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The Aproove guide to choosing the right Workflow Management Software for your Business

choosing right workflow management software blog Feb 24

For efficient business operations, no other factor plays as integral a role as the effective workflow management. The right Workflow Management Software (WMS) improves productivity, streamlines processes, and indeed contributes immensely to the success of your business. However, the plethora of WMS (or Marketing Workflow Software) on the market has made it imperative for business managers to ponder deeply on what software truly suits their business needs.

On the Aproove blog today, we highlight the key considerations and steps to take towards selecting the right workflow management software for your business.

Understanding Your Business Needs

Before you start the journey of choosing perfect workflow management software for your business, you need to be clear about what your organization requires. Identify their pain point and specify your requirements: how do you want to improve your current workflow processes. What is your organisation’s size? What type of business you run? How many people are working on what type of workflow, and how complex is it?


One of the key requirements for picking a WMS or Marketing Workflow Software is scalability. Your small business is going to (hopefully!) evolve as the time passes, and your WM software should evolve with it. It should be able to scale up (or down) with your business, accommodating a growing number of users, processes, and data volumes without compromising performance.

User-Friendly Interface

It is vital that any WM software has a very simple user interface. A system that is too complicated with too many different twists and turns can reduce user usage and slow down the onboarding process. You need to choose a WMS that has a simple design, with clear navigation and a simple user interface or dashboard. This will make it more friendly for the user, increase productivity and increase efficiency.

Integration Capabilities

Now more than ever, in a world of highly integrated businesses, this might be the most important thing to look for when choosing software / Marketing Workflow Software to add to your arsenal, as any piece of software that doesn’t work smoothly with other tools and systems your business relies on (think project management platforms, collaboration tools, or online proofing software) is ultimately detrimental to the workflows and operations of your business.

Customization Options

No business is identical to any other business, and its workflows might have very specific needs and requirements. Your chosen WM system should thus provide a high level of customization. This means that it should give you the ability to develop specialized forms, design a unique set of workflows, and to customize the software according to your exact business requirements. By having a customized WMS, you can now shape the software according to your specific workflows, rather than conforming your processes to a predetermined set of rigid workflows from the software.

Automation Capabilities

One of the most important reasons to use workflow management software is that it can automate some of your tasks, simplify workflows, and help you reduce that list of tasks you’ve been compiling. Consider how much automation the WMS you’re looking at offers. Does it let you automatically assign tasks to people and send them notifications by email or other means when something happens, like when a document is uploaded into your document-management system? Does it provide standard ‘triggers’ for automated actions set up according to rules? You probably already realise that automation helps to reduce errors, but just as important, it frees up time for your staff so they can focus on higher-level and more creative aspects of their work.

Collaboration Features

Collaboration is key to good workflow management, so make sure that your WMS makes collaboration easy for your team members. Are there features for @mentioning other individuals in your company? What about collaborative document sharing, real-time commenting and collaborative editing of documents? One of the best ways to promote collaboration is to bring the communication that happens on other tools into the software, creating a hub for internal communication.

Data Security and Compliance

As more operations move onto digital solutions, data security only becomes more important. Make sure your WMS meets all your data security and compliance needs. For instance, is the information stored in your system securely via encrypted user authentication and session encryption? Does the provider regularly update its security protocols? If you operate in a regulated market, such as the insurance or financial services industry, again, check to make sure that the WMS is in compliance with the industry’s standards and regulations.

Cost and Return on Investment (ROI)

Although cost is a crucial consideration in any business decision, don’t forget that the key when choosing a workflow management software is understanding how it can translate into ROI. How much will the WMS software cost on a subscription basis, or in initial implementation costs, or additional add-ons? Of course, the upfront cost is important, but think about the return – the long-term efficiencies that the software will bring to your business. A well-chosen WMS will provide a positive ROI through increased productivity, fewer mistakes, and optimised processes.

User Training and Support

New WM software should be implemented accompanied by adequate training. Therefore, prior to purchasing, examine the training material and support the vendor offers. Choose solutions that come with training guides, tutorials and responsive customer support. Also, it is crucial that the vendor proposes solutions for quick and easy projection and maintenance of the installed workflow management system.

Selecting the right software for your business is an important decision, and one that can have a significant effect on your day-to-day workflow, as well as on your future success. Considering the factors discussed above, you should be able to decide on the right software for your business based on your business needs.

The best workflow management software is the one that not only solves the challenges you have today, but that is flexible enough to grow along with the needs of your organization. Take your time to research your options, involve company stakeholders in the decision-making process, and select a WMS that can help your business get leaner and more agile over time.

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