This guide will help you understand workflow management applications, their features, benefits, challenges, and steps for effective implementation.Imagine the chaos if workflow applications didn’t exist: missed deadlines, disorganized tasks, and endless email chains. Employees would struggle to stay on track, relying on scattered spreadsheets and back-and-forth messages, not to mention important updates getting lost in overflowing inboxes. Even the most capable teams would face delays, confusion, and frustration.

Workflow application software brings order by organizing, automating, and tracking every step of a project – ensuring that the right work gets done at the right time and by the right people.

Workflows and workflow management – what are they?

Before we define workflow applications, let's explain what a workflow is and how it connects to workflow management.

What is workflow?

A workflow is a series of jobs completed in a specific order to achieve a goal. A well-defined workflow defines the steps and clarifies what needs to be done, who is responsible, when tasks are due, and how the work moves from start to finish.

There are different types of workflows, depending on how tasks move and interact:

• Sequential workflow management – Tasks depend on each other and follow a strict order. An example is an employee onboarding process: HR first submits documents, then IT sets up accounts, and, lastly, managers assign training.
• Parallel workflow management – Tasks run simultaneously, such as in marketing campaigns where content creation, design, and scheduling can happen at the same time.
• Rule-based workflow management – Tasks follow predefined rules, like expense approvals where smaller amounts are auto-approved, but larger ones need managerial review.
• State machine workflow management – Tasks move forward or backward based on conditions. This workflow occurs, i.e., in software engineering, where components need to be developed, tested, reviewed, and sometimes rolled back to a previous stage.

And what is workflow management?

While a workflow is a structured sequence of tasks, workflow management is the process of mapping, arranging, and optimizing the steps needed to complete the job.

Workflow management involves organizing tasks, assigning them to team members, setting deadlines, and automating repetitive actions to improve efficiency. Standardizing processes helps reduce delays, makes everyone aware of their responsibilities, and promotes consistency.

What is the history of workflow management, and how has it changed?

Before computers, businesses relied on paper-based workflows – slow, error-prone, and inefficient. In the 1960s, mainframe computers began automating repetitive tasks like payroll and data processing. In the eighties, personal computers, spreadsheets, and email transformed communication and organization, reducing paperwork. With the turn of the millennium, business process management systems enabled digital workflow automation. Ten years later, cloud platforms made workflows more accessible and collaborative.

And what is workflow management today? Nowadays, AI and automation are reshaping how we manage workflows. Systems can handle repetitive tasks, predict inefficiencies, and generate insights.

What is a workflow management application?

A workflow application is software that helps teams organize work and improve collaboration. It allows for arranging and monitoring process flows, assigning owners, and setting dependencies and automation rules. 

Many workflow management applications can be integrated with other company tools (e.g., email, calendar, or cloud storage services), making them a central place to aggregate all task-related data and manage processes.

Features of workflow applications and how they translate into benefits

Workflow application platforms are built to simplify process management and boost team collaboration. Here are some of the key features common to many workflow solutions available on the market.

Customizable workflow diagrams

Applications often provide workflow diagram tools – drag-and-drop flow charts to design personalized processes. A graphic representation allows employees to better understand how the work flows, what are the stages and dependencies. On a daily basis, application users can choose from various display options, such as lists, boards, or calendars, to manage their jobs. This feature helps simplify processes and ensure responsibilities are clear at every stage.

Task management and notifications

Managers can assign tasks to people or teams, set deadlines, and track progress in real time. Automated notifications inform team members about upcoming deadlines or updates, helping everyone stay informed.

Collaboration options and data centralization

Workflow applications centralize communication by allowing employees to share files, exchange feedback, and check updates. Keeping all essential information in one place makes tracking progress and determining the next steps easy, even after a longer break from the task.

Automation and rule setting

Managers can set up task dependencies, create rules, and automate repetitive processes. This reduces manual work, allows for smooth transitions to the next person or project stage, and supports overall project completion.

Progress monitoring and reporting

Workflow applications offer built-in tools to track task statuses and project progress. Dashboards and reports allow for keeping an eye on timelines and deadlines, checking workloads, or spotting bottlenecks and room for improvement.

Scalability

Most workflow applications are highly scalable, both up and down. They allow for managing workloads growing in number and complexity, setting up new projects, and adding members with specified roles.

Security features and role-based access

This feature reduces the risk of data breaches or unauthorized use. Administrators can assign permissions based on roles, limiting access to information and keeping confidential data secure. Access management is controlled from a central panel, allowing to update roles and access levels as the team grows or changes.

Integration with other tools

Integration with company tools like CRM systems, cloud storage, and communication platforms allows connection with existing processes. For example, linking a workflow application platform with Slack or Microsoft Teams improves collaboration and information exchange.

Workflow application benefits in a nutshell 

• Increased efficiency and productivity – Automating repetitive tasks reduces manual work and helps meet deadlines. 
• Better collaboration and communication – Centralized platforms allow teams to share updates, files, and feedback. 
• Transparent workflows and processes – Well-defined steps, roles, and responsibilities minimize confusion and delays in task execution. 
• Visibility and tracking – Real-time dashboards provide insights into task progress, deadlines, and workloads. 
• Cost savings – Structured workflow management with automated redundancies increases effectiveness and saves time and money. 
• Compliance and risk management – Role-based access management within a secure system protects data and supports regulatory compliance.
• Improved employee satisfaction – Effective workflow and task management reduce workload stress, allowing employees to focus on getting the job done.

Challenges of introducing a workflow management application

However, there are several risks an organization implementing a workflow application may face. Let’s take a look at them.

Insufficient user training

Employees may resist the new system due to unfamiliarity or fear of being monitored. Also, without proper training, they may underuse the application’s features. To ease these concerns, you should explain the benefits, involve people in the system rollout, and provide hands-on training sessions, user manuals, and ongoing support.

High initial costs

Licensing fees, infrastructure upgrades, and employee training can be expensive at first. Yet, in the long run, these costs lead to greater efficiency, decreased manual work, and smoother operations.

Poorly defined and unmonitored workflows

Even the best application won’t make an inefficient process work. Before introducing the system, teams should review, map, and refine existing workflows. Too detailed workflows are not good either – the accumulation of steps and dependencies can confuse and overwhelm. It’s better to start with simple processes and add more complexity over time.

An important and ongoing job is to monitor and make changes in workflows. Without oversight, they can become outdated and inefficient.

Integration complexity

Integrating workflow applications with other tools – especially legacy systems – can be challenging. Careful planning, checking systems compatibility, following tutorials, and gradual rollouts will ease the process.

How are workflow applications used across industries?

Workflow management applications support a variety of industries. Here are some of the most common examples.

Healthcare

In healthcare, workflow applications help manage records, schedule appointments, and handle billing. Using one system for these tasks improves patient waiting times and allows medical professionals to provide better services.

Finance and banking

Banks and financial institutions use workflow applications to speed up loan processing, check for compliance, and monitor transactions. As a result, they provide services faster while meeting all regulatory requirements.

Legal services

Law firms use workflow application software to manage case files, track billable hours, and approve contracts. This software helps organize documents and ensures that legal processes are completed on time.

Insurance

In the insurance industry, workflow applications help process claims, manage policies, and handle underwriting. Companies can process claims faster, improve customer satisfaction, and meet industry regulations.

Education

Education organizations use workflow application platforms to manage lesson planning, student records, and grading. These platforms simplify administrative tasks, improve cross-department communication, and reduce manual effort, allowing teachers to focus more on preparing and conducting engaging classes.

Human resources

HR departments use workflow applications to handle recruitment, onboard new employees, and conduct performance evaluations. The software aggregates all necessary information and outlines the next steps, helping to follow set timelines. 

Marketing and advertising

Marketing and creative departments use workflow applications to plan campaigns, track project progress, and manage content approvals. A central system supports teamwork and communication, ensuring timely results that align with strategic goals.

Event management

Event planners use workflow platforms to manage scheduling, coordinate vendors, and register attendees. In the (sometimes haphazard) event industry, a workflow management application is a place of calm and order that allows for a better attendee experience.

IT and software development

In IT and software development, workflow applications help manage projects, track bugs, and conduct code reviews. These applications make development processes easier, encourage collaboration, and ensure products are of quality and released on time.

Workflow management applications use cases

Here’s how companies are using workflow applications and what results they are getting.

No-code workflow application for AR company

Synergy Code’s client – a company creating augmented reality solutions – needed a no-code workflow application to map complex service flows visually. They wanted an easy way for non-technical specialists to design service routines. Using the Workflow Builder, employees built dynamic workflows with a drag-and-drop feature and if-then-else logic – this improved operational efficiency, team communication, and process flexibility. The solution allowed quick adjustments and clarified service processes, enhancing overall service management.

Read the case study here: A no-code workflow builder for complex service flows.

Workflow management application in a law firm

Palace Law, a legal firm, needed a digital solution to replace their paper-based system and improve client service. With Trello, attorneys could visualize workflows, manage case assignments, and access tasks remotely. The application introduction cut down paperwork by more than 200 pages daily, making their work more efficient. As a result, lawyers could serve more clients and feel less stressed.

You can read the whole case study on Trello’s website.

Workflow application in the education segment

Austin Community College serves thousands of students across 11 campuses. To improve efficiency, the college started using Asana to bring all workflows together and fix issues caused by disconnected systems and manual processes. Faculty and staff now track goals, plan projects, and manage work requests in one place. This change has improved teamwork, reduced delays, and allowed more focus on student initiatives. Overall, the college saves 355 workdays yearly and boosts student outcomes through better operations and communication.

The full description is on Asana’s webpage.

How to implement and use a workflow application: An example-driven guide

A workflow management application provides the structure, but the success is determined by how you use it. To make this guide more practical, we’ll walk through each step using a content creation and approval workflow as an example – a common process many teams handle daily.

1. Assess current processes and define workflow steps

Start by auditing existing workflows to find inefficiencies, repetitive tasks, and bottlenecks. In the case of content creation, you can map out these stages:

• Idea generation
• Drafting
• Editing
• Approval
• Design
• Publishing

2. Choose and set up the right workflow application

Select a workflow application that fits your team’s needs. Set up a workspace named, for example, “Content creation.” Prepare diagram tiles for each stage listed in the previous step. This setup will provide a clear visual of task progress.

3. Integrate with existing tools

You can connect the workflow management applications with tools your team already uses, such as:

• Google Drive for storing drafts.
• Slack or Microsoft Teams for notifications.
• Content Management Systems (CMS) for publishing.

4. Involve team members and assign roles

Engage team members – managers, content writers, editors, designers. Assign tasks to the right people. Describe responsibilities and enter time arrangements. For example:

• A writer drafts an article by a set date.
• An editor reviews it within two days.
• A manager approves it before sending it to design.

Use priority tags to highlight urgent tasks, such as time-sensitive campaigns.

5. Foster collaboration with in-app communication

Encourage team members to use the app’s communication features:

• Comment on tasks for feedback instead of using emails or chat.
• Attach files (e.g., drafts, images) directly to tasks.
• Tag team members when action is needed.

6. Automate routine tasks to improve efficiency

To keep the workflow moving, introduce rules and automation, such as:

• Auto-assigning an editor when a draft is marked complete.
• Sending deadline reminders to team members.
• Notifying designers when a post is approved for visuals.

7. Track progress and manage bottlenecks

Monitor the workflow regularly to ensure tasks move forward. If tasks in the “Editing” column have been sitting for too long, check in with the editor. If a team member is overloaded, reassign tasks to maintain efficiency.

8. Use reporting features to gain insights and improve performance

Leverage built-in analytics to track:

• Time spent on each workflow stage.
• Task completion rates.
• Where bottlenecks occur.

For instance, If content gets delayed on the “Approval” stage, try changing deadlines or automating approvals for certain types of content.

9. Provide training and ongoing support

Train your team on the workflow application with hands-on sessions, user guides, and continuous support. This will increase adoption, reduce friction, and make everyone feel confident about the platform.

10. Maintain and evolve workflows over time

Workflows should adapt to changing needs. Check processes regularly, collect feedback, and update workflows to include best practices or technology improvements.

What is the ROI of a workflow management application? KPIs to measure

You probably hadn’t kept detailed records before introducing the workflow management application. But if you did, you can compare it to the data you get after using the system. It will let you assess the return on investment in the software. 

It is also worth measuring indicators after introducing changes to the application – for example, after expanding workflows, increasing the number of users, or introducing automation.

Here are some KPIs and measurement methods you can use.

Time saved per task

This KPI measures how much time is saved on tasks after the app introduction. To calculate it, record the time spent on specific tasks before and after the change.

(Time before – Time after) / Time before × 100%

Example: Reducing invoice approvals from 2 hours to 30 minutes saves 75%.

Task completion rate

The task completion rate tracks the percentage of tasks finished on time. The higher the rate, the greater the efficiency.

(Tasks completed on time / Total tasks) × 100%

Example: Completing 70 out of 80 tasks on time results in an 87.5% completion rate.

Process cycle time

Process cycle time measures how long it takes to complete an entire workflow. Record the time for key processes and compare it to the post-change period. Shorter cycle times mean faster processes.

(Cycle time before – Cycle time after) / Cycle time before × 100%

Example: Reducing the onboarding process from 7 days to 3 days is a 57% improvement.

Cost savings

To assess how much you gain from process improvements, you need to determine the cost of the original method and the cost of the improved one.

(Original method cost – Improved method cost) / Original method cost × 100%

Example: If it costs $5,000 to perform the process the old way, and the improved process closes in on $3,200, you gain a savings of 36%.

Employee productivity

This KPI measures how much a team member’s output increases after the modification. Track the number of tasks completed per employee before and after using the workflow application to get productivity improvements.

Formula: (No. of tasks after – No. of tasks before) / No. of tasks before × 100%

Example: Change from 17 to 24 closed tasks per week shows increased productivity by 41%.

User adoption rate

The adoption rate shows how many employees actively use the workflow management application. Check user activity logs and compare the number of active users to the total number of licenses.

(Active users / Total users) × 100%

Example: 56 active users out of 70 licenses indicate an 80% adoption rate.

Overall ROI formula

To calculate overall ROI, subtract the cost of implementation from the benefits gained, divide by the cost of implementation, and multiply by 100%.

(Benefits gained – Cost of implementation) / Cost of implementation × 100%

Example: Saving $20,000 annually after spending $5,000 on a workflow application platform gives a 300% return on investment.

Summary

Workflow applications help teams stay organized and work better together by keeping everything in one place. They make tasks easier to manage, reduce delays, and clarify responsibilities. While there may be some initial challenges, like training needs, costs, or integration issues, careful planning and gathering feedback smooth the transition.

As important as getting the workflows right is constantly monitoring them within the system and responding to obstacles. With the right approach, a workflow application can lead to long-term efficiency and better results.

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