40% loss in productivity can be attributed to task switching, according to a study. Based on this fact, businesses—and employees themselves—can reap significant benefits by stopping all the task juggling. And a good starting point is streamlining the workflow. Fortunately, there are many tools available to help you achieve that goal.
But how do you choose the right one for your organization in 2025? Don’t worry—we’ve done the heavy lifting for you. In this blog, we’ll explore the five best workflow management tools of 2025 that are transforming how businesses operate. But first, let’s unpack what workflow management tools are and why they’ve become indispensable.
What is a workflow management tool?
A workflow management tool is software designed to help businesses manage, streamline, and automate their workflows. Workflows are a series of tasks that need to be completed to achieve a specific goal, like onboarding a new hire, approving a budget, or launching a marketing campaign.
By automating repetitive tasks and providing a clear framework for managing projects, workflow management tools reduce human error, boost productivity, and ensure team members stay aligned. These tools often integrate with other software to allow seamless communication and collaboration across the organization.
Benefits of using workflow management tools
Adopting workflow management tools in your business brings numerous benefits, including:
Increased productivity: With automation taking over routine tasks, employees can minimize multi-tasking and focus on high-value work, leading to higher efficiency and faster project delivery.
Improved accuracy: Manual processes are prone to errors, but automated workflows ensure tasks are executed consistently and accurately, reducing costly mistakes.
Enhanced team collaboration: Workflow tools often come with features like shared dashboards, task assignments, and real-time updates, making it easier for teams to work together and stay aligned.
Time and cost savings: Streamlined workflows save significant time and reduce operational costs, allowing resources to be redirected to strategic initiatives.
Better compliance and reporting: Many tools offer built-in tracking and reporting features, making it easier to meet compliance requirements and analyze performance metrics.
Top 10 workflow management tools at a glance
When it comes to managing workflows, there’s no one-size-fits-all solution. Every team has unique needs, whether it’s automating repetitive tasks, improving collaboration, or tracking project progress. That’s why it’s essential to find a workflow management tool that aligns with your team’s priorities and work style.
Below, we’ve compiled a list of the top 10 workflow management tools, each tailored to specific use cases. Whether you’re a small team looking for simplicity or a large organization needing advanced features, there’s something here for everyone.
Top 10 workflow management tools: Detailed information
Lark - Best for all-in-one collaboration
Overview:
Lark is designed to be a digital hub for simplifying business operations by bringing all the essential functions onto a single platform. This means users won’t have to jump from app to app for different steps in the workflow, losing time and focus along the way. The app is just as easy to navigate on mobile as it is on desktop, so users can remain productive on the go and information can be promptly synchronized. Lark’s suite of features allows organizations to digitalize their workflows and become more agile and efficient.
Key features of Lark:
Messenger that works seamlessly with all Lark applications
Lark’s built-in messenger integrates effortlessly with other tools within the platform, allowing users to communicate in real-time without switching apps.
Lark offers a variety of data visualization options, such as Kanban boards, Gantt charts, and calendar views, to help teams track progress and manage workflows efficiently.
With AI-powered automation, Lark streamlines repetitive tasks, such as sending reminders or updating statuses. The platform also provides actionable insights to help teams identify bottlenecks and optimize processes for better efficiency.
Online document editing that supports multiple collaborators
Lark Docs allows team members to collaborate on documents in real-time, complete with version control, commenting, and editing features. This ensures that everyone is on the same page, regardless of location.
Workflow templates for quick and easy setup
Pre-designed workflow templates make it simple to set up processes for various use cases, such as project planning, approval workflows, and task assignments. These templates can be customized to suit the specific needs of your team.
Versatile approval workflows suitable for diverse use cases
Lark’s approval workflows are highly adaptable, letting teams create custom approval processes for tasks like leave requests, expense reimbursements, or project sign-offs. These workflows ensure smooth and transparent decision-making.
Training resources for smooth onboarding
Lark provides a wealth of training materials, including tutorials, guides, and customer support, to help new users quickly adapt to the platform. This ensures a smooth onboarding experience for teams of all sizes.
Multi-language support for global collaboration
With support for multiple languages, Lark is designed to accommodate teams working across different regions. This feature ensures that language barriers don’t hinder communication or collaboration.
Why it’s great:
While there are many standout features, what truly sets Lark apart is how all of them work together to create a seamless experience. You can check the team’s task progress, schedule a call, discuss in a chat, and collaborate in a document without ever leaving the app. Plus, notifications can be sent only to relevant members to keep the team aligned without cluttering everyone. Other tools can also be integrated with Lark, if you’re not ready to say goodbye to them yet.
Free Plan available for up to 20 users.
Paid Plans start at $12/user/month (billed annually).
Enterprise: Contact Sales.
Monday.com – Best for customizable workflows
Image source: Capterra
Overview:
Monday.com is a dominant player in the workflow management space, thanks to its intuitive interface and highly customizable workflows. Whether you’re managing projects, tracking sales pipelines, or planning marketing campaigns, Monday.com can get the job done.
Key features of Monday.com:
Visual boards for managing tasks and projects
Pre-built templates for various industries
Integrations with tools like Slack, Zoom, and Google Workspace
Advanced automation capabilities for repetitive tasks
Why it’s great:
Monday.com is perfect for businesses that want flexibility and a user-friendly platform. With its drag-and-drop functionality and hundreds of integrations, teams can build workflows to suit their needs.
While Monday is undoubtedly an excellent choice for many, there are more robust options that might be a better fit. See how Lark compares here.
Free: $0 for up to 2 users
Basic: $9 per user/month
Standard: $12 per user/month
Pro: $19 per user/month
Enterprise: Available upon contact
Asana – Best for team collaboration
Image source: g2.com
Overview:
Asana is a top contender for teams looking to optimize collaboration and task management. Its clean design and robust features make it a good choice for teams of different sizes.
Key features of Asana:
Task assignments, deadlines, and progress tracking
Project timelines and Gantt charts for visual planning
Automation rules to eliminate manual processes
Integration with over 200 apps, including Salesforce and Dropbox
Why it’s great:
Asana is designed with teamwork in mind. Its straightforward task assignment system and collaboration tools ensure that everyone knows what they need to do and when, which are important considerations for remote teams.
Personal: $0 for up to 10 users
Starter: $10.99 per user/month
Advanced: $24.99 per user/month
Enterprise: Available upon contact
Enterprise+: Available upon contact
Zapier – Best for Integrating Apps and Automating Workflows
Image source: Capterra
Overview:
Zapier is a powerful workflow management tool, with an automation platform that connects your favorite apps to create smooth workflows. It’s great for businesses that rely on multiple tools and need them to work together.
Key features of Zapier:
Automates workflows between over 5,000 apps, including Trello, Gmail, and Shopify.
Easy-to-use interface for creating “Zaps” (automated workflows).
Advanced automation options like conditional logic and multi-step workflows.
Why it’s great:
Businesses looking to automate repetitive tasks across multiple platforms can put Zapier on their shortlist. One major reason is that it can automatically save email attachments to Google Drive or update your CRM when a new lead is added to a spreadsheet.
Free Plan available
Professional: $19.99 per month
Team: $69 per month
Enterprise: Available upon contact
Trello – Best for Simple Task Management
Image source: Capterra
Overview:
Trello is a visually appealing and simple tool for managing tasks and workflows. It features Kanban-style boards that make it easy to organize projects and track progress at a glance.
Key features of Trello:
Drag-and-drop cards for task management
Power-Ups to add advanced features like calendar views and time tracking
Integration with popular tools like Slack and Google Drive
Mobile-friendly interface for on-the-go task management
Why it’s great:
Trello is perfect for small teams or individuals who need a straightforward way to manage tasks. Its simplicity and visual appeal make it an excellent choice for creative projects and personal workflows.
Trello is undeniably a solid choice, but you might find more powerful alternatives that fit your requirements. Check out how Lark stacks up here.
Free Plan available
Standard: $5 per user/month
Premium: $10 per user/month
Enterprise: $17.50 per user/month
Smartsheet – Best for spreadsheet-based workflows
Image source: smartsheet.com
Overview:
Smartsheet is perfect for teams that prefer the familiarity of spreadsheets but need more powerful tools to manage workflows. With advanced automation and collaboration features, it’s a versatile solution for businesses of all sizes, from small startups to large enterprises.
Key features of Smartsheet:
Spreadsheet interface: A familiar layout that makes it easy to track and manage workflows.
Workflow automation: Automate repetitive tasks like sending reminders, updating statuses, or routing approvals.
Real-time updates: Ensure that all team members are working with the most up-to-date information.
Why it’s great:
For teams that appreciate the simplicity of spreadsheets, Smartsheet offers an ideal solution. It bridges the gap between traditional spreadsheets and modern workflow management tools, making it a versatile option for businesses of all sizes.
Pro Plan: $9 per user/month
Business Plan: $19 per user/month
Enterprise Plan: Contact sales for custom pricing
ClickUp – Best for feature-rich workflows
Image source: clickup.com
Overview:
ClickUp is an all-in-one workflow management tool designed to handle everything from task management to time tracking and goal setting. Its extensive suite of features makes it one of the most versatile tools on the market, allowing teams to customize their workflows to suit their specific needs.
Key features of ClickUp:
Goals and time tracking: Set and track goals while monitoring the time spent on tasks.
Integration-friendly: Connect with over 1,000 tools and apps.
Why it’s great:
ClickUp’s robust feature set makes it an excellent choice for teams that require a versatile tool to handle complex workflows. Its ability to consolidate multiple tools into one platform helps teams work more efficiently and stay organized.
While ClickUp is a great option for many users, other tools offer more advanced features that might suit your needs better. Compare it with Lark here.
Free Plan available
Unlimited Plan: $7 per user/month
Business Plan: $12 per user/month
Wrike – Best for project-based workflows
Image source: wrike.com
Overview:
Wrike is a versatile project management tool designed for teams managing complex workflows and resources. It’s particularly favored by project managers who require tools like Kanban boards, Gantt charts, and workload views. With its flexibility and automation features, Wrike is an excellent solution for businesses handling large-scale projects.
Key features of Wrike:
Custom dashboards: Monitor progress with customizable dashboards and detailed reporting capabilities.
Automation: Automate routine tasks like assigning work or updating statuses to save time.
Scalability: Empowers your team to grow and adapts seamlessly to changes within the company.
Why it’s great:
Wrike is ideal for project-heavy teams that need advanced tools for managing timelines, resources, and workflows. Its ability to handle high-complexity tasks and provide detailed insights makes it a top choice for project managers.
Free Plan available
Team Plan: $10 per user/month
Business Plan: $25 per user/month
Enterprise Plan: Contact sales for custom pricing
ProofHub – Best for team collaboration and workflow management
Image source: proofhub.com
Overview:
ProofHub is a robust team collaboration and workflow management tool designed to simplify project management for teams of all sizes. It provides a centralized platform where teams can plan, collaborate, and track progress effectively. Its user-friendly interface and customization options make it suitable for a wide range of workflows.
Key features of ProofHub:
Centralized project management: Manage tasks, files, and team communication in one place.
Time tracking: Built-in time tracking to monitor progress and ensure deadlines are met.
Role-based access: Assign roles and control access levels for team members.
Why it’s great:
ProofHub is perfect for teams seeking a comprehensive solution that brings together project management, team collaboration, and customizable workflows. Its versatile features make it a great fit for a wide range of industries and team needs.
Essential Plan: $45/month (billed annually) for unlimited users.
Ultimate Control Plan: $89/month (billed annually) for unlimited users with advanced features.
Airtable – Best for database-driven workflows
Image source: airtable.com
Overview:
Airtable is a hybrid tool that combines the functionality of a database with the simplicity of a spreadsheet. It’s designed for teams that rely heavily on data to manage their workflows. With its user-friendly interface and advanced customization options, Airtable is a great choice for both small businesses and enterprise-level projects.
Key features of Airtable:
Advanced databases: Effortlessly build personalized databases to manage various tasks and projects.
Flexible views: Choose from Kanban boards, grids, Gantt to visualize your workflows.
Pre-built templates: Access ready-to-use templates tailored for diverse workflows and business needs.
Why it’s Great:
Airtable is best for teams that need data-driven workflows. Whether you’re managing inventory, tracking content production, or building a CRM, Airtable’s ability to combine database functionality with an intuitive interface makes it a standout tool.
Airtable is surely a reliable tool, but other solutions may better align with your goals. See the differences with Lark here.
Free Plan available
Team Plan: $20 per user/month
Business Plan: $45 per user/month
Enterprise Plan: Contact sales for pricing
How to choose the right workflow management tool
With so many workflow management tools available today, choosing the right one for your team might feel overwhelming. The solution lies in understanding your specific needs and finding the tool that aligns with your goals and resources. Here, we’ll provide actionable tips to help you make the best decision, ensuring you choose a tool that works seamlessly for your team.
1. Identify your team’s specific needs
Before diving into specific tools, take the time to evaluate what your team truly needs. Workflow management tools often specialize in different aspects of team productivity, so knowing your priority areas can help narrow your choices.
Ask yourself:
Are you looking to improve task management, such as defining and assigning tasks, and tracking progress?
Does your team need automation capabilities to eliminate repetitive tasks and manual processes?
Do you struggle with collaboration, such as organizing communication or sharing documents efficiently?
Are you focused on gaining insights and data analytics to track performance and identify bottlenecks?
2. Consider scalability and integration capabilities
As your business grows, your workflow management tool should be able to grow with you. Scalability is critical for teams that anticipate expanding either their user base or their workload over time. Look for tools that offer:
Add-on features or customizations as your needs evolve.
Enterprise-level plans for larger teams when necessary.
Support for unlimited projects or tasks.
Integration is another vital factor—your workflow management tool should seamlessly connect with the other tools your team relies on daily. Ask: does this software work well with my current tech stack, or will I need extra effort to make it all fit together?
3. Look for ease of use and onboarding resources
A workflow management tool is only effective if your team actually uses it. Complicated or clunky tools that require extensive training might end up creating more problems than they solve. Here are some things to look for:
User-friendly interface: The tool should have an intuitive layout that makes it easy to assign tasks, view progress, and collaborate without a steep learning curve.
Simplified onboarding: Look for tools that provide onboarding resources, such as tutorials, templates, or customer support, to help your team get started quickly.
Support and documentation: Ongoing support, whether via live chat, email, or a detailed help center, is crucial for resolving any issues that arise.
4. Evaluate pricing and ROI
While budget will inevitably influence your decision, it’s important to think about the return on investment (ROI) that the tool can deliver. A workflow management tool shouldn’t just save time—it should also help your team achieve better results, reduce errors, and keep projects running smoothly.
Consider the following when evaluating pricing:
Does the tool offer a free plan or trial so you can test it before committing?
Are the features offered in more affordable plans sufficient, or will you need to upgrade to access key functionalities?
Are there additional costs for things like onboarding, advanced features, or extra integrations?
How much value will this tool provide in terms of time savings and improved productivity compared to its cost?
5. Checklist: Making your decision easier
To simplify the selection process, here’s a quick checklist to ensure you’re choosing the best workflow management tool:
Define priorities: Does the tool match your team’s most important needs, such as task management, automation, or collaboration?
Integration: Can it integrate seamlessly with the apps your team already uses?
Scalability: Will it accommodate your team’s growth in size or complexity?
Ease of use: Is it intuitive enough for team members to adopt quickly?
Support and resources: Does the tool offer tutorials, templates, and customer support?
Pricing: Does the cost fit within your budget and provide sufficient value for the price?
Test the tool: Have you tried a free trial or demo of the software to see how it works in practice?
Final thoughts on choosing the best workflow software
Selecting the right workflow management tool is crucial to saving time, enhancing collaboration, and streamlining your team’s processes. Among the options, Lark is a standout choice for its all-in-one functionality. With features like messaging, document collaboration, and AI-driven automation, it simplifies workflows and boosts productivity.
Remember, a good workflow tool isn’t just an expense—it’s an investment in your team’s success. Tools like Lark can help you achieve your goals efficiently while keeping your team aligned and focused.
Frequently asked questions
What is a workflow management tool?
A workflow management tool is software that helps businesses organize, streamline, and automate tasks and processes to improve efficiency and collaboration.
How do I choose the right workflow management tool?
Consider your team’s size, the complexity of your workflows, your budget, and the integrations you need. Test a few tools to see which one aligns best with your goals.
Are workflow management tools worth the investment?
Yes! These tools can help you save time, reduce errors, and improve productivity, making them a valuable investment. Additionally, there are free versions available for some products so you can try the tool risk-free to see if it’s the right fit for you.
Conclusion: Get started with an intuitive and versatile workflow management tool
With a projected market value of over 22 billion in 2025, workflow management systems clearly play an important role in many businesses. A market of that size also means there are plenty of products on offer, so it’s likely that you’ll find one that’s a good fit for your business.
As an all-in-one platform, Lark is a suitable solution for a wide range of businesses. From retail to education to media, companies in these industries have adopted Lark to streamline their workflow. Lark’s automations take the grunt work off of member’s hands while a mobile-friendly design allows teams to stay connected wherever they go. Another benefit of unifying all the apps onto a single platform is cost—you can calculate your potential savings here.
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