The Best Process Management Software & Tools Compared

Process Management Software Definition: What is Business Process Management Software?

Process management works mainly towards increasing the efficiency of typical business processes, taking into consideration each business goal and the central question "Who does what, when, with whom, how, and with what means?” Apart from the aspect of optimizing functionality, it focuses on improving quality, increasing flexibility, and lowering costs. The main practical activities revolve around identifying, designing, documenting, implementing, long-term controlling, and continually developing relevant workflows.

All these areas can be effectively supported and partially automated by appropriately coordinated process management software (also written as "process management software"). The market offers both solutions specialized in individual segments such as process modeling software/process representation software, process planning software, or process analysis software, and comprehensive process management tool collections.

The possible applications are diverse: corresponding programs can be used in practically all departments of a company and in numerous use cases, for instance in accounting for financial accounting, in marketing for placing advertisements, or in sales for addressing customers.

At its core, a broadly equipped process software provides managers with a graphical interface for visualizing and modeling processes. Different process variants can be set up, simulated, and evaluated within the system. The results are then compared with previously defined KPIs. The optimal process is gradually worked out. You do not have to put the process into operation as a runnable application. Ultimately, the solution helps with the implementation of the respective process and enables continuous monitoring.

Why should companies use a process management tool?

The entire business success of companies depends on smoothly running and ideally coordinated processes. Ideally, the processes should work in perfect harmony both within the individual departments and across departmental boundaries. However, this is rarely the case in any company. Many companies struggle with isolated processes. Very few have the bigger picture in mind.

Moreover, most processes are not very flexible. This constitutes a significant shortcoming, as companies today face unprecedented changes in the markets, relevant technologies, legal regulations, not to mention societal or customer-specific expectations. In the context of such further developments, prompt reactions with impactful process coordinations should be aimed for in order to achieve optimal competitiveness.

Ideally, a constant flow should exist in process development. This opportunity allows for faster and more goal-oriented adjustments. Furthermore, the performances of new processes and the impact of changes made can be better predicted with such a continuous approach. Therefore, bottlenecks or weaknesses can be identified or excluded early on. Redundancies and error-prone tasks can be identified more safely. On the other hand, particularly useful methods and ultimately powerful best practices can be highlighted.

Employees also benefit from a correspondingly intensive or holistic and continuous engagement with process improvement. They are often under high pressure to perform. Through the optimization of processes, which normally involves a tightening of tasks, automation of recurring work, and/or a clear definition of responsibilities, employees are given more freedom. They can focus more on their core tasks and hence experience less frustration in their everyday work.

All these effects can be achieved with a properly coordinated and applied process management software with comparatively little effort. It offers vast opportunities for increasing process efficiency on numerous levels under a holistic view of (the most important) business processes. At the same time, it supports a more agile approach, offers the opportunity to significantly reduce risks or highlight large potentials and increases employee satisfaction.

How does process software work?

Of course, the way process software works is largely determined by the integrated features. The following elements are typical.

• Visual process representation: Process management software is often primarily software that allows processes to be depicted. Usually, workflows can be constructed and visualized in a digital environment using a process or workflow editor with simple drag-and-drop functions. Depending on the method (e.g., Kanban or Kaizen), the illustration can take many forms.

• Automation of processes: With software for business processes, companies can automate many tasks. This means that designed and optimized processes are executed without human intervention. This can contribute enormously to improved efficiency, cost savings, and more satisfied employees.

• Modeling and Simulation: Business process management software can offer users powerful modeling and simulation features. This enables managers to set up different process scenarios, simulate them, and thus determine the optimal process sequence. After extensive testing, the process can finally be implemented.

• Monitoring and tracking: Process optimization software often offers various tools that allow companies to monitor and track all aspects of their business processes. This provides the opportunity to measure all relevant services (in real-time) and make necessary changes if needed.

• Analyses and reports: A process program also often offers analysis and reporting functions that help companies evaluate their process data more effectively. If required, detailed reports can be created, giving managers an optimal overview of their processes.

• Collaboration tools: Process optimization is teamwork. Corresponding software also often contains tools for collaboration so that teams can collaborate efficiently from any location. This improves communication between those responsible, encourages teamwork, accelerates decision-making, and maximizes productivity.

• Integrations: Modern software for business process management can easily be integrated with other process-relevant applications. This enables seamless data exchange and ultimately comprehensive technological support. This ensures that all processes within a company can be optimized and controlled efficiently.

• Security features: A process management program regularly uses very sensitive data, especially for organizing very business-critical processes. Therefore, corresponding tools are normally designed to provide the highest level of data security. Encryption, various levels of access control, and permissions are common security elements. They assure centrally to protect sensitive information from unauthorized persons and potential threats of cybercrime.

What are the advantages and disadvantages of process workflow software?

A detailed explanation of the main arguments for using process software has already been given above. Here, the most important benefits are summarized clearly.

• Streamlining of processes: Software for managing business processes can contribute to automation and ultimately to enormous rationalization of processes within a company. Users can easily track these advancements and centrally manage specific tasks. This can significantly reduce the effort for simple, repetitive, but time-consuming tasks.

• More efficient use of resources: Through the rationalization and automation of processes, software for managing business operations helps not only save time but also use (human) resources more efficiently. Also, those responsible can relatively easily monitor central activities with the system and thus identify possible problems or potentialities. These insights can subsequently also be used for more resource-saving operations.

• Improved collaboration: With software for process management, teams can collaborate more effectively in optimizing all possible business processes. The great advantages lie naturally in the many specialized tools that such a solution usually includes. Furthermore, it forms a central platform where all corresponding to-dos and data converge. On top of that, it can easily be accessed from any location or any internet-enabled device (at best).

• Fewer human errors: A centralized approach and automated processes significantly reduce the risk of human errors. Data and procedures are provided to all concerned persons according to given standards. Everyone involved works on the same processes and the same steps on such a platform. Double processing and actions outside of compliance are thus practically excluded.

• Better compliance with regulations: Many companies must adhere to certain regulations or standards in their processes, which have been set by governmental or international institutions. Process management software allows the most important guidelines to be applied to specific procedures and offers automated workflow functions with which compliance requirements can be comfortably met. Teams ideally have no other choice than to work according to the laid down guidelines.

• Cost reduction: By rationalizing at different levels, software for business process management reduces costs for personnel and other important resources. It also contributes to improving accuracy, which can lead to further cost savings. In the end, fewer opportunities get lost, and potentials are fully utilized. Fines due to compliance violations can be excluded.

Despite these many advantages, using process management software can also involve certain disadvantages or rather difficulties. The following problems occur frequently.

• Return on Investment (ROI): The biggest problem related to process software often concerns the understanding of the ROI. While it is usually recognized that efficiency gains are made through such a tool, measuring it, let alone forecasting it, is challenging. Therefore, the enforcement or legitimacy to management is often laborious, and the overall internal acceptance is hindered. Especially since such a program can be quite costly.

• Integration deficits: Integration can pose another problem. For optimal results, process management software usually has to work with many other programs, i.e., read their data, simulate their use, etc. If new solutions are introduced, they may be difficult to integrate. The problem is often worse with older on-premise products. An integration here often incurs high, additional costs.

Choosing Process Management Software: How to find the right Process Manager Software?

The above process management software comparison summarizes many different options with various tools and specializations. Generally, the market is now very large. To benefit the most from a corresponding solution, those responsible must choose a program that exactly matches their conditions or requirements.

To arrive at a perfect software under these conditions quickly becomes very laborious. This research work can be made much easier by considering the following tips, and it can lead more directly to the right application.

Define needs Before considering a specific process program, those responsible should first carefully consider what their company wants to achieve with its process improvement efforts. Why is it important to optimize individual procedures, and what drives the strategy particularly – what comprehensive business goals should be achieved/supported with this?

In the course of this, it is necessary to match the current situation and the development of the company: How are the central processes handled today, and what resources are available to promote improvement efforts?

Lastly, a precise look at probable future development requirements should be taken. It is not unlikely that additional or new processes and adjusted process needs will have to be used in the foreseeable future.

Once all these insights are available, a program can be looked for which best meets these demands.

In simplified terms, the challenge is to evaluate current workflows in detail and determine which processes are worth optimizing. Scalability should definitely be taken into account when evaluating potential solutions.

Check user-friendliness Those responsible should consider who will ultimately use the software and what (technical) experiences these people have. Will the solution be used by technically skilled process specialists or by „front line“ employees? The user interface should definitely match the users' requirements. They have to be able to easily navigate through the tool so that it is finally fully utilized.

It is also worthwhile to pay attention to specific features that save the users as much time and effort as possible. These could include, for example, the automated creation of a process map based on text inputs and a functional search that can easily find processes, assets, relevant employees, etc.

Since most procedures are not static, interested parties should also think about simple change management. For example, automatic notifications that are shown on a dashboard can give users an overview of the current status of their processes and any changes needed. Specific views give managers assurance that the correct people are informed about process changes.

Interpret costs The cost is one of the most important factors for most companies when they consider a process management tool. Well-equipped solutions have their price. However, it is recommended to calculate the ROI rather than focus too much on the mere acquisition costs. The return on investment should justify the investment in the tool.

In addition, it is advisable to aim for a provider who understands your needs and treats the investment as if it were his own. A flexible, customer-oriented software provider adapts technologically and in terms of price to the respective requirements. Modular or otherwise flexibly adaptable programs and price plans are often the best way to a maximum ROI.

What does process management software cost?

The cost of business process management tools depends on many factors: primarily the size of the respective company and the complexity of the processes to be organized and the corresponding features.

In general, prices for solidly equipped solutions in the cloud start at around 50 euros per user per month. Very simple programs are even available for free. However, if you use process management tool for free, you should not expect extensive feature packages. It is somewhat different with cost-free process management software under an open-source license. Here, however, the setup and usage effort is usually also much larger.

On-premise software quickly costs 100 to 500 euros per month. One-time purchased licenses can cost up to 10,000 euros and more. If more complex requirements are met by individual solutions, the expenses quickly reach beyond 100,000 euros.