Top Workflow Management Tools: A Detailed Overview

Update:  May 13, 2024
Top Workflow Management Tools: A Detailed Overview

Do you ever feel like your team is struggling with on-hold project requests, unorganized campaign management, manual product tracking, and half-finished tasks? We all know that sentiment well. 

Luckily, you’ve found us just in time. Prepare your notes as we enumerate the top workflow management tools you can use to optimize your business operations.

These tools might be your next ally in keeping your workstream clear, organized, and automated—like an external brain that houses everything needed to keep your company running. 

In this lineup of tools is a seemingly simple QR code generator that can empower enterprises to maximize both marketing efforts and workflow operations. 

Want to know more about them and the other tools that could upscale your company’s needs? Keep on reading to learn more. 

What is a workflow management tool?

If you’ve caught wind of the term “workflow” making its rounds at your workplace, you may have wondered what people were talking about and why.

Essentially, a workflow is a sequence of tasks that allows people to get work done, and a tool can help streamline this process with speed and efficiency to accomplish a task. 

When combined, a workflow management tool can help businesses establish a standardized flowchart with well-defined roles, optimized productivity, and minimized errors. 

Think of it as your productivity cheat code, custom-built to fit your project needs, like if you use QR TIGER link management software online.

In simpler terms, these tools simplify intricate workflows. It enables a company to map workflows and name:

  • What the tasks are
  • Who is responsible for the tasks
  • When the task is complete
  • What work do the tasks need

It gives a bird’s-eye view of everything happening in an account. You can see where tasks stand, identify bottlenecks, and ensure nothing gets lost in the shuffle. 

There are thousands of tools available online, like the progression of QR code trends and technologies, but a solution that fits your company will depend on your industry niche, budgetary considerations, and the specific issues you aim to resolve. 

What are the four major types of workflow management?

Four types of workflow management for businesses

Before we discuss the specifics, let’s examine the main types of workflow management and absorb their concepts. 

Process or sequential workflow

These tasks must be completed in order—a linear sequence of steps—since one step cannot begin until the previous is completed.

Consider onboarding a new employee. If we follow a sequential workflow, it first involves the application review, then negotiation and acceptance, and lastly, the proper orientation before training begins. 

This workflow ensures that critical prerequisites are met before moving forward. 

Rules-driven workflow

This is the most complex type of workflow. Unlike linear processes, this involves pre-defined rules and “if this, then that” statements that guide tasks through their cycle. 

Take, for instance, a financial transaction approval process. A rules-driven workflow can automatically route low-value transactions for supervisor approval while flagging high-value transactions for executive review. 

This method automates repetitive tasks and frees up employees for higher-level work. 

Parallel workflow

A parallel workflow method strategically divides a workflow into independent sub-tasks, which can be tackled simultaneously by different individuals or teams. 

This means that two or more people can perform individual tasks in the workflow at the same time.

One example is a marketing campaign launch. Traditionally, this involves a time-consuming process: the copywriter finishes the content, passes it on to the graphic designer for visuals, and hands it off to the social media manager for posting. 

With this workflow, the copywriter can work concurrently with the graphic designer. Once the task is complete, the social media manager can post it immediately.  

You can also use the best social media marketing tools for organization automation to accelerate project timelines and reduce the overall lead time on your plate. 

State-machine workflow

A state-machine workflow is defined as a process of interconnected states wherein a series of transitions is observed.

These are triggered by pre-defined events, moving the process from one state to another. 

For example, a team member placed a project “for approval.” It will transition to “in progress” if the director accepts the task. The process will branch into different paths, either “for revision” or “approved” states, depending on the condition. 

This structured approach ensures clarity, control, and error handling throughout the workflow. 

Top workflow management tools worth considering

Zapier data shows that 94 percent of companies perform repetitive, time-consuming tasks. However, adopting automation has improved projects by 90 percent and productivity by 66 percent. 

We have curated a list of management tools below to help you figure out the best way to optimize your organizational processes:

QR Code Generator for Enterprise

QR tiger enterprise QR code generator

Modern workflow solutions thrive on efficiency, and a QR code platform that specifically caters to an enterprise’s needs is the ideal fit for the role. 

QR TIGER’s Enterprise QR Code Generator is a custom-built software for large teams with multiple users. It allows them to create, manage, and monitor thousands of unique QR codes accessible from one central hub. 

With this solution, users can assign a team member to a designated title, either Admin, Editor, or Viewer, to streamline the management of QR code marketing campaigns and access resources from different departments.

Talk about tasks like data entry, inventory management, data collection, and product authentication—this software is everything you could possibly need!

In addition to this, QR TIGER supports multi URL QR code solutions, white-labeling, a secured data system, bulk QR code generation, and dynamic QR code features, which fuels businesses to operate more efficiently. 

Pricing: 

  • Advanced – $16 monthly
  • Premium – $37 monthly
  • Professional – $89 monthly
  • Enterprise – Pricing depends on the solutions and features you want to include in your plan.

Best features:

  • Can add multiple domains or brands
  • Multi-user platform
  • Seamless app automation integrations with CRM programs
  • Hassle-free API connection
  • 24/7 customer support on all plans
  • ISO 27001, GDPR, and CCPA compliant
  • Fully customizable QR codes


Bit.ai

When enhancing your workflow game and managing documents with finesse, Bit.ai is the workflow tool you need.

It empowers teams and companies to consolidate all crucial information—documents, files, designs, and digital assets into a centralized hub, keeping everyone under one roof. 

Bit.ai also permits users to create smart workspaces around tasks, projects, departments, wikis, guides, teams, and clients to keep data structured and organized, all while integrating across the apps you’re working with. 

This ensures everyone has what they need—a one-stop shop for getting things done. 

Pricing:

  • Pro Plan – $12 monthly per member
  • Business Plan – $20 monthly per member

Best features: 

  • Multiple customizable workspaces
  • Rich media integrations from design, coding, social media, and more
  • Multiple doc and wiki-sharing options

HubSpot

HubSpot’s AI-powered customer platform emerges as a powerful ally that empowers businesses to automate repetitive tasks and cultivate leads strategically. 

This reliable solution offers a compelling value proposition and simplifies workflow across marketing, sales, operations, and service departments. 

At its core, HubSpot offers a CRM that tracks customer interactions, empowering a 360-degree view of each client. This data repository lets a company personalize outreach programs and cultivate a strong relationship with the target market. 

It is a digital marketing software where all your marketing comes together!

Pricing:

  • Marketing hub starter – $15 monthly
  • Marketing hub professional – $800 monthly 
  • Marketing hub enterprise – $3, 600 monthly

Best features: 

  • Efficient campaign creation
  • Seamless integrations with other CRM platforms
  • Custom reporting and advanced analytics

ProProfs Project

ProProfs Project is a tool that can sharpen your workflow into precision. This online project management software lets users organize resources, delegate tasks among team members, and track progress all in one place. 

It deserves to be one of the top workflow management tools because it can redesign the whole tool to match your company’s style. 

It even integrates fancy graphs and charts like Gantt to show users how their tasks are going without straining the eyes. 

ProProfs is your user-friendly tool that gets the job done delightfully!

Pricing:

  • $39.97 per month

Best features: 

  • Seamless planning and organizing features
  • Unlimited projects and tasks
  • White label

ProofHub

Next on the list is ProofHub, an all-in-one tool that centralizes all your project management and workflow management-related tasks. 

Here, you can easily create custom workflows with unlimited stages to map your team’s process and track and see which project needs attention. 

One thing that makes it stand out is its collaboration feature, which was built to help teams pool resources and meet deadlines on time. 

Everyone can also view suggestions and changes made to the same file being proofed, saving time and energy. It is absolutely a place where communication is accessed in one place!

Pricing: 

  • Ultimate control – $89 per month
  • Essential – $45 per month

Best features:

  • App integration like Freshbooks, Quickbooks, and Google Drive
  • Easy-to-use platform 
  • Easy reviewing and approval of proofed documents
  • Uses color-coded labels for easy categorizing of tasks

Hive

Workflow automation tool

Ever heard about a tool that houses a robust suite of features designed to optimize project management and streamline workflows? Hive is the player’s name.

It’s a workflow automation tool with over 100 templates for all teams and various project views (e.g., Kanban, Gantt, Table), enabling users to visualize tasks and monitor real-time progress. You can now visualize your way to success!

Hive also cuts through the project management mess and gets you into gear. It helps keep projects moving forward efficiently and keeps teams connected wherever everyone is. 

Pricing:

  • Starter – $7 monthly per user
  • Teams – $16 monthly per user
  • Enterprise – Custom pricing plans available upon request

Best features:

  • Efficient messaging and resourcing system
  • Flexible project management 
  • Over 1,000 integrations with tools
  • Robust analytics

Shift

Shift is a desktop app that compiles email accounts, apps, and extensions, simplifying workflow with a complete browser experience. It is the workstation for productive people. 

This tool doesn’t just aggregate your applications; it also empowers users to navigate jam-packed assets with lightning speed across any Mail, Calendar, and Drive accounts.

What’s even more impressive is that Shift lets users mix and match tools and create a workspace strictly for business in separate tabs, apps, and bookmarks.

It is the ultimate tool for optimizing efficiency and maximizing output!

Pricing:

  • Advanced – $149 annually
  • Teams – $149 annually per user

Best features:

  • Customizable workflow creation
  • Account management
  • Intuitive search functionality

Trello

Trello is an excellent platform for organizing things. It is known for its simplicity and intuitiveness, empowering businesses to achieve new levels of organization and collaboration. 

With its elaborate Kanban boards, colorful task cards, productivity metrics, and expressive labels, teams can create boards for their projects without switching between different tools. 

It is the perfect software for fairly small companies or individuals who want to alleviate pain points in workflow management. 

Pricing:

  • Standard – $6 monthly per user
  • Premium – $12.50 monthly per user
  • Enterprise – $17.50 monthly for 50 users (price varies depending on the number of users)

Best features:

  • Integrates with many popular tools such as Slack and Google Drive
  • Detailed task management and project planning
  • Simple and intuitive features

Weekdone

This tool is ideal for companies with 10 to 100 employees, making it the best workflow solution for small and medium-sized teams. 

It is designed to help you handle almost everything on your team’s daily management plate, from weekly planning to listing quarterly objectives and automatically generating reports. 

It has a weekly PPP (Plans, Progress, Problems) meeting organization and a 5-star-rated employee recognition tool for quick and easy feedback. 

Pricing:

  • $108 for a ten-user package
  • $192 for a 25-user package
  • $420 for a 50-user package

Best features:

  • Team management tool integration and API software (Asana, Slack, etc.)
  • Insightful dashboard
  • Free for teams of 3 for 14 days

ProcessMaker

Worthy of a spot, ProcessMaker, a top workflow management tool, is the best for teams looking to automate cross-functional processes and eliminate bottlenecks. 

It is an AI-powered business process management software designed to streamline the flow of information between data and systems through automated form-based, approval-driven workflows. 

This solution reduces manual task handling and data management, which is why hundreds of major businesses, such as Sony Music, Access, and Bridgestone, trust it. 

Pricing:

  • Standard: $1495 per month
  • Enterprise: $2479 per month

Best features:

  • Low-code automation platform
  • Built-in data analysis
  • Intuitive and powerful dashboard


Create and manage your QR codes with QR TIGER QR Code Generator with logo

Here’s a simple guide to creating a QR code for your enterprise.

  1. Go to QR TIGER’s QR Code for Enterprise Generator and log in to your account. 

Note: For first-time users, you can subscribe to our Enterprise plan by clicking REGISTER in the upper right corner of the homepage.

Fill in the necessary information and check the required fields. Then, carefully read our terms and conditions before agreeing. After that, click Register.

  1. Choose a QR code solution and input the necessary information. 
  2. Click Generate dynamic QR code to get the best out of your code. 
  3. Customize your QR code to align it with your brand image. You can change the colors, pick a template and pattern, add your brand’s logo, or include a frame and call to action. 
  4. Run a test scan to ensure your QR code functions, then click Download

Features to look out for in a workflow automation tool

Here’s a breakdown of the must-have features your workflow companion should have:

User-friendly interface

What good is a tool if it’s too difficult to use? 

Businesses and organizations should use workflow management tools with an intuitive user interface (UI) to achieve optimal efficiency and maximize productivity. 

With tasks and processes visualized effectively, users clearly understand workflows, enabling them to identify bottlenecks and optimize processes efficiently.

Comprehensive data analytics

If a tool has access to data analytics, it’s like having the ultimate ace up your sleeve. 

These kinds of tools turn your workflow into a goldmine of insights. For example, a QR code analytics feature lets you see which campaign hits targets and why the other is ineffective. 

This also lets businesses know how many leads they have converted, which is a key factor in making data-driven decisions.

Seamless integration with third-party tools

QR code generator for workflow management

In today’s evolving business landscape, organizations wrestle with an arsenal of specialized tools, each with distinct duties. 

However, it’s not all about the tools but how they play together.

If a tool can seamlessly be integrated with all your favorite apps, it transcends the limitations of standalone systems. 

This empowers businesses to use the best-in-breed solution, unlocking a whole new level of workflow automation. 

Enhanced security and data protection

Let’s face it: juggling tasks is a nightmare. You have deadlines looming, emails overflowing, and colleagues flooding your inbox. But data breaches? That’s a different kind of headache you do not want to face. 

It won’t be a top workflow management tool if it doesn’t prioritize robust security and data protection.

That is why it is important to use a software that is encrypted and boasts certifications of ISO-27001, GDPR, and CCPA. 

Regulations can be a tangled mess, but secure workflow software, such as QR code authentication methods, can help you stay on top. This also shows users that you’re playing by the rules. 

The strategic power of QR codes in workflow management

Each top workflow management tool we have outlined has key attributes that differentiate it from others. 

Whether you’re having problems with data entry, communication, scheduling, data analysis, resource allocation, or record-keeping, there is a workflow tool that perfectly matches your needs. 

And if you’re looking for a software that not only streamlines processes but also boosts engagement and data accuracy, there is a QR code generator for enterprise ready for action. 

Here’s to crossing our fingers that you’ve singled out a winner to drive your organization’s productivity and efficiency.


FAQs

What are the types of workflow management?

The types of workflow management are process or sequential, rules-driven, state-machine, and parallel. 

Is workflow solutions an ERP system?

A workflow is not an ERP system. Workflow tools are process-centric and focus on the management tunnel. 

Conversely, enterprise resource planning (ERP) systems are data-centric and focus on managing function logic. 

What is a workflow management example?

One example of workflow management is inventory supervision in retail stores. 

It includes data storage, data management, real-time tracking of stock levels, data dissemination, etc.

Brands using QR codes

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