workflows

Cons:

• Pricing can be on the higher side for larger teams or organizations

Key features:

• Task assignments and dependencies

#8 Smartsheet

Smartsheet is a collaborative work management platform that can be used for process management, project planning, and task tracking. It combines the familiarity of spreadsheets with project management features.

Pros:

• Spreadsheet-style interface for familiarity
• Supports complex workflows and automation
• Integrates with other business apps

Cons:

• Requires some learning curve, especially for complex processes

Key features:

• Automated workflows and alerts

#9 Wrike

Wrike is a versatile project management and team collaboration platform that can be used for process management. It offers features for planning, tracking, and reporting on workflows and projects.

Pros:

• Versatile platform for various work management needs
• Automation and reporting capabilities
• Integrations with popular apps

Cons:

• Complexity may require training for some users

Key features:

• Task and project tracking

#10 ClickUp

ClickUp is a versatile work management platform that includes features for complex task and process management, goal tracking, and time tracking. It’s highly customizable to suit various workflows.

Pros:

• Customizable with multiple views (list, board, calendar, etc.)
• Integrates with numerous third-party apps
• Offers features for goal setting and tracking

Cons:

• Can be overwhelming for users looking for simpler solutions

Key features:

• Task and project management

What is process management software? 

Needed by every business, business process management software (BPM) helps teams focus on vital standard procedures that keep your organization running. 

This BMP tool is designed to manage your business’s fundamental processes, automate any repetitive tasks, optimize your business operations, and manage logistics around the inner workings of each task. 

Effective process management software empowers employees to focus on higher-value work and any exception cases that might pop up in daily operations. 

This is because the software makes sure all documented work is managed with tasks delivered to the right stakeholders at the assigned time. 

4 questions to ask yourself before you buy

How do the expected ROI & time to ROI compare with your budget?

Obviously, your budget will be one of the first considerations. The longer the setup time, the longer the expected time to ROI. This cost will compound if you need to pay for extra consulting or setup costs.

The price should be the highest value for the cost of initial purchase, maintenance, and any additional needs.

Ideally, a good process management software will allow you to benefit immediately from some kind of ROI, whether that’s by:

• Reducing human error as a result of simplifying complex processes via documentation & clear instructions
• Saving money by hiring a non-expert to perform an expert-level task by following a crystal clear, well-documented process
• Saving time automating recurring manual tasks

How complex will setup & implementation be? 

The best process management solutions require basically zero setup, and certainly nothing from your engineering team.

You should be able to sign up, jump in, and start building & documenting your processes in minutes.

Can you use & benefit from the platform immediately?

Once you’re all set up, consider how long it will take your team to learn how to use the platform before you start to see value.

If the platform is intuitive and easy to use, you should be able to benefit on some level immediately, without enlisting additional expert or consultation services.

Consultation services can be a valuable supplement. Speaking to process design experts about how to improve process efficiency and make the most of the software’s features can be very valuable.

But you shouldn’t have to pay extra overhead to simply start using the platform to manage your processes.

Will the platform scale as you grow your team?

When you invest in process management software, you’re investing in the long-term development of your team’s operational efficiency.

Choosing a platform that is capable of supporting your growth is crucial to getting the most value out of process management software.

If you need to train every new hire on how to use a complex, unintuitive software platform, that will inevitably form a bottleneck. 

If the platform is intuitive and easy to use (with well-documented help resources and responsive customer success), you should have everything you need to scale your team. 

Benefits of business process management software

Process management software offers numerous benefits for businesses and organizations across various industries. Here are some of the key advantages of using such software:

Improved efficiency

Process management software helps streamline and automate customizable workflows, reducing manual tasks and the risk of human errors. This leads to faster and more efficient processes.

Enhanced productivity

By automating repetitive tasks, employees can focus on more strategic and value-added activities, ultimately increasing productivity across the organization.

Standardization

Process management software enables businesses to standardize their processes, ensuring that tasks are performed consistently and in compliance with industry regulations or internal standards.

Visibility and transparency

These tools provide real-time visibility into the status of processes. Team members and stakeholders can track progress, identify bottlenecks, and make data-driven decisions.

Task assignment and accountability

Managers can assign tasks, set deadlines, and track progress more effectively, ensuring that team members are accountable for their responsibilities.

Risk reduction

By identifying and addressing process inefficiencies, software can help mitigate risks and compliance issues. It can also track and log changes to processes, aiding in audit trails.

Cost savings

Streamlining processes and reducing errors can lead to significant cost savings over time. This includes savings on labor costs, materials, and resources.

Enhanced collaboration

Many process management tools include collaboration features, enabling teams to work together seamlessly, even when geographically dispersed.

Data analysis

Process management software often includes reporting and analytics tools that allow organizations to analyze process performance, identify trends, and make data-driven improvements.

Flexibility and scalability

These tools are often highly customizable and can adapt to changing business needs. They can scale with the organization as it grows.

Compliance and audit trails

For industries with strict regulatory requirements, process management software helps maintain compliance and provides detailed audit trails for accountability.

Customer satisfaction

Streamlined processes often lead to faster response times and improved customer service, resulting in higher customer satisfaction and loyalty.

Innovation

By freeing up time and resources through automation, process management software allows organizations to focus on innovation and strategic initiatives.

Remote work enablement

Many process management tools are cloud-based, making it easier for remote teams to collaborate and access work processes from anywhere.

Reduction in paperwork

Going digital with process management reduces the need for physical paperwork, contributing to a more eco-friendly and sustainable approach.

Continuous improvement

Process management software encourages a culture of continuous improvement by providing data and insights that can be used to refine and optimize processes over time.

What should you look for in a business process management tool?

A thriving & diverse customer base

A process management software vendor should serve a diverse customer base. This means catering to companies of many sizes, industries, departments, and use cases. You can be assured that the solution they are offering is truly robust and representative of the cutting edge of process management software. 

Pro-Tip: Research customer reviews on software you’re interested in using third-party SaaS review sites like GetApp or Capterra to get a better understanding of the vendor and if they’d be a good fit for your company.

A strong base of supporting staff

Process management software should be supported vendor-side by dedicated departments like:

• Customer Success: To get the most value out of your platform
• Customer Education: To learn about new features and best practices
• EPD (Engineering, Product, Design): To continuously develop and improve the software

Understanding that entire teams exist to support various aspects of your chosen process management software means you can be safe in the knowledge that you will reap the benefits for years to come.

Process consulting services 

Consulting should not be necessary, but it can be a very powerful platform to take your process management software to the next level.

Consultation services provided by process design experts can help you build and document your processes to save you even more time and money.

Often basic training and guidance will be provided alongside the initial purchase in the form of support by the customer success team. This will help you get the most out of your process management software.

Security accreditation by recognized authorities

Your data is precious. That’s why you owe it to your team and your customers to ensure that your process management platform has security accreditation by a recognized authority (e.g. SOC 2 Type II accreditation). 

These kinds of accreditations are industry-standard audits performed to make sure your vendor is securely managing your data. That’s because they are typically granted by a 3rd party firm that has reviewed and examined your vendor’s objectives and activities to make sure that everything is operating with your best interests in mind.

Long-established pioneer in the space with top-tier investors

Consider when the company entered the space. Perhaps they are new or relatively inexperienced. This could mean:

• Their product is underdeveloped with fewer features and functionalities
• The platform has not been stress-tested so may be more unstable (bugs, issues, etc.)
• They may not have the experience necessary to support your specific use case
• They may not have a large enough team to offer you the attention you deserve to fully take advantage of their platform.

Older, more established companies with top investor backing will typically have:

• Lots of experience with a variety of use cases and verticals
• Well-developed internal knowledge
• Tried and tested methods for working with new clients to ensure you get the most out of their offering
• Will typically be backed by a wealth of customer testimonials and case studies.
• Have a clear, transparent roadmap to future updates & new features
• Be well-funded by leading investors who are recognized for their success in identifying promising companies

Workflow management software considerations: Powerful features

Here’s the range of features you should consider when picking a BPM suite:

No-code functionality

You want a no-code editor to ensure your UX is intuitive and easy to use. 

Documentation features 

You want to be able to capture, organize, and share your team knowledge. 

Interactive workflow construction 

You want process management software that will empower you to create automated, fully-featured workflows with ease. 

Real-time workflow run updates 

You want process management software that enables true continuous improvement in your team. This way, you can make updates to new and existing workflows to ensure consistency. 

Detailed analytics and reporting 

You want to have a transparent overview of all your processes. Everything you need to know is only a few clicks away. You then know who is doing what work, what processes are currently active, and when work was completed. This is a must-have feature for any BPM suite. 

Approval functionality 

You want a BPM suite with approval features where work can be sent automatically to responsible stakeholders. You can easily have work approved, which ensures no bottlenecks occur. 

Scheduled workflows

You want to better your automation capabilities by scheduling your workflows. This can save you time as a new workflow can be created when certain parameters are set. 

Integrations 

You want to pick process management software that offers integration capabilities with other work applications. Data entry can be reduced and your workspace can become more centralized and “speak to one another.”

Flexibility 

You want the ability to easily streamline complex workflows when using your BPM suite. Effective “if this then that” technology can be used to break down your complex processes into simple ones that respond in real time to different conditions.  

Taking your business process automation to the next level

Process management software has emerged as a powerful ally for businesses and organizations seeking to thrive in today’s fast-paced and competitive landscape. This technology offers a multitude of benefits, ranging from increased efficiency and productivity to enhanced transparency, cost savings, and improved customer satisfaction.

By automating and streamlining workflows, process management software liberates teams from time-consuming, manual tasks, allowing them to focus on strategic endeavors and innovation. It facilitates standardization, accountability, and compliance, reducing risks and ensuring that operations run smoothly.

Furthermore, the ability to gain real-time visibility into processes, coupled with robust reporting and analytics capabilities, empowers organizations to make data-driven decisions and continuously optimize their operations. It fosters collaboration among teams, including remote workers, enabling seamless coordination and communication.

As the business landscape continues to evolve, embracing process management software becomes not just a competitive advantage but a necessity. Its flexibility and scalability ensure it can adapt to the changing needs of an organization, whether it’s a small startup or a large enterprise.