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4 Factors to Consider When Choosing Workflow Management Software



Choosing a workflow management system can be quite overwhelming, considering the many options available in the market. For some business decision-makers, the best tools are often the most popular brands.

However, this method of making purchase decisions is both flawed and ill-informed. Some software products in the market may be overpriced, while popular brands may be selling basic features at premium prices. Here are the four factors to consider when choosing Kanban boards, project management tools and software.

1.  Workflow Expectations

Depending on what you expect to accomplish with workflow management software, you’ll need to choose one that offers the best value for your team and company. If you want just to allocate duties to different employee groups and track progress, your ideal tool may not come with high-end features.

However, HR managers expected to build highly productive teams to work on sensitive and high-value projects may need advanced project management software. To achieve this goal, they first need to hire top talent, onboard and prepare them for success. This takes a strategic approach to talent management where team communication and collaboration are centralized with no information silos or other process inefficiencies.

2.  Ease of Use

Before choosing a workflow management software, you need to consider the user interface and design. If the technology is great, but the software is hard to use and navigate, this will hurt the overall user experience and may make the work even more challenging.

The software should also make it easy for employees to communicate and share ideas and information. This boosts collaboration and makes it easier to access data and documents.

3.  Unique Software Features

More often, people will fall for a product because of its features, but not many will analyze these features to see their uniqueness and relevance. Instead of just focusing on technology, user interface, and cost, you want to go a step further and compare the different features, pros, and cons associated with each software product.

For example, a look at the Monday vs. Asana project management tools will highlight some of the major cons, such as customization challenges and rudimentary capacity management issues that are well addressed by other less popular and less expensive tools. By digging deep to find these hidden features, pros, and cons, you’ll have uncovered the rare gems that will save you money without compromising quality and efficiency.

4.  Technology and Market Trends

Over the last 18 months, there’s been a rapid shift to remote and hybrid working. This has fueled the demand for remote collaboration and communication tools. The majority of the tools in the market now come with cutting-edge AI and data analytics capabilities, which makes project automation a breeze.

If you are working with larger teams and you need to streamline task allocation, project supervision, and reporting, going for a high-tech workflow management tool would be worth it in the long run. However, you should keep an eye on the latest project management trends to ensure you are up to date with current technologies.


Effective workflow management is a key ingredient to business success and one that every manager or supervisor would prioritize. Even then, choosing the right workflow management software is just one step to streamlining work processes. Managers should also have project management skills to effectively organize and assign tasks, track progress, motivate employees and oversee the entire project execution process.

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