Best Business Process Documentation Software

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Nowadays there exists a plethora of tools for software developers and engineering teams to automate their business processes, be it for project management, requirements gathering, documentation creation or code generation. But the major question is which business process automation software to choose when you need a tool that will support your development needs.

Business process documentation software helps in creating automated business processes. With digitization, there is an increase in the amount of information and processes involved. Processes become more varied and complex, leading to more potential lines of human communication that can create a gap in understanding. This gap is bridged by business process documentation software to ensure that each person involved in the process understands their responsibilities. This article takes a look at how best business process documentation software will help you put your processes into action.

Finding the best business process documentation software for your business can seem like quite a daunting task. However, when you break down the features, cost and free options available, it’s not as hard as it first seems.

When it comes to documenting business processes, there are a lot of options available. You see lots of words being thrown around when it comes to business process automation and software. Terms like BPM software, workflow software, business process documentation tools and even workflow tools are all used interchangeably. So what does that mean for people looking for help with their business process documentation needs?

What is process management software?

​Process management software helps your business run more efficiently by giving you a defined process for doing things. It’s often used by mid to enterprise level organizations to help them automate business processes via a series of different workflow apps. While it may once have been out of reach of smaller businesses, it has advanced to the point where it allows them to compete with much larger organizations.

It’s also worth noting that it can be necessary in heavily regulated industries, such as finance or healthcare, in order to remain compliant.

All types of business processes can be grouped, analyzed, and improved, including:

  • Employee onboarding
  • Expense reporting
  • Vacation requests
  • Account management
  • Time tracking
  • Compliance 
  • Loan origination
  • Invoicing
  • Project management
  • Customer relationship management (CRM)

Business process management systems (BPMS) tend to focus on longer term analysis that’s carried out on a regular basis, rather than one-off events, such as launches of a new app or product. The best business process management software includes workflow and task management options, meaning that you can keep an eye on activity as it compares to the intended process.

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What does a process management system do?

​A business process system provides a way to improve and standardize processes in an organization. It helps to eliminate manual errors and gaps in processes, whilst improving compliance and efficiency. 

There are several kinds of BPM suites that can be categorized by their purpose in an organization. These are:

  • System-centric BPM, which handles processes that rely on legacy systems. For example, a CRM without much human involvement. If implemented correctly, system-centric process management software is highly integratable with API access able to create fast and efficient business processes. One example is online banking, which may include various software systems in combination.  
  • Human-centric business process management suites support processes that are carried out by people. This software involves processes that need access control for approvals and tasks carried out by employees. An example of this type of software could include customer service, complaint management, onboarding new employees, etc.

These both have different advantages and disadvantages. With system-centric BPM you may find that focusing on systems rather than employee workflow doesn’t help your team – it doesn’t provide them information on how to improve, or show how process should work across different systems and departments. With human-centric BPM, the opposite can happen. While it’s a great way to improve individual and team workflows, without tracking activities related to processes or integration with existing applications, you won’t see the full benefit.

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What are the benefits of a business process management system?

As a business grows it becomes impossible to personally oversee everything. You can’t be constantly putting out fires, so you need to be sure your team can handle the business processes in the same way you would. This means you need to implement standardized processes across business workflows. 

1. Risk reduction 

A BPM tool provides visibility into business processes, making it easier to spot errors. This gives organizations a way to work more efficiently and save money. It also enables processes to work at a consistently high level so they’re executed right the first time, every time. 

2. Better control of operations

No matter how good your business processes, you need to have a 360 degree view of who’s running what and where. With process management software you can access all this information in real time via an API dashboard – along with charts to help monitor progress and performance. 

3. Improved collaboration

When you’re running a lot of tasks at the same time, good collaboration is essential. Collaboration tools including messages, file sharing systems, and notifications can make communication easier and ensure everyone is on the same page in real time. This helps to reduce data redundancy and fix business issues quickly. 

4. Agility via automation

A key feature of business process management software is the ability to create smooth design processes so that changes can be made rapidly and easily to suit the needs of an organization. 

5. Increased productivity

A process management solution can measure process performance when integrated with your business processes data storage systems. Then you can quickly see and identify endpoints that need improvement and maximize revenues. By getting rid of bottlenecks you can eliminate redundant processes and make improvements that will increase performance. 

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How to successfully implement process management software in your business

It’s a good first step to be aware you need to streamline your business processes, but actually putting it into practice can be tricky. It’s not enough to simply have processes in place, they must be properly implemented. 

Creating a process shouldn’t be static, or about presenting others with rigid documentation that doesn’t have their input. This won’t deliver the consistency and efficiency benefits that process management should be delivering. 

To achieve optimum efficiency in processes, you need to integrate them with workflows and make process creation a team effort. Teams should be able to contribute and potentially own process. Here are a few ways to help you get things right – from the start.

1. Take an objective approach

If you want to implement robust processes, you need to step back and look at the big picture. It’s often difficult to see the things that made your business a success if you’re too involved. You need to hand over daily tasks to junior staff, and this won’t work if you store everything in your head. Ask yourself how you can remove yourself from every aspect of running your business. 

If you deal with clients, how can that service be replicated? While you may be used to managing clients in a specific way, what’s obvious to you may not be obvious to other team members. You need to work out how to break things down into repeatable optimized processes. 

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2. Be flexible

Don’t set business rules in stone or try to get others to do everything the way you do yourself. If your processes are too rigid you could create an inflexibility in the company that means you can’t respond to changes. Allow some leeway, and remember that people should be given the responsibility to make sensible decisions and modify changes if necessary. 

As they carry out tasks, employees will begin to develop insights into the processes from close up, and they are therefore capable of identifying if and how processes could be improved. 

3. Empower don’t control

Process should be seen as a way to empower rather than control your team. It’s important that everyone is onboard with the processes from the start, and understand how they will interact with them. Processes shouldn’t be looked at as a series of boxes to be ticked, but tools your employees need and appreciate, and that are in place so they can do their jobs better. 

You need to determine which tasks can be automated via which systems – and what your team needs information-wise to be able to implement them. 

Need to systemize your business and make growth easy?

Get it right, every time.

Must-have features of process management software

When you’re searching for process management software, make sure it has the following capabilities:

  • Be user-friendly with an intuitive user interface that allows you to utilize its functionalities code free. Then you can create processes and forms, as well as capture insightful information on how each process flows, so team members are on the same page.
  • Seamless integration with a variety of different tools to ensure good project management and that employees can share data and resources easily and efficiently.
  • Real-time analytics, to understand which processes are being used, and how successful they are. A BPM platform should be able to track both the success and failure of processes via metrics, and allow you to create visualizations, such as gantt charts, along with the ability to take steps to facilitate improvements and ensure compliance.
  • Be capable of process mapping with visual workflows and allow you to create an audit trail of any changes to process and workflows to support compliance.
  • Embrace mobile optimization so that team members can create their own working environment and access the software remotely from a smartphone. 
  • Offer relevant process templates, but also give you the ability for customization so that processes are built around your company and its requirements.

When Does It Make Sense to Invest In Business Process Management Software?

#1 – Zoho Creator — Best For Most

Zoho Creator Logo

Zoho Creator

Best For Most

Create custom applications to streamline and optimize your business processes using this low-code platform. Seven million users with more than six million apps created. 50+ pre-built templates with various industry-specific solutions available. Free plan with one application to try it out. Paid plans start at $10 per user per month, making it the most affordable option on this list.>> 15-Day Free Trial

Zoho Creator is the most affordable option on this list. And it’s also perfect for anyone interested in creating custom applications to streamline and optimize their business and why we have it best for most users on this list.

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This low-code platform makes the process easy, regardless if you know how to code or not. And they’ve helped over seven million users create more than six million apps for everything you can imagine. 

From simple applications to complex systems, Zoho Creator helps you amplify and streamline app development with features like:

  • An ecosystem of visual builders
  • Built-in code editors
  • 50+ pre-built templates
  • Workflow automation creator
  • Pre-built connectors
  • Multi-device support
  • Advanced user access
  • Forms, analytics, and AI
  • Notifications and reminders
  • Online payments

Furthermore, you can publish and share entire apps or small pieces and decide who gets read, write, and edit access to everything. Plus, every app you create is fully customizable to match your brand for a white-glove experience which just another reason more and more users start and stay with this business process provider. 

They also offer industry-specific solutions for education, logistics manufacturing, non-profit, and retail as well as remote work and digital workplaces to empower teams across industries working anywhere in the world. 

You can create a free account to get started, ideal for any user looking to see what this is all about at no risk.

However, you can only build one application. And their paid plans are affordable for teams of all sizes. So, I highly recommend upgrading once you decide if Zoho’s right for you. 

Pricing plans include:

  1. Basic — $10 per user per month (up to three applications)
  2. Premium — $20 per user per month (up to 50 applications)
  3. Ultimate — $35 per user per month (unlimited apps and minimum of 10 users)
  4. Enterprise — Custom pricing (starts at 200 users)

And if you need more functionality, their Plus Edition plan includes access to Zoho Creator, Flow, and Analytics for $40 per user per month with a minimum of ten users. 

Start your 15-day free trial to take Zoho Creator for a test drive today!

#2 – Process Street — The Best BPM for Small Businesses

Process Street Logo

Process Street

Best for Small Businesses

Simple and powerful business process management software built specifically for non-technical users. Create recurring tasks, checklists, and automated workflows with the intuitive drag and drop process builder. Collaboration tools and pre-built templates included. Pricing starts at $12.50 per user per month.>> 14-Day Free Trial

Many BPM tools are complicated and explicitly built for tech-savvy teams. However, that’s not the case with Process Street. It’s simple, powerful, easy to use, and affordable, making it perfect for small businesses without dedicated IT support. 

Plus, companies like Airbnb, Spotify, and Gap leverage Process Street to simplify and automate their business processes as well. So, it’s not reserved for small businesses by any means. 

The software makes it easy to turn recurring tasks, checklists, and workflows into automated processes that run in the background while you focus on other aspects of running your business. 

Furthermore, you get access to features like:

  • Drag and drop process building
  • Workflow and checklist assignees
  • Completion notifications
  • Conditional if/then logic
  • Advanced approval processes
  • 1,000+ integrations
  • Form-based data collection
  • Rich media and content
  • Scheduled checklists
  • Internal conversation tool

You can use Process Street for processes like employee onboarding, monthly reporting, building maintenance, candidate screening, invoice generation, and more. 

Plus, their pre-built template library can help you kickstart the setup process to get your workflows and automations going as quickly as possible. 

You can use them as a baseline for your unique business processes, so you don’t have to start from scratch. 

Process Street offers three different pricing plans, each of which comes with unlimited processes, templates, and checklists. Those plans include:

  1. Basic — $12.50 per user per month
  2. Standard — $25 per user per month
  3. Enterprise — Custom pricing only

Snag your 14-day free trial to take Process Street for a test drive today.

#3 – Pipefy — The Best BPM for Customization and Flexibility

Pipefy Logo

Pipefy

Best for Customization

Highly flexible business process management software trusted by IBM, Warner Brothers, and Volvo. All of the automation, communication, visualization, and organization tools you need to streamline and automate business processes in any department. Pre-built processes and a limited free plan are available. Paid plans start at $18 per user per month.>> Try it for Free

Pipefy is a workflow management software at its core. However, the flexibility level makes it the most customizable solution perfect for anyone interested in a flexible way to optimize and improve their business processes. 

At least teams at companies like IBM, Warner Brothers, Toyota, and Volvo think so. 

This solution works by combining all the organization, automation, and communication tools you need into one platform. 

And they understand that processes look different from department to department and business to business. Because of that, you can customize every process you create phase by phase with conditional fields, integrations, and intuitive automation features. 

However, Pipefy doesn’t just help optimize your processes. It enables you to visualize them too. 

When you sign up, you can start:

  • Automating tasks and processes with triggers
  • Uploading info from anywhere (i.e., forms or emails)
  • Visualizing due dates, progress, and workloads
  • Creating approval flows
  • Connecting processes
  • Sending automated emails
  • And more

They also offer prebuilt process templates for specific teams, including finance, customer service, human resources, and marketing. 

Pipefy offers a limited free plan that lets you create simple automations and workflows, use their prebuilt plug-and-play templates, and share public forms. However, I highly recommend upgrading to a paid plan once you decide it’s right for you. 

Each paid plan comes with unlimited workflows, users, and cards, whereas the free plan significantly limits your usage. Paid plans include:

  1. Business — $18 per user per month
  2. Enterprise — $30 per user per month
  3. Unlimited — Custom pricing only

Sign up for a free forever plan to see if Pipefy is right for you today.

#4 – Kissflow — The Best All-in-One Business Management Software

Kissflow Logo

Kissflow

Best All-in-One Management Software

Kissflow’s Digital Workplace solution combines process, project, and case management with all the collaboration features you need. Kissflow Process is a powerful standalone BPM software built for non-technical users. Task management, dynamic routing, and visual workflow builder included. Trusted by Pepsi, Uber, Dominos, and Rockwell Collins. Process paid plans start at $360 per month for up to 30 users.>> Try it For Free

Kissflow is a bit different than the other options on our list. They offer various business management tools, one of which is a business process management software. You can pick and choose between their tools or opt for an all-in-one solution. 

The Digital Workplace solution includes process management, project management, case management, and collaboration tools. 

So, it’s an excellent choice if you’re looking for a robust, all-inclusive system to run your business. 

However, if you don’t need all of those tools, their process management software is powerful on its own. It includes features like:

  • Completely customizable fluid forms
  • Drag and drop visual workflow builder
  • Advanced user access controls
  • Customizable reports and analytics
  • Process optimization options
  • Dynamic routing and business rules
  • In-depth task management
  • Internal activity feeds and doc sharing

You also get access to more advanced features, including SLA monitoring, dynamic task assignment, extensive rest APIs, and smart alerts. 

Kissflow Process includes everything you need to create, visualize, automate, and optimize your business processes from day one. It’s easy to use, even for non-technical users, and you don’t need to know anything about coding to build a robust system. 

Plus, it’s hard to go wrong with an impressive customer base including Pepsi, Uber, Dominos, and Rockwell Collins. 

Process pricing plans include:

  1. Starter — $360 per month for up to 30 users
  2. Growing — $490 per month for up to 50 users
  3. Enterprise — $1,000 per month and starts at 100 users

The all-inclusive Digital Workplace software starts at $480 per month for up to 30 users and includes four of Kissflow’s business management tools with a more robust set of features.

Sign up for a free trial to see if Kissflow is right for you today!

#5 – Kintone — The Best for Nonprofit Organizations

Kintone Logo

Kintone

Best for Nonprofits

Trusted by United Way, Alzheimer’s Association, and LiveWell Colorado. Specialized business process management solution for nonprofits at a highly discounted annual rate. Thousands of pre-built applications added daily. Task management, visual automation builder, and built-in collaboration tools included. Nonprofit plans start at $300 per year for up to 50 users, making it $0.50 per user per month with a free trial available.>> Try it For Free

If you’re a nonprofit organization looking for an affordable way to streamline, automate, and optimize your business processes, Kintone is a smart choice. 

Today, they help empower nonprofits like United Way, The Locker Project, Alzheimer’s Association, and LiveWell Colorado. 

Their specialized business process management solution is built exclusively for nonprofits, and it’s offered at a significantly discounted rate. From fundraising to automating routine tasks, the software exists to help you amplify your impact without breaking the bank. 

With Kintone, you can manage your contact information, automate donor outreach, mobilize specific programs, and create custom workflows or applications to help you and your team save time while changing people’s lives. 

Their other powerful features include:

  • 1,000s of new pre-built applications added every day
  • Numerous integrations and add-ons 
  • Advanced user-based permissions
  • Endless app customization
  • Intuitive task management
  • Completely custom automated workflows
  • Accessible on every device
  • Built-in conversation and collaboration tools
  • In-depth analytics and reporting

Plus, it’s all 100% code free and perfect for non-technical users—no IT support required. 

There are tons of pre-built applications, including project management, recruitment, expense reporting, equipment management, travel, photo records, and more. 

Alternatively, you can create your own from scratch with Kintone’s intuitive drag and drop application builder. Plus, you can integrate your apps with the tools you’re already using to run your organization. 

Nonprofit pricing starts at $300 per year for up to 50 users. This breaks down to $.50 per user per month, making it incredibly affordable for nonprofit organizations of all sizes. 

Sign up for a free NPO trial to take Kintone for a test drive today!

#6 – iGrafx — The Best Enterprise-Grade BPM

iGrafx Logo

iGrafx

Best Enterprise-Grade BPM

Custom-fit business process management solutions for enterprise businesses interested in bringing their visions to operational reality. Cloud-based platform that adapts to meet your specific needs. Specialized solutions for seven different industries included. Custom pricing only with a 30-day free trial to test it out.>> 30-Day Free Trial

If you’re an enterprise business interested in bringing your visions to operational reality, iGrafx is the leading enterprise-grade business process management software on the market. 

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They understand that bringing your business ideas to life is much easier said than done. 

So, they created a custom-fit solution to help you find clarity within your business processes to drive forward change. 

With iGrafx, you can:

  • Digitally transform and automate essential processes
  • Optimize and personalize the customer buying experience
  • Systemize risk and compliance with legal regulations
  • Improve quality and information management processes
  • Manage and systemize fluid processes over time
  • Create department-to-department alignment

They don’t call themselves a business transformation platform for no reason. Their cloud-based platform lets you conquer modern challenges with strategic, optimized, and automated business processes across your entire business. 

Plus, it’s designed to adapt to meet your needs rather than the other way around. 

iGrafx offers products to help with capture and discovery, optimization, workflow automations, RPA acceleration, journey mapping, risk and compliance, and performance management. 

On top of that, there are specialized solutions for seven different industries. 

Because every deployment is custom-fit to match your business, you have to contact their sales team to learn more about pricing and finding the optimal solution. However, you can get started with a free 30-day trial to evaluate the product against your needs beforehand. 

Snag your free trial to get started with iGrafx today!

#7 – Creatio Studio — The Best Free BPM Software

Creatio Studio Logo

Creatio Studio

Best Free BPM Software

Powerful free plan that lets you build processes, store them in your own library, export and import from other tools, collaborate in real-time, and create extensive process documentation. Emphasis on collaboration tools and ease of use. Paid plan available if you outgrow the free plan, starting at $25 per user per month with a free 14-day trial to test it out.>> Get Started For Free

If automation and business processes are new to your business, or you’re on a tight budget, Creatio Studio offers an excellent free plan you can use to test the waters. 

Studio is a low-code platform designed to turn everyone into a developer. It helps empower non-technical users to create full-scale applications and automated processes without writing a single line of code. 

Furthermore, they emphasize collaboration and ease of use. And according to them, building processes is as easy as playing with Legos thanks to their drag-and-drop environment. 

The software lets you quickly build user dashboards, set up machine learning algorithms, define dynamic structured and unstructured processes, automate workflows, and more. 

More specifically, the free plan comes with an impressive set of features, including:

  • Intuitive drag and drop process builder
  • Your own process library
  • Export and import from other process tools
  • Collaboration and sharing features
  • Comprehensive process documentation

So, it includes everything you need to get your feet wet with business process automation and hands-on management before making any investments. 

And if you outgrow the free plan, you can upgrade to the paid plan for $25 per user per month. It includes complete access to all of its powerful business process management features, including case management, mobile applications, core configuration, and more. 

You can try the paid plan free for 14 days to see if the enterprise solution is right for you. 

Sign up for a free account to get started with Creatio Studio today!

Methodology For Choosing The Best Business Process Management Software

Now that you know our top recommendations, it’s time to talk about how we chose these products and how you can make the right decision for your team and your business. 

So, be sure to include the following considerations when making your final decision. 

Number of Users

Most business process management tools charge per user per month. 

Furthermore, some plans have a minimum or a maximum number of users. So, it’s crucial to understand how many user roles you need before making any decisions. 

Your Use Cases

What do you hope to do with BPS software? 

It may help to start by documenting and outlining your current business processes. From there, you can identify areas that need improvement, process bottlenecks, and specific use cases for your new software. 

I highly recommend creating a comprehensive list of everything you want to automate and optimize. You can then use it when comparing different services and when you talk to each software’s sales team to make sure it does what you want it to do. 

Furthermore, most options on this list come with pre-built templates you can start with. 

So, keep your use cases in mind as you explore their templates since these can help you save tons of time and simplify the setup process. 

Automation Features

Every option on this list includes a drag and drop visual process builder. However, the features beyond that vary from software to software. 

And it’s essential to find a business process management solution that does everything you need it to. So, carefully consider which automation features you may need, including:

  • Automated task management and assignments
  • Dynamic optimization options
  • Routing and business rules/logic
  • Customizable fluid forms
  • Pre-built process connectors
  • Advanced modeling features
  • Integrations with other software
  • Real-time analytics
  • Machine learning

It’s also critical to understand what you don’t need, so you’re not stuck paying for advanced features you’re never going to use. 

Collaboration Features

The best business process management software includes collaboration and communication tools that make working with coworkers and clients easy. Different tools offer different features, so it’s crucial to know what you need. 

Do you need to collaborate in real-time? Maybe you need a comments section or extensive process documentation to share with stakeholders or other departments. 

Perhaps you want to share processes while controlling who can read and write. 

Make sure you carefully consider the collaboration and communication features you need before making any decisions. 

Integrations

Make a list of every tool you already use to run your business. Why? Because it’s imperative that your BPM software seamlessly integrates with what you’re already using. 

Otherwise, you’re making your life much harder than it needs it to be. 

Be sure to consider:

  • Accounting software
  • Invoicing tools
  • Document management
  • Email platforms
  • Website builders
  • CRM solutions
  • Customer service tools
  • Project management
  • Client/vendor managment
  • Analytics software

Really dig deep and make sure the BPM software you choose plays well with everything you’re using today. It may help to bring your list to their sales team to make sure. 

Image source

What are the benefits of a business process management system?

As a business grows it becomes impossible to personally oversee everything. You can’t be constantly putting out fires, so you need to be sure your team can handle the business processes in the same way you would. This means you need to implement standardized processes across business workflows. 

1. Risk reduction 

A BPM tool provides visibility into business processes, making it easier to spot errors. This gives organizations a way to work more efficiently and save money. It also enables processes to work at a consistently high level so they’re executed right the first time, every time. 

2. Better control of operations

No matter how good your business processes, you need to have a 360 degree view of who’s running what and where. With process management software you can access all this information in real time via an API dashboard – along with charts to help monitor progress and performance. 

3. Improved collaboration

When you’re running a lot of tasks at the same time, good collaboration is essential. Collaboration tools including messages, file sharing systems, and notifications can make communication easier and ensure everyone is on the same page in real time. This helps to reduce data redundancy and fix business issues quickly. 

4. Agility via automation

A key feature of business process management software is the ability to create smooth design processes so that changes can be made rapidly and easily to suit the needs of an organization. 

5. Increased productivity

A process management solution can measure process performance when integrated with your business processes data storage systems. Then you can quickly see and identify endpoints that need improvement and maximize revenues. By getting rid of bottlenecks you can eliminate redundant processes and make improvements that will increase performance. 

Image Source

How to successfully implement process management software in your business

It’s a good first step to be aware you need to streamline your business processes, but actually putting it into practice can be tricky. It’s not enough to simply have processes in place, they must be properly implemented. 

Creating a process shouldn’t be static, or about presenting others with rigid documentation that doesn’t have their input. This won’t deliver the consistency and efficiency benefits that process management should be delivering. 

To achieve optimum efficiency in processes, you need to integrate them with workflows and make process creation a team effort. Teams should be able to contribute and potentially own process. Here are a few ways to help you get things right – from the start.

1. Take an objective approach

If you want to implement robust processes, you need to step back and look at the big picture. It’s often difficult to see the things that made your business a success if you’re too involved. You need to hand over daily tasks to junior staff, and this won’t work if you store everything in your head. Ask yourself how you can remove yourself from every aspect of running your business. 

If you deal with clients, how can that service be replicated? While you may be used to managing clients in a specific way, what’s obvious to you may not be obvious to other team members. You need to work out how to break things down into repeatable optimized processes. 

Image source

2. Be flexible

Don’t set business rules in stone or try to get others to do everything the way you do yourself. If your processes are too rigid you could create an inflexibility in the company that means you can’t respond to changes. Allow some leeway, and remember that people should be given the responsibility to make sensible decisions and modify changes if necessary. 

As they carry out tasks, employees will begin to develop insights into the processes from close up, and they are therefore capable of identifying if and how processes could be improved. 

3. Empower don’t control

Process should be seen as a way to empower rather than control your team. It’s important that everyone is onboard with the processes from the start, and understand how they will interact with them. Processes shouldn’t be looked at as a series of boxes to be ticked, but tools your employees need and appreciate, and that are in place so they can do their jobs better. 

ALSO READ:   Software For Business Process Management

You need to determine which tasks can be automated via which systems – and what your team needs information-wise to be able to implement them. 

Need to systemize your business and make growth easy?

Get it right, every time.

Must-have features of process management software

When you’re searching for process management software, make sure it has the following capabilities:

  • Be user-friendly with an intuitive user interface that allows you to utilize its functionalities code free. Then you can create processes and forms, as well as capture insightful information on how each process flows, so team members are on the same page.
  • Seamless integration with a variety of different tools to ensure good project management and that employees can share data and resources easily and efficiently.
  • Real-time analytics, to understand which processes are being used, and how successful they are. A BPM platform should be able to track both the success and failure of processes via metrics, and allow you to create visualizations, such as gantt charts, along with the ability to take steps to facilitate improvements and ensure compliance.
  • Be capable of process mapping with visual workflows and allow you to create an audit trail of any changes to process and workflows to support compliance.
  • Embrace mobile optimization so that team members can create their own working environment and access the software remotely from a smartphone. 
  • Offer relevant process templates, but also give you the ability for customization so that processes are built around your company and its requirements.

Top 10 process management software solutions

1. Process Bliss for ease of use and features

The Process Bliss team have worked hard to build a simple interface that users can benefit from immediately. The process workflow builder and process reports are both powerful and visually appealing – making it easier for users to learn. You can also create process as flowcharts, which is exceptional at this price point.

It also has unique capabilities around process improvement, feedback, and analytics, in order to help identify where changes need to be made.

In a growing business many employees aren’t clear about their company’s processes, leading to errors and team/management misalignment. Process Bliss can help systemise your business in a way employees can engage with, solving this problem and drives visibility and consistency.

Pros

  • Simple to use, and quick to get started
  • An affordable solution with powerful features
  • Handholding throughout to help new users

Cons

  • You may have to build your own processes (but they have a library to get you started, and a services team that can help)

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2. Zoho Creator 

Zoho Creator is low code, and great if you’re already using other Zoho products. It offers you a way to customize your business by creating customized applications. Users can make use of more than 50 industry-specific templates, though it can be expensive to access the more powerful features. 

Pros

  • Easy to build basic forms
  • Good for basic apps
  • Offers a 15-day free trial. 

Cons

  • Can be challenging to integrate with non-Zoho products
  • Reporting can be limited
  • Tutorials and support need improvement
  • More for basic app building than business process management.
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3. Process Street 

Process Street is a good process management solution for smaller businesses. You can create recurring tasks and checklists, as well as automated workflows intuitively via a drag and drop interface. However, it can be hard for first time users to understand the interface, and, while it can be used to create more advanced workflows, it can be difficult to visualise them. 

Pros

  • Strong form building capabilities, that can have dependencies on process flow
  • Large number of templates 

Cons

  • No process flowchart view
  • Pre-built templates are of varying quality
  • Reports don’t always show detail well
  • Many useful features are more expensive 

4. Pipefy

Pipefy is a very flexible low-code platform that’s trusted by a host of enterprise level companies from Warner Brothers to Volvo. Pipefy combines organization, automation, and communication tools into one. It focuses on approval flows and request management, as well as having a strong form builder. While it does provide a free tier with limited features, it can be expensive to unlock the more advanced elements. 

Pros

  • Good for approval flows
  • Has a Kanban view
  • Easy to create custom processes from scratch
  • Had pre-built plugin templates 

Cons

  • Has a steep learning curve
  • Can quickly become expensive.

5. Kissflow

Kissflow offers a variety of tools, and one of them is business process management software. It comes with customizable forms, a drag and drop workflow builder, and advanced user controls, as well as full reports and analytics. 

Pros

  • Clean interface
  • Supports form capture
  • Includes an API if you have a development team 

Cons

  • Can be challenging for new users
  • Expensive compared to similar tools
  • Platform can be quite slow. 

6. Kintone

Kincode is a no-code application building platform, but can also accommodate process. It supports API integration, as well as offering basic database functionality. Good for nonprofit organizations, Kintone is trusted by a host of charities including the Alzheimer’s Association and LiveWell Colorado. 

Pros

  • From finance and fundraising, to automating recurring tasks, the software helps to manage contact information, donor outreach activities, and other programs. 

Cons

  • It can be hard for new users to get to grips with the system
  • Can get expensive quickly (although there are discounts for not-for-profit business users)
  • It can require a lot of effort to initially build things.
  • Lack the ability to export apps as a mobile app and add branding to it. 

7. iGrafx

iGrafx might be up your street if you’re an enterprise organization looking to bring your visions to operational reality. 

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With iGrafx, users can digitally transform essential processes and optimize the buyer experience. 

Pros

  • The software enables businesses to systemize risk and compliance, and improve the quality of information processes. 
  • They have tools to help with journey mapping and performance management. 

Cons

  • Initial configuration of journeys can be overwhelming
  • Depending on the size of your business, it can be quite expensive 

8. Studio Creatio for workflow automation 

Formerly BPM online, Creatio is designed to help you develop no-code applications. It’s great for converting existing processes into applications with automation where possible. 

Pros

  • With drag and drop features, the software lets you build user dashboards, set up algorithms, and automate workflows. 
  • The free plan comes with an impressive array of features for process creation. 

Cons

  • It doesn’t handle workflows associated with process, unless you make use of integrations
  • The enterprise version can be pricey
  • The interface can be challenging. 

9. Monday.com

Monday.com is a powerful project management tool that helps businesses plan, execute, and implement business processes in a visual collaborative space. 

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Pros

  • It frees teams from repetitive tasks and ensures workflows and handovers run smoothly. 
  • Dashboards enable users to keep a clear overview of projects and track efficiencies and costs. 

Cons

  • In order to get the initial configuration right, you may need to import it
  • Multiple amendments can be hard to work with
  • Struggles with repeatable processes, tasks and scheduling
  • It’s not well suited to creating a process library
  • Difficult to manage tasks in a single view
  • While good for business-wide task management, it struggles at a personal level. 

10. Proworkflow

Proworkflow allows you to spend less time mentally managing projects and more time making processes a reality. The software enables users to assign staff, reschedule tasks, and track time, as well as quote and invoice at scale. 

Pros

  • The initial plan is free and includes templates you can create in seconds.
  • Custom reporting tools and tailored workflows are provided to match your business and brand. 

Cons

  • More focused on project management than repeatable processes
  • Advanced features can be expensive.

How to choose a BPM software option

If you’ve decided you need a business process management solution, but don’t know where to start, here are some pointers on finding the best BPM for you.

1. Involve the team in BPM adoption

If your employees aren’t ‘sold’ on a piece of software, they won’t use it. So why bother implementing it in the first place? It’s essential to communicate to everyone in the company all information about the proposed BPM tool that’s been selected. 

Tell the team what makes it the best business process management tool out there. How does it solve problems for your business? And how will it be used effectively in your specific work environment? It could be an idea to create some internal documents to teach team members how to use the new system. 

2. Pay attention to details

When you’re searching for the best process management system, make sure you check it has the features and capabilities you require. Dig down to the specifics, and examine the design and layout. 

Check that the BPM system has an intuitive interface, so that it will be easy to train new users. Look out for features that make the system stand out. 

3. Decide on ‘must have’ features

Discuss with teams what you really want your business process management system to do. Do you want a system that manages employee onboarding? Or one that can integrate with your workflow management software? Create a wishlist and stick to it. Factor in pricing here too – for instance, document management might be a nice perk, but is it worth extra expense?

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4. Make a list of pros and cons

This can help to identify the best business process management system for those who need a visual aid or think out loud. List-making is an effective way to reach a good decision. If you have a top five or ten BPM solutions, make two columns, and list how the system fits your business needs and what is missing. 

5. Get advice on finding the best process management system

When you’re trying to find a new software system, you’ll no doubt have questions or concerns. So if you have an issue with a particular feature, get in touch with the BPM provider and make a suggestion. They’ll want their software to work well for you and may be able to accommodate your request.

Conclusion

Business process is a term used to describe the sets of activities and tasks needed to complete a specific business objective. A documented business process is an important means of communication – it details how activities are performed, what measures and checks should be undertaken to ensure quality, and who is responsible for each step.

Business process automation software is becoming increasingly popular with businesses of all sizes. This is because by utilizing business process automation software, businesses can streamline their organization and operations, thus leading to higher revenue, customer retention and loyalty, and employee satisfaction.

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