5 Best Project Workflow Management Software

So, you are in the market for a project workflow management software.

Ideal, because in this article we have our compilation list for our top picks, and we compare the features and pricing for you. 

If you just want the best choice, we’ve added that right at the top of the article as this was what is most requested by our customers and what we see the best feedback with. So, that’ll be the “can’t go wrong” option. 

Otherwise, feel free to explore all the options we’ve reviewed on the market to find something that might fit you a little better.

Enjoy the list!

The Best Project Workflow Management Software

Workflow management is the heartbeat of any project, ensuring a seamless transition from one phase to the next. As projects become more multifaceted and teams more interconnected, the importance of a dedicated project workflow management software becomes crystal clear.

These platforms not only facilitate smooth transitions between tasks but also ensure that the entire project lifecycle flows harmoniously towards its end goal.

1. Monday

Monday integrates client emails, collects leads with forms, and refines marketing campaigns through scrupulous analysis that greatly enhances your relationship with clients and creates more business opportunities. It’s an easy-to-use platform that simplifies organizational tasks for sales and marketing teams.

Monday Features

Here are some features that make Monday a unique CRM:

• Software development: Monday provides templates to help your technical team quickly organize tasks, find bugs and improve iterations. You can add indicators to let the team know what you are working on and analyze the resource allocation. Every project has a specific ID that can be used; to track it among other tasks. Clients will automatically be alerted once the error is solved to reduce downtime and keep customers updated.
• HR structuring: Monday lets users manage recruiting process and track employee progression through its HR tools such as Applicant Tracker, Employee Engagement, Attendance Tracker, Recruitment Tracker, and Vacation Tracker. You can boost the team spirit of your employees by creating specific goals and giving constructive feedback on their work.
• Inventory Management: Businesses can record product and asset details while setting automation to get regular updates about sales and inquiries. You can create new templates to match the company’s requirements and integrate Monday with other applications to make the tasks easier. Moreover, Monday generates a unique QR code for each product so your clients can coherently buy the inventory.
• Marketing and Creative attributes: Monday can bridge the gap between creative thinking and marketing strategies by merging them into a single platform. You can create visualizations on campaign effects, share ideas and create personalized operations to make information accessible for employees.
• Sales operations: Monday offers CRM customization to make the leads attainable and manage all opportunity stages at a single interface. You can see the combined effect of marketing and sales campaigns to make adjustments accordingly. Moreover, businesses can centralize the available data for ease of use and synchronization of operations.
• IT workspace: You can add educational content for new recruitments to learn skills faster and ensure quality work. Monday lets you set access permissions for tasks and strictly follows security protocols to prevent cyber attacks on your CRM database. You can integrate IT tools and put technical work in order on Monday.

Monday Pricing

Monday CRM offers 4 pricing options depending upon your business size and requirements.

“Individual” plan is free of cost and lets users record work-related activities. 

“Basic” plan is priced at $10/month for a single user and offers 5GB storage along with customer support.

“Standard” plan is worth $14/month for a single user and offers additional collaboration tools. 

“Pro” subscription costs $27/month for an individual and offers chart view along with time tracking.

“Enterprise” plan is made specifically for large businesses and includes quality security features. You can contact support to get a quote on the “Enterprise” package.

2. Asana

All important projects involve groups of people coming together to achieve a shared goal. Asana is a tracking and project management software that allows teams to collaborate on tasks and track progress. It simplifies communication and data sharing, allowing you; to stay up-to-date with the latest project requirements.

Asana features

Here are some exclusive features of Asana:

• Workflow builder: Asana provides visual tools to efficiently create workflows that simplify your execution and management tasks, helping your teams stay connected from initiation to completion. With the workflow builder, you can systemize; the information intake and capture ideas more easily.
• Workload management: With Asana’s coherent workload management, you can ensure your teams are not overwhelmed by the tasks and can easily schedule their work. Project managers can get a clear overview of what’s happening inside the workspace to promote balance.
• Resource Allocation: It allows you to reassign high-priority tasks to more suited employees with just a few clicks. You can easily analyze the current progression and send the relevant details to the assigned personnel for a seamless transition.
• Views and Reporting: Asana provided real-time analytics and insights through AI-powered reporting tools that assist you in setting realistic objectives for your teams. You can specify the criteria and generate reports to see progress across projects.
• Project Synchronization: It enables users to see contextual information regarding the same task across different project teams without duplications. So project managers can assess the employee’s work performance.
• Data security enhancement: Asana allows you to export data to a dedicated server for your business, boosting network security. Users can easily delete or reset their current workspaces to start anew effortlessly.
• Mobile accessibility: Asana is accessible from iOS and Android devices to help you stay on top of project management anytime, anywhere. You can update task status, check schedules and have conversations with your teams.
• Robust rest API: Asana supports seamless integration with several reporting tools and allows automation; to quickly execute tasks across other platforms. You can connect GitHub, Harvest and Slack to track project status or view any recent code edits.

Asana Pricing

Asana offers 3 Pricing options for users to serve their unique project management requirements.

The “Basic” plan is for individuals or businesses looking to get started with Asana and understand its core function. It’s a free subscription plan that provides rudimentary features of Asana.

The “Premium” plan provides access to Asana’s “Workflow Builder” and lets users create multiple timelines within the interface to manage and reassign overlapping tasks. It is priced; at $10.99/user/month upon annual billing.

The “Business” plan is for enterprises looking to maintain scalability and handle the huge workload. It provides access to all exclusive features of Asana. “Business” plan is priced; at $24.99/user/month upon annual billing.

3. Wrike

Wrike provides an optimized solution to businesses for project management requirements. Its greatest strength is its scalable platform that grows with your business requirements. With Wrike, you can enable a collaboration platform and maintain 360⁰ visibility into all operations.

Wrike Features

Here are some exclusive features of Wrike:

Reports: Wrike offers quality reporting tools that allow you to analyze your work and stay on top of everything. It provides a high-level overview of all your current projects and enables you to identify bottlenecks and drill down to deeper task levels in order to take timely action. Wrike also provides retrospective information on your completed projects and tasks.

Wrike Calendars: Wrike Calendars helps you; keep track of what you need to work on and when. With Wrike, you can create smart calendars based on your folders or projects and filter them through several criteria. You can also create; a classic calendar and be in full control of its content.

Custom Workflows: Wrike allows you; to create unique workflows and enables your team to work in a way they find most comfortable. You can create custom statuses within each workflow to; get a reflection of what stage your tasks are in. With Wrike, it’s much simpler to report on assignments and specify; who should be an assignee once a project has reached a particular status.

Custom Field creation: For a scaling business, you have to; track all sorts of data. With Wrike, you can create custom fields in your projects and tasks and populate them with the required information. You can design specific fields for the project’s budget, marketing campaigns and sales operations, making financial management a lot easier. Moreover, Wrike automatically runs calculations for the numeric data.

Request Forms: Wrike allows Request form creation for businesses dealing with tickets or requests. It enables you; to effortlessly capture all information from a client. Once done, Wrike automatically triggers a task or project based on the available information. You can predefine this information, like assignees or locations and share it with your colleagues while also making them available externally.

User Groups: You can create user groups within Wrike based on company departments, subteams, office locations or cross-departmental teams. This way, it’s extremely simple to share something with a specific group, and you can remain in touch with every project team.

Wrike Pricing

Wrike offers 5 Pricing options plus 2 Additional subscriptions for marketing and services delivery teams.

The “Free” plan comes at zero cost and offers basic task management capabilities along with a live activity stream. It is best for new users looking to get acquainted with Wrike.

The “Professional” plan is priced at $9.8/user/month and offers interactive Gantt charts plus shareable dashboards.

The “Business” plan is priced at $24.8/user/month and allows users to create custom fields or workflows according to their requirements.

The “Enterprise” and “Pinnacle plans are only available for businesses with 5+ users and offers all features of Wrike.They are suitable for established organizations. You can contact the sales team to get a price quotation.

The additional plans for; marketing and service delivery teams can also be availed: within Wrike. You can customize the subscription and get a price quotation by contacting the sales team.

4. Trello

Trello allows your project teams to work together and maintain coordination between all departments within your business organization. It empowers project management by providing; the necessary tools and workflows to keep up with the scaling demands.

Trello centralizes your project details in one collaborative location, making it easier to track, manage and complete multiple tasks.

Trello Features

Here are some exclusive features of Trello:

Multiple Views: Trello offers users the ability to switch between their preferred; views and brings a unique perspective to project management. It enables you swiftly execute your ideas into actions by providing clear visibility into every ongoing task. Trello Board view breakdown the project into multiple steps and updates the Workspace every time a task is near completion.

Dashboard: With the dashboard, you can gain actionable insights into your business processes so you can prevent bottlenecks and maintain efficiency. It allows users to customize key metrics and anticipate a team’s requirements.

Trello Maps: Trello provides inbuilt interactive maps tl track field services and views the locational information pertinent to every project. It’s a valuable feature for businesses that have agents in the field and allows managers to track the latest updates regarding what’s happening in different project sites.

Butler: Trello offers an automation feature named “Butler” that allows you to create no-code integrations, workflows and bots to automate repetitive procedures. You can set pre-defined instructions for every automation and ensure the system quickly updates the relevant members every time a task is completed. You can turn on the suggestion feature, and Trello will identify your repetitive actions to suggest single-click automation that simplify your workload.

Power-ups: With Trello’s featured Power-ups, users can add third-party plugins to enhance the functioning within their Workspace. You can integrate valuable tools like; Jira, Google Drive, Slack and any other relevant sources to access your files and documents within Trello’s unified database.

Template creation and customization: Users can switch between templates to provide their teams with a blueprint for efficient project management. You can access the templates made by other users and create new ones to share with the Trello community. It helps you go digital with your work management and allows customization to the existing templates so they can meet your specific project requirements.

Trello Pricing

Trello offers 4 Pricing options for businesses to use the platform for project management.

The “Free” plan offers unlimited storage along with intrinsic project management tools and is best for teams looking to get acquainted with Trello.

The “Standard” plan offers advanced checklists, along with the basic features included in the “Free” pricing option. It is priced; at $5/user/month upon annual billing.

The “Premium” plan offers a dashboard view to get analytical insights along with the features included in the “Standard” pricing option. It is priced; at $10/user/month upon annual billing.

The “Enterprise” plan allows users to maximize Trello’s functionality and create unlimited workspaces. It is priced; at $17.5/user/month upon annual billing.

5. Hive

Project management tools are crucial for every business; to track the work status of several teams within the organization efficiently. Hive is made for fast-scaling businesses and allows you to follow the progress of every project through its innovative and customizable Dashboard.

Hive Features

Here are some exclusive features of Hive:

• Project management: Hive is compatible with teams of every size. It simplifies project tracking by providing multiple flexible views of ongoing projects, enabling project managers to; easily assign tasks and maintain accountability. Hive allows you to switch between the Gantt charts, Status view, Label view, Team view and a Table view to give a better outlook on your tasks.
• Team-wide Resourcing: It is a time management tool that creates a unique dashboard; for your resourcing requirements. Users who have access to resourcing workspace can create and view their personalized schedules to stay on track, while the project managers can book resources or assign tasks for fast-paced action.
• Time-Tracking: With Hive, you can track the time taken for project completion in the same workspace where you manage your project details. Moreover, Hive offers timesheet reports, allowing managers; to track the billable hours of employees, assess their work rate and get overall visibility into every team’s operations.
• Task Prioritization: Users can set the priority status; to every task through action cards and enable teams to focus on completing urgent assignments to avoid missing the deadline. Moreover, you can set urgency levels for projects nearing the deadline date, and Hive will automatically place them above other ongoing tasks with higher priority levels.
• In-app messenger: Hive simplifies interaction within your teams or organization by providing instant messaging services within its platform. Your employees can create groups, send documents in a two-way chatbox and easily connect with their project managers. You can create messaging groups for every department or project within your organization to store interactions in one communication channel.
• Proofing and Approvals: You can turn on this feature by scrolling to the “Hive apps” section. It enables your employees and workspace users to set up approvals, add annotations for proofing, request reviews from teams and add automation to change the status of a file or project after the approval.
• Automation: Hive allows users to manage the automation function based on organizational role and task requirements. Your analytical department can get valuable insights into ongoing operations and team-wide data to create reports. Similarly, your employees can create workflows to automate repetitive tasks, identify risks, group individual actions and streamline the workflow.

Hive Pricing

Hive offers three pricing plans for teams looking to; efficiently manage their projects and scale their business operations.

“Hive Solo” is for start-ups, Solopreneurs or users that are just getting started with their business. It’s a free subscription plan that gives users access; to unlimited storage space plus basic project management and collaboration features.

“Hive Teams” is priced at $16 and allows users to manage multiple projects at once. It provides Time-Tracking and lets you add any amount of users in the workspace according to your requirements.

“Hive Enterprise” is a customized pricing option for large-scale businesses having unique requirements. It provides you with a dedicated support service team and all functionalities offered by Hive. 

Why use a project workflow management tool at all?

Every project is a symphony of tasks, each playing its part in harmony with the others. Workflow management tools act as the conductor, ensuring each task transitions smoothly to the next, maintaining the rhythm of the project.

They offer a structured approach, defining the sequence of tasks, identifying dependencies, and ensuring that bottlenecks are minimized, leading to a streamlined project execution.

In the dynamic world of project management, where changes are the only constant, having a tool that can adapt is essential. Workflow management tools provide this adaptability, allowing for real-time modifications, re-routing tasks when necessary, and ensuring that the project remains on track even when faced with unforeseen challenges.

They provide a roadmap that can be adjusted as the journey progresses, ensuring the destination is always within reach.

Why should companies opt for project workflow management software?

Project workflow management software is more than just a tool; it’s a strategic ally in the quest for project success. For businesses, it ensures that every task, no matter how small, is aligned with the broader project objectives.

By defining clear workflows, these tools eliminate ambiguity, ensuring that every team member knows their path and the steps they need to take.

Effective communication is the cornerstone of any successful project, and workflow management tools amplify this. They provide visual representations of the project’s flow, highlight dependencies, and offer platforms for feedback and discussions.

This visual clarity ensures that all stakeholders, from team members to top management, have a clear understanding of the project’s progress and the road ahead.

The power of data in today’s business landscape cannot be overstated. Modern workflow management tools harness this power, offering analytical insights into the project’s health.

They can identify potential choke points, optimize resource allocation, and provide forecasts, allowing managers to make data-driven decisions that propel the project forward.

Scalability is another feather in the cap of these tools. As businesses grow and projects become more complex, the workflows need to evolve.

Workflow management software, with its modular and adaptable design, ensures that it can handle projects of any scale, from small team assignments to enterprise-level undertakings.

In today’s globalized world, where teams often span continents, these tools bridge the gap. They provide a unified platform where team members, irrespective of their geographical location, can collaborate, share updates, and ensure that the project’s workflow remains uninterrupted.

Project Workflow Management Software, A Summary

In the intricate maze of project management, workflows are the guiding paths that lead to success. Ensuring these paths are clear, adaptable, and efficient is the essence of workflow management software.

Among the plethora of tools available, Monday shines brightly. Its blend of intuitive design, robust features, and adaptability makes it a favorite among teams. For businesses looking to elevate their workflow management, ensuring every project phase transitions smoothly and efficiently, Monday emerges as a holistic and unmatched solution.

What Project Management Software would you recommend?

In short, It’s Monday.com.

It’s a platform that simplifies communication across teams and helps hit goals faster, with team management software that maximizes productivity and empowers everyone to work smarter together. You can’t go wrong with Monday.com.

“🚀Try Monday.com For Free, It’s my favorite Project Management Software to use and recommend.” -Scott Max

Monday.com is a user-friendly project management platform that offers powerful tools to streamline complex workflows for larger companies, ensuring efficient operations and delivering impressive project outcomes. Monday.com has you covered for your: Team Projects, Service, Sales, CMS, Operations, and Marketing needs.

For more details, read our Monday.com Review.