Let’s face it: being a business owner is no picnic. With all of your staff to run, customers to satisfy, and juggling the ever-expanding to-do list, you can never have enough time. Workflow management apps are here to help automate business processes. These handy gadgets will save you time, anxiety, and money.
But here’s the catch: not all workflow apps are created equal. Choose the wrong workflow automation app, and you’re left frustrated, wasting both time and money. The good news? Finding the ideal workflow app doesn’t have to be an open-ended quest.
Here, we’ll show you how to choose workflow software that suit your business like a glove — and without breaking the bank.
Why Invest in the Ideal Workflow Automation App?
The Importance of Choosing the Best Workflow App
Imagine buying shoes that are too small. They may look great, but by the end of the day, they’ll leave you limping. The same goes for workflow apps in your business process.
Choosing the right workflow automation tool makes things simple, efficient, and easier. The wrong workflow management tool? It sits unused, eats up your budget, and adds to your frustration.
And you’re not alone. According to a survey, 52% of employees report that the right company’s software will be optimal for their work.
Step 1: Assess Your Company’s Demands
What’s Holding You Back?
Don’t download a workflow automation app without identifying your specific needs. What’s slowing you down?
- Are you drowning in emails?
- Missing deadlines?
- Struggling to manage customer records?
For example, if your team struggles with collaboration, a tool like Slack could be your solution. If project deadlines are a problem, apps like Trello or Asana might be your new best friends.
Tip: Don’t assume you know the business requirements. Meet with your employees and ask what they’re lacking.
Map Your Workflow
Think of your company’s workflow as a puzzle. Where are the gaps?
For instance:
- If your sales team is spending hours manually entering data, you might need a CRM like HubSpot.
- If inventory is a nightmare, tools like a mobile app for document management could be the right choice. Shopify or Airtable can simplify the process.
Identifying workflow bottlenecks helps pinpoint exactly where a tool can help.
Step 2: Consider Your Business Size
Small Business, Big Dreams
For small businesses, simplicity is key. You don’t want an app with 1,000 features if you’ll only use five. Look for tools that are easy to use and affordable.
Examples:
- Calendly: A simple calendaring tool for entrepreneurs or small teams.
- Wave: Handles basic accounting without overwhelming you.
Growing Businesses Need Scalable Resources
If your company is expanding, choose a customizable workflow automation software like communication tools that can grow with you. Switching apps later can be time-consuming and costly.
Examples:
- Monday.com: Ideal for managing multiple projects.
- ClickUp: Scales as your team’s needs evolve.
Step 3: Match the Tool to Your Industry
Retail and E-Commerce
Retail businesses need tools to manage inventory, sales, and customer data.
Top Picks:
- Shopify: Automates inventory control and sales management.
- Mailchimp: Streamlines email campaigns.
Example:
A boutique in Toronto uses Shopify to update stock status after every sale, ensuring no overselling.
Service-Based Businesses
Service providers like fitness coaches or marketing agencies rely on customer service excellence.
Top Picks:
- Acuity Scheduling: Automates appointment bookings.
- HubSpot CRM: Tracks customer actions for simple follow-ups.
Example:
A personal trainer uses Acuity to let clients book sessions online, with automated reminders reducing no-shows.
Creative Teams
Design firms and freelance writers need the right workflow management software for collaboration and project management.
Top Picks:
- Notion: Combines note-taking, project management, and collaboration.
- Figma: Perfect for collaborative design work.
Example:
A branding agency uses Figma to collaborate on designs in real-time, keeping everyone aligned.
Step 4: Create a Budget
Free Isn’t Always Better — But It’s a Great Start
Free workflow apps are tempting, but they often come with limitations, like restricted features or user caps.
Examples of Free workflow Tools:
- Trello: Offers a basic free plan.
Google Workspace: Free for basic needs but limited for companies.
Focus on Value
Ask yourself: Will this process automation app save me enough time or money to justify the cost?
Example:
- A $20/month CRM that secures an extra sale pays for itself.
- A $10/month social media scheduler can help teams free up hours of your time.
Step 5: Test Before You Commit
Most task management tools offer free trials or demos. Use these to evaluate them before making a purchase.
What to Assess During a Trial
- User-Friendliness: Is the interface easy to navigate?
- Integration: Does it work with your existing tools?
- Performance: Does it solve the problems you identified?
Involve Your Team
Your team members will be the ones using the workflow process management automation tool daily to automate repetitive tasks, so their productivity is crucial. During the trial phase, ask for feedback to ensure the app meets everyone’s needs.
Step 6: Check for Integration and Interoperability
Workflow Management system apps should work together seamlessly. Otherwise, you’ll waste time manually transferring data.
Top Integration-Friendly Tools:
- Zapier: Connects apps and automates workflows.
- Slack: Integrates with tools like Trello and Asana.
Example:
An ad agency uses Zapier to send Facebook lead imports directly to HubSpot CRM, speeding up their sales funnel.
Step 7: Monitor and Adjust
Even the best workflow apps can fall short over time. Regularly evaluate your tools to ensure they’re delivering value.
Signs It’s Time to Switch Workflow Apps
- Your team complains about usability.
- The app isn’t saving you time or money.
- You’ve outgrown its features.
- Your team is looking for the perfect workflow solution
Real-World Example: How a Bakery Automated Its Way to Profit
A small bakery struggling with manual processes turned to workflow apps:
- Square POS: For inventory and sales automation.
- Mailchimp: To notify customers about new menu items.
- Asana: To organize catering orders.
Result:
The bakery saved 15 hours per week by selecting the right workflow, reduced errors, and improved customer service.
Bottom Line: Your Workflow App Is Waiting
Choosing the right workflow app doesn’t have to be overwhelming. Identify your needs, set a budget, and test tools before committing.
As Bill Gates once said:
“Automation applied to an efficient operation will magnify the efficiency.”
Are you ready to make your business more efficient? Start exploring workflow apps today!