Blog Post

Workflow Design Tools, Online Workflow Software [Quick Guide]

Jonathan D. Rhyne
Illustration: Workflow Design Tools, Online Workflow Software [Quick Guide]
Information

This article was first published in February 2018 and was updated in November 2024.

Workflow design is the art of creating a visual map of your business processes, outlining every task and step involved. Imagine having a high-level overview that makes it easy for team members and stakeholders to understand and follow the workflow. This is precisely what workflow design offers. By laying out each task visually, it becomes simpler to identify inefficiencies, streamline processes, and boost overall productivity. Workflow design is a cornerstone of effective workflow management, ensuring that every part of the process is clear and optimized for success.

Workflow Design Tools Are Transforming Manual Processes Every Day

Wouldn’t it be great if you could take a current business process, lay it out visually, and then just…turn it on? No more confusion, emails, Excel spreadsheets, shared documents, or, gasp(!), paper forms. You just draw what you want to happen and suddenly everyone knows what they need to do.

Business people are doing this every day with workflow design tools built into workflow automation systems. Tools like LucidChart, Creately, and Visio are great for illustrating workflows and sharing them with other team members to ensure the workflow is designed correctly. However, these tools create static illustrations and can’t take the next step, which is workflow automation.

If your ultimate goal is to move manual workflows and processes to a working, automated system you are better off finding a true workflow automation tool with an easy-to-use design interface. That way, once the workflow is approved, you can start using it right away in the real world.

Important Features of a Workflow Design Tool

  • Low code, drag and drop building environment

  • Assign tasks and actions

  • Collaborate on tasks and requests

  • Share entire process flow with users

  • Copy, export, version processes

  • Create child processes

  • Create simple or complex business rules

  • Create single, group, or multi-tiered approvals

  • Run parallel or sequential flows

  • Set up reminders, customizable notifications, and time-outs

  • Test run processes

Ready to see a workflow design tool in action? Get a free demonstration of Nutrient Workflow.

Benefits of Workflow Management

Implementing workflow management can revolutionize the way your organization operates. By leveraging workflow management software, you can automate repetitive tasks, streamline processes, and enhance collaboration across teams. This not only reduces errors but also increases transparency and improves decision-making. Workflow management helps organizations better allocate resources, prioritize tasks, and ultimately achieve their goals more efficiently. The result? A more productive, cohesive, and agile organization ready to tackle any challenge.

Considerations for Starting a Workflow Design Project

Starting a workflow design project can be a small, focused effort or a broader effort that spans several departments or business units.

  • Strong executive support and ongoing communication from the top that makes the priority of the workflow project clear to everyone.

  • Allocation of sufficient resources for the design and management effort.

  • A formal workflow improvement plan and toolset so that everyone speaks the same language and all process teams produce the same results.

  • A clear approval process for implementing workflow changes.

  • The initiative must be run like a true business project with defined responsibilities and milestones.

Workflow Automation Software

Workflow automation software is a game-changer for organizations looking to optimize their business processes. This type of software uses advanced technologies like artificial intelligence, machine learning, and robotic process automation to handle repetitive tasks, streamline workflows, and boost productivity. Whether it’s task management, project management, or document management, workflow automation software can handle it all. By automating these processes, organizations can focus on more strategic activities, driving growth and innovation.

Online Workflow Software

Online workflow software brings the power of workflow management to the cloud, enabling organizations to manage their workflows and business processes from anywhere, at any time. This software offers a suite of features, including task management, project management, and collaboration tools, designed to streamline processes and enhance productivity. Ideal for remote teams and organizations with multiple locations, online workflow software ensures that everyone stays connected and on track, no matter where they are. By leveraging these tools, businesses can optimize their workflows and achieve greater efficiency and success.

Examples of Workflow Design Tools

Tools Just for Design

Tools That Include Workflow Automation

See Nutrient Workflow’s Workflow Designer in Action

FAQ

What is workflow design?

Workflow design involves creating a visual representation of business processes to optimize task management and streamline operations.

How can workflow design tools improve business productivity?

They help eliminate manual tasks, improve collaboration, and automate processes, making workflows more efficient and reducing errors.

What is the difference between workflow design tools and workflow automation tools?

Design tools create visual representations of workflows, while automation tools move those workflows into real, automated systems.

Can workflow design tools be used for complex processes?

Yes, modern workflow design tools support complex business rules, parallel flows, and multi-tiered approvals, making them suitable for intricate workflows.

Are there free workflow design tools available?

Yes, tools like Draw.io and LucidChart offer free versions with basic features to design workflows.

Author
Jonathan D. Rhyne Co-Founder and CEO

Jonathan joined PSPDFKit in 2014. As CEO, Jonathan defines the company’s vision and strategic goals, bolsters the team culture, and steers product direction. When he’s not working, he enjoys being a dad, photography, and soccer.

Explore related topics

Share post
Free trial Ready to get started?
Free trial