“Here’s what to look for when shopping for workflow management software”

As the new year begins, your to-do list is likely growing and hard to manage. Fortunately, if one of the tasks you’ve been putting off is shopping for a new workflow management solution for your organization, you’ve stumbled across the perfect blog.

Here’s what you need to know about your next workflow management software and the features you should look for when deciding what workflow software provider to trust.

What are Workflow Management Software solutions?

Workflow management software is used to define, automate, and improve an organization’s business processes in order to increase efficiency and productivity, so as to reduce errors and the time it takes to make decisions.

workflow management software

As companies grow and departments evolve, workflow management software becomes a necessity since task management becomes more cumbersome without the aid of a software solution.

Frequently Asked Questions

When talking to customers, we always get similar questions in regards to workflow management software tools:

What is it? Workflow management software solves common internal problems, increase efficiency and let organizations focus on bringing the best possible solutions to their clients.

What should I use it for? To streamline your business processes. No matter the size of your company, maintaining full visibility of active projects and timelines is key. Workflow management tools help you improve interdepartmental transparency and internal communication, so as to have real-time information access.

How do I use it? All solutions operate differently and, ideally, can be tailored to your specific needs. It’s important to ensure that your solution of choice helps you customize workflows that work for your unique needs.

Who needs it? Any business who wants to digitize or save time by automating processes. It’s highly advisable for companies that are growing fast or with more than 40 people, since they start to have a degree of complexity. Workflow solutions empower your team members, support project managers and help management teams save time and money.

Workflow Management Software vs BPM Software

Now that we’ve covered the benefits of workflow management software, it’s important to note how it differs from BPM Software. Even though workflow management is based on the same idea as BPM (they’re both meant to digitize, track and automate your processes online) a few differences include:

α. Setup time for workflow management is immediate, BPM software requires up to six months.
β. Workflow management solutions often require $0 initial fee and just a cost per user, whereas BPM tends to be more expensive and is associated with a monthly fee depending on the number of users per month.
γ. Workflow management software requires no coding and minimal onboarding. BPM on the other hand, requires an IT team for configuration for complex workflows.
δ. Workflow management offers API integration with third party SaaS, but BPM will depend on the solution and might require additional coding.

Which one is right for you?

As we’ve mentioned before, when it comes to software solutions there are hardly ever one-size-fits-all answers, as the right solution for your company will be based on your product or service, the size of your team, your available management tools and your goals.

When looking for a workflow management tool, however, here are the 6 features of the best workflow management software for 2021:

1- No code workflow

Like we mentioned above, solutions like BPM often require IT departments to configure workflows and run complex code in the background. This adds time and money to your implementation period, and prevents you from be up and running in an efficient manner.

With no-code workflows, your workflow designers will only need to draw lines and ask for approval or denial. It’s easy, intuitive, and efficient. A great example of no-code workflow are web-based solutions that you can simply access through your browser.

Virtus Flow workflow management and automation software

2- Integration with other platforms

Your business workflows are already complex, so why add issues to your organization with a multitude of platforms? A crucial part of your research should include questions on how app integrations work. Look for CRM and DocuSign integrations as they’ll make your life easier and provide better services for your clients.


→ Ask Virtus Flow’s experts about its DocuSign integration


3- Cloud-based technology

Cloud-based technology is key for any software solution you acquire. On-premise offerings are not only outdated, but you also run the risk of running data and compliance breaches. However this will depend on the complexity of the business and compliance regulations.

With a cloud-based solution you can access your real-time data, anywhere, from any device at any time.

4- Transparent pricing

Hidden fees are detrimental for the future of your project and can harm your company in the long term. When negotiating with a potential vendor, look for a pay-as-you-go model where all fees are included and you only pay for additional users. If a company refuses to discuss upfront pricing with you, you should consider this as a major red flag.

5- Automatic SLAs and status indicators

In order for managers to gain a 360-degree view of their projects, you’ll need to choose a one-stop shop solution that gives you status indicators and automatic SLAs. This is great for teams that have multiple steps to accomplish each project.

For example, if your web designer’s SLA is 5 days, and your graphic designer’s SLA is 7, you’ll know that a web update will take 12 days, and the system will be able to take this time into account when mapping out timelines.


→ Explore Virtus Flow’s Project Management solution


6- Unparalleled customer support

If the software provider you’re consider offers a free trial period with no credit card required, take advantage of this time to ask whether you’ll have a dedicated account manager, how the onboarding process will work and how your goals will be supported. It’s important that you choose a company that makes you and your team members feel like a priority.

Workflow Management Software vs. Workflow Automation Software

The need to manage workflows with ease is just as important as the need to automate workflows so you can move forward with your routine business and general operations. As vital as both are, however, different solutions are often needed. Here’s why:

  • Workflow automation is best for organizing people and documents, helping your employees do their jobs better and more efficiently
  • Workflow management is great for coordinating the work of one department and setting clear instructions as to who does what, and at what time
  • Workflow automation helps you implement a continuous flow of improvement
  • Workflow management software is often scalable and helps you control internal processes

What is the best Workflow Management platform?

The best workflow management platform is the one that fits your organizational needs and supports your bottom line. Remember to look for a tool that offers a no-code workflow, integrates with your other apps, is cloud-based and gives transparent pricing information, provides SLA automation features and gives you unparalleled customer service.

The most important thing to consider when shopping for a workflow management software in 2021 are your company’s goals, key performance indicators and your team’s needs.

Do you need guidance throughout the process? The Virtus Flow platform was built to save you time and resources by managing processes, tasks, documents, employees, vendors, clients, and more.

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