The 16 Best Project Management Workflow Tools for 2024

Project managers can now access many project management workflow tools designed to streamline workflows, enhance collaboration, and optimize projects. 

From AI-powered project management tools to intuitive collaboration platforms, the options are vast and varied.

This guide seeks to empower you with the knowledge needed to make informed decisions and select the right tool for your projects.

We’ll delve into categories such as project management and collaboration tools, workflow project management, project management workflow templates, and project management workflow software. 

Each tool will be thoroughly examined, shedding light on its unique features, benefits, limitations, and target audience.

• 16 Top Project Management Workflow Tools
• AI Project Management Tools
• Project Management and Collaboration Tools 
• Workflow Project Management Tools
• Project Management Workflow Templates
• Project Management Workflow Software
• What is Project Management Workflow Software?
• What Are the Benefits of Workflow Management Software?
• Features to Look for in a Project Management Workflow Tool

16 Top Project Management Workflow Tools

AI Project Management Tools

Forecast

Forecast is an AI-powered project management tool that optimizes resource allocation, scheduling, and project insights. By leveraging machine learning algorithms, Forecast assists teams in better planning and executing their projects, ensuring efficient use of resources and timely delivery of tasks. It is best suited for small to medium-sized businesses seeking advanced AI project management tools with predictive analytics capabilities.

Pros:

• AI-driven resource optimization
• Predictive analytics for project outcomes
• Advanced scheduling capabilities
• Real-time project insights

Cons:

• Learning curve for AI integration
• May require significant customization
• Integration with third-party tools can be limited
• Pricing may be higher compared to non-AI tools

Best for: Small to medium-sized businesses in need of advanced AI project management tools.

Wrike

Wrike is a project management platform that incorporates AI to enhance task prioritization, resource management, and predictive analytics. With its AI-driven capabilities, Wrike enables teams to streamline their workflows, make data-driven decisions, and optimize project outcomes effectively. It is best suited for teams seeking customizable workflows and robust AI project management tools.

Pros:

• Efficient task prioritization
• AI-driven insights for project optimization
• Customizable workflows
• Seamless collaboration features

Cons:

• Complex pricing structure
• Advanced features may require additional cost
• Limited integration with certain AI tools
• Steeper learning curve for new users

Best for: Teams looking for customizable AI project management tools.

Zoho Projects

Zoho Projects integrates AI functionalities for task automation, risk prediction, and project analytics. This platform empowers teams to automate repetitive tasks, identify potential project risks in advance, and gain valuable insights through AI-driven analytics, thereby enhancing project efficiency and success. It is recommended for teams looking for user-friendly project management and collaboration tools with basic AI project management capabilities.

Pros:

• Automated task management
• AI-based risk assessment
• User-friendly interface
• Collaborative project planning features

Cons:

• Limited customization options
• AI features may be less robust compared to other tools
• Reporting capabilities may be basic
• Integration with AI-specific tools may be lacking

Best for: Teams in need of user-friendly AI project management tools.

Project Management and Collaboration Tools

Asana

Asana streamlines project management and team collaboration with task lists, timelines, and kanban boards. It provides a centralized platform for teams to organize and prioritize tasks, track project progress, and communicate effectively.

Pros:

• Intuitive task management
• Flexible project views (lists, timelines, kanban)
• Robust collaboration features
• Integration with various third-party apps

Cons:

• Steep learning curve for advanced features
• Lack of advanced reporting features
• Limited customization options for task views
• Pricing may be higher for larger teams

Best for: Teams looking for comprehensive project management and collaboration tools.

Trello

Trello organizes projects into boards, lists, and cards for visual collaboration. It offers a simple yet powerful way for teams to manage tasks, track progress, and collaborate in real-time.

Pros:

• Visual and intuitive interface
• Easy task organization
• Seamless collaboration features
• Extensive customization options with Power-Ups

Cons:

• Lack of built-in time tracking
• Limited project management features for complex projects
• Dependency on third-party integrations for advanced functionalities
• Difficulty in managing large-scale projects

Best for: Teams preferring visual project management and collaboration tools.

Basecamp

Basecamp facilitates project communication, file sharing, and task management in one platform. It provides a centralized hub for teams to organize discussions, share files, assign tasks, and track progress.

Pros:

• Centralized communication and file sharing
• Easy-to-use interface
• Task lists with due dates and assignments
• Document and file storage

Cons:

• Limited project management features compared to other tools
• Lack of advanced time tracking and reporting capabilities
• Challenges in managing large-scale projects efficiently
• Integration options may be limited

Best for: Teams requiring a simple yet powerful project management and collaboration solution.

Workflow Project Management Tools

Process Street

Process Street is a flexible platform for managing workflows, projects, and team collaboration. It allows teams to create and automate recurring workflows, standard operating procedures (SOPs), and checklist-based processes.

Pros:

• AI-powered workflow builder
• Easy-to-use checklist interface
• Automation of repetitive tasks
• Collaboration features for team members
• Integration with popular third-party apps

Cons:

• Pricing may be higher for larger teams

Best for: Organizations seeking a streamlined approach to workflow management and process automation.

Monday.com

Monday.com is a versatile platform for managing workflows, projects, and team collaboration. It offers customizable boards, timelines, and dashboards to visualize and track project progress effectively.

Pros:

• Highly customizable workflow templates
• Visual project tracking with timelines and dashboards
• Collaboration features including comments and mentions
• Integration with various tools via built-in integrations or Zapier

Cons:

• Steep learning curve for setting up complex workflows
• Pricing may be higher for advanced features
• Limited customization options for some views
• Some users may find the interface overwhelming initially

Best for: Teams looking for a flexible and customizable solution for workflow management and project tracking.

Smartsheet

Smartsheet enables customizable workflows, project tracking, and automation. It provides a spreadsheet-like interface with powerful project management features such as Gantt charts, calendars, and automated workflows.

Pros:

• Spreadsheet-like interface familiar to users
• Gantt chart view for project planning and tracking
• Automated workflows and alerts
• Integration with popular business tools

Cons:

• Advanced features may require additional training
• Limited collaboration features compared to some other platforms
• Pricing may be higher for larger teams or advanced features
• Some users may find the interface less intuitive for complex projects

Best for: Organizations requiring a flexible and collaborative platform for project management and workflow automation.

Airtable

Airtable combines spreadsheet-like flexibility with databases for managing workflows and projects. It offers customizable templates, views, and fields to adapt to various project management needs.

Pros:

• Flexible database and spreadsheet functionalities
• Customizable templates for different use cases
• Collaborative features for team members
• Integration with over 150 apps via Zapier

Cons:

• Complexity in setting up advanced workflows
• Limited reporting and analytics capabilities compared to some other platforms
• Pricing may be higher for larger teams or advanced features
• Learning curve for users unfamiliar with database concepts

Best for: Teams seeking a customizable and collaborative platform for managing projects and workflows.

Project Management Workflow Templates

Lucidchart

Lucidchart offers a variety of project management workflow templates for planning and visualization. It provides intuitive diagramming tools to create flowcharts, mind maps, and process diagrams.

Pros:

• Wide range of pre-made templates for different project management workflows
• User-friendly interface for creating and customizing diagrams
• Collaboration features for team collaboration on diagrams
• Integration with popular project management tools

Cons:

• Some advanced features may require additional training to utilize effectively
• Pricing plans may be higher compared to basic diagramming tools
• Limited customization options for certain templates
• Exporting options may be limited in certain formats

Best for: Teams in need of visual project management workflow templates for planning and visualization.

Canva

Canva provides customizable templates for project workflows, timelines, and Gantt charts. It offers a drag-and-drop interface and a library of design elements to create visually appealing project management materials.

Pros:

• Easy-to-use drag-and-drop interface for designing project workflows
• Extensive library of design elements and templates
• Collaboration features for team members to work on designs together

Cons:

• Limited functionality compared to specialized project management tools
• Some advanced design features may require a learning curve
• Exporting options may be limited in free version
• Collaboration features may be basic compared to dedicated collaboration platforms

Best for: Teams looking for customizable and visually appealing project management workflow templates.

MindMeister

MindMeister creates mind maps for visualizing project workflows and brainstorming. It allows teams to collaborate in real-time on mind maps, add notes, and attach files to visualize project ideas and plans.

Pros:

• Intuitive interface for creating and editing mind maps
• Real-time collaboration features for team members
• Export options to share mind maps in various formats
• Integration with popular project management tools

Cons:

• Free version may have limitations on features and collaboration capabilities
• Learning curve for users new to mind mapping software
• Some advanced features may only be available in premium plans
• Exporting options may be limited in certain formats

Best for: Teams preferring mind maps as a visual tool for project management workflow planning and brainstorming.

Project Management Workflow Software

Microsoft Project

Microsoft Project is comprehensive project management software with scheduling, resource management, and reporting features. It enables teams to plan, track, and manage projects effectively, with tools for task scheduling, resource allocation, and budget tracking. It is ideal for organizations seeking robust project management software with extensive features and integration capabilities, suitable for project management workflow software.

Pros:

• Comprehensive project management features
• Integration with other Microsoft Office tools
• Robust reporting and analytics capabilities
• Customizable workflows and templates

Cons:

• Steep learning curve for new users
• Complexity in setting up and configuring projects
• Pricing may be higher compared to some other project management tools
• Limited collaboration features compared to specialized collaboration platforms

Best for: Organizations seeking robust project management software with extensive features and integration capabilities.

Jira

Jira is an agile project management tool for software development teams, offering workflows, scrum boards, and issue tracking. It enables teams to plan, track, and release software efficiently, with features for agile project management, bug tracking, and release planning. It is best suited for software development teams practicing agile methodologies and in need of specialized project management software, particularly for project management workflow software.

Pros:

• Agile project management features tailored for software development
• Customizable workflows and scrum boards
• Integration with development tools like Git and Bitbucket
• Advanced reporting and analytics for tracking project progress

Cons:

• Complexity in setting up and configuring workflows
• May be overwhelming for non-technical users
• Limited flexibility for non-software development projects
• Pricing may be higher for large teams or advanced features

Best for: Software development teams practicing agile methodologies and in need of specialized project management software.

TeamGantt

TeamGantt is Gantt chart software for project planning and scheduling. It allows teams to create interactive Gantt charts, track project progress, and collaborate in real-time. It is suitable for teams looking for simple yet effective Gantt chart software for project planning and scheduling, particularly for project management workflow software.

Pros:

• Easy-to-use Gantt chart interface
• Interactive timelines for project planning and scheduling
• Collaboration features for team members
• Integration with popular project management tools

Cons:

• Limited advanced project management features compared to comprehensive PM tools
• May not scale well for very large projects
• Dependency on internet connectivity for real-time collaboration
• Limited customization options for Gantt chart views

Best for: Teams looking for simple yet effective Gantt chart software for project planning and scheduling.

What is Workflow Project Management?

Workflow project management is a method that combines the principles of project management with workflow management to streamline processes and improve the efficiency and effectiveness of project execution. It focuses on organizing and automating workflows within a project to ensure that tasks are completed in a logical, efficient order and that resources are used effectively.

Key aspects of workflow project management include:

• Workflow Design and Mapping: This involves designing the project’s workflow, which includes outlining tasks, their dependencies, and the order in which they should be executed. Flowcharts, diagrams, or process maps can help visualize the workflow.
• Task Assignment and Scheduling: Tasks are assigned to appropriate team members or groups and scheduled according to the workflow plan. This ensures that tasks are completed in the correct sequence and within the project timeline.
• Resource Allocation: Workflow project management ensures that resources such as time, budget, and personnel are allocated efficiently across different tasks and phases of the project.
• Process Automation: Automating repetitive or manual tasks within the workflow can increase efficiency and reduce the risk of human error. Automation tools can help manage tasks such as data entry, notifications, and approvals.
• Monitoring and Tracking: Workflow project management involves continuous monitoring of the project’s progress, including task completion, resource usage, and adherence to the schedule. This helps identify potential issues early and allows for adjustments to be made.
• Collaboration and Communication: Effective workflow project management promotes collaboration and communication among team members and stakeholders. Tools such as project management software can facilitate information sharing and keep everyone informed about project progress.
• Performance Measurement and Optimization: Metrics are used to evaluate the performance of the workflow and identify areas for improvement. Feedback is used to refine processes and optimize future workflows.

What Are the Benefits of Workflow Management Software?

Workflow management software offers numerous benefits for businesses looking to streamline and optimize their operational processes.

Automating Repetitive Tasks for Time Savings

Top workflow management software like Trello or Process Street offers robust automation features.

These tools are designed to streamline processes, increase efficiency, and save time by automating repetitive tasks and responsibilities.

Automating recurring tasks in workflow management offers several of its own benefits:

• It saves time by reducing the need for manual intervention in routine processes.
• Ensures consistency and accuracy in task execution, as it eliminates the possibility of human error.

Task and workflow templates also play a crucial role in saving time.

These templates allow you to create standardized processes that can be reused for similar tasks, thus eliminating the need to recreate workflows from scratch every time. 

AI workflow builders, such as Process AI, are another option for speeding up workflow creation.

Facilitating Collaboration within Project Teams

To foster better collaboration within project teams, it is crucial to prioritize communication and teamwork.

Emphasizing the importance of collaboration also helps in breaking down silos and promoting a more cohesive and transparent work culture.

Clear goals, centralized project data, and increased accountability are also essential for facilitating better collaboration within project teams.

When everyone is aligned with the project’s objectives and has access to the necessary information, it becomes easier to work towards a common goal.

Enabling Real-Time Data Tracking and Reporting

To enable real-time data tracking and reporting, integrate cloud-based project management dashboards into the workflow management system.

Utilize the automatic monitoring features of the dashboard to track progress, costs, and workload in real time. 

This will allow you to have access to up-to-date data on the status of various tasks and projects, enabling you to make informed decisions quickly.

Customizing Workflows to Fit Specific Business Processes

Customizing workflows to fit specific business processes involves leveraging feedback from staff and data from key performance indicators (KPIs) to identify trends and streamline processes.

Start by using prebuilt templated workflows as a starting point and customize them over time for specific companies, teams, and clients.

Collect feedback from staff about pain points and bottlenecks in the current workflows and analyze data from KPIs to identify trends and areas for improvement.

Features to Look for in a Project Management Workflow Tool

When searching for a project management workflow tool, consider several key features to ensure efficient and effective project execution.

Process Modeling and Design

First and foremost, the tool should have robust process modeling and design capabilities, allowing users to map out and visualize the project workflow.

This includes defining stages, dependencies, and timelines.

Task Assignment

Task assignment and delegation functionality are also crucial, enabling managers to delegate tasks to team members easily and track their progress.

Automation

Automation features can greatly improve efficiency by automating repetitive tasks, such as reminders, notifications, and status updates.

Collaboration Features

Effective collaboration and communication tools are essential for keeping team members connected and informed, facilitating discussion, file sharing, and real-time updates.

Performance Tracking

Lastly, performance tracking and reporting functionality is essential for monitoring project progress, identifying bottlenecks, and making data-driven decisions.