40% loss in productivity can be attributed to task switching, according to a study. Based on this fact, businesses—and employees themselves—can reap significant benefits by stopping all the task juggling. And a good starting point is streamlining the workflow. Fortunately, there are many tools available to help you achieve that goal.
But how do you choose the right one for your organization in 2025? Don’t worry—we’ve done the heavy lifting for you. In this blog, we’ll explore the five best workflow management tools of 2025 that are transforming how businesses operate. But first, let’s unpack what workflow management tools are and why they’ve become indispensable.
What is a workflow management tool?
A workflow management tool is software designed to help businesses manage, streamline, and automate their workflows. Workflows are a series of tasks that need to be completed to achieve a specific goal, like onboarding a new hire, approving a budget, or launching a marketing campaign.
By automating repetitive tasks and providing a clear framework for managing projects, workflow management tools reduce human error, boost productivity, and ensure team members stay aligned. These tools often integrate with other software to allow seamless communication and collaboration across the organization.
Benefits of using workflow management tools
Adopting workflow management tools in your business brings numerous benefits, including:
Increased Productivity: With automation taking over routine tasks, employees can minimize multi-tasking and focus on high-value work, leading to higher efficiency and faster project delivery.
Improved Accuracy: Manual processes are prone to errors, but automated workflows ensure tasks are executed consistently and accurately, reducing costly mistakes.
Enhanced Team Collaboration: Workflow tools often come with features like shared dashboards, task assignments, and real-time updates, making it easier for teams to work together and stay aligned.
Time and Cost Savings: Streamlined workflows save significant time and reduce operational costs, allowing resources to be redirected to strategic initiatives.
Better Compliance and Reporting: Many tools offer built-in tracking and reporting features, making it easier to meet compliance requirements and analyze performance metrics.
Top 5 workflow management tools
Here are the five best workflow management tools in 2025, each tailored for specific needs and industries.
Lark - Best for all-in-one collaboration
Image source: Lark
Overview:
Lark is designed to be a digital hub for simplifying business operations by bringing all the essential functions onto a single platform. This means users won’t have to jump from app to app for different steps in the workflow, losing time and focus along the way. The app is just as easy to navigate on mobile as it is on desktop, so users can remain productive on the go and information can be promptly synchronized. Lark’s suite of features allows organizations to digitalize their workflows and become more agile and efficient.
Key features of Lark:
Messenger that works seamlessly with all Lark applications
Online document editing that supports multiple collaborators
Flexible task management, with multiple views and timely notifications
Versatile approval workflows suitable for diverse use cases
Visual dashboard for monitoring key metrics
Why it’s great:
While there are many standout features, what truly sets Lark apart is how all of them work together to create a seamless experience. You can check the team’s task progress, schedule a call, discuss in a chat, and collaborate in a document without ever leaving the app. Plus, notifications can be sent only to relevant members to keep the team aligned without cluttering everyone. Other tools can also be integrated with Lark, if you’re not ready to say goodbye to them yet.
Pricing:
Starter: $0 for up to 50 users
Pro: $12 per user/month
Enterprise: Contact Sales.
Monday.com – Best for customizable workflows
Image source: Capterra
Overview:
Monday.com is a dominant player in the workflow management space, thanks to its intuitive interface and highly customizable workflows. Whether you’re managing projects, tracking sales pipelines, or planning marketing campaigns, Monday.com can get the job done.
Key features of Monday:
Visual boards for managing tasks and projects
Pre-built templates for various industries
Integrations with tools like Slack, Zoom, and Google Workspace
Advanced automation capabilities for repetitive tasks
Why it’s great:
Monday.com is perfect for businesses that want flexibility and a user-friendly platform. With its drag-and-drop functionality and hundreds of integrations, teams can build workflows to suit their needs.
While Monday is undoubtedly a excellent choice for many, there are more robust options that might be a better fit. See how Lark compares here.
Pricing:
Free: $0 for up to 2 users
Basic: $9 per user/month
Standard: $12 per user/month
Pro: $19 per user/month
Enterprise: Available upon contact
Asana – Best for team collaboration
Image source: g2.com
Overview:
Asana is a top contender for teams looking to optimize collaboration and task management. Its clean design and robust features make it a good choice for teams of different sizes.
Key features of Asana:
Task assignments, deadlines, and progress tracking
Project timelines and Gantt charts for visual planning
Automation rules to eliminate manual processes
Integration with over 200 apps, including Salesforce and Dropbox
Why it’s great:
Asana is designed with teamwork in mind. Its straightforward task assignment system and collaboration tools ensure that everyone knows what they need to do and when, which are important considerations for remote teams.
Pricing:
Personal: $0 for up to 10 users
Starter: $10.99 per user/month
Advanced: $24.99 per user/month
Enterprise: Available upon contact
Enterprise+: Available upon contact
Zapier – Best for Integrating Apps and Automating Workflows
Image source: Capterra
Overview:
Zapier is a powerful workflow management tool, with an automation platform that connects your favorite apps to create smooth workflows. It’s great for businesses that rely on multiple tools and need them to work together.
Key features of Zapier:
Automates workflows between over 5,000 apps, including Trello, Gmail, and Shopify
Easy-to-use interface for creating “Zaps” (automated workflows)
Advanced automation options like conditional logic and multi-step workflows
Why it’s great:
Businesses looking to automate repetitive tasks across multiple platforms can put Zapier on their shortlist. One major reason is that it can automatically save email attachments to Google Drive or update your CRM when a new lead is added to a spreadsheet.
Pricing:
Free: $0
Professional: $19.99 per month
Team: $69 per month
Enterprise: Available upon contact
Trello – Best for Simple Task Management
Image source: Capterra
Overview:
Trello is a visually appealing and simple tool for managing tasks and workflows. It features Kanban-style boards that make it easy to organize projects and track progress at a glance.
Key features of Trello:
Drag-and-drop cards for task management
Power-Ups to add advanced features like calendar views and time tracking
Integration with popular tools like Slack and Google Drive
Mobile-friendly interface for on-the-go task management
Why it’s great:
Trello is perfect for small teams or individuals who need a straightforward way to manage tasks. Its simplicity and visual appeal make it an excellent choice for creative projects and personal workflows.
Pricing:
Free: $0
Standard: $5 per user/month
Premium: $10 per user/month
Enterprise: $17.50 per user/month
Get started with an intuitive and versatile workflow management tool
With a projected market value of over 22 billion in 2025, workflow management systems clearly play an important role in many businesses. A market of that size also means there are plenty of products on offer, so it’s likely that you’ll find one that’s a good fit for your business.
As an all-in-one platform, Lark is a suitable solution for a wide range of businesses. From retail to education to media, companies in these industries have adopted Lark to streamline their workflow. Lark’s automations take the grunt work off of member’s hands while a mobile-friendly design allows teams to stay connected wherever they go. Another benefit of unifying all the apps onto a single platform is cost—you can calculate your potential savings here.
Frequently Asked Questions
What is a workflow management tool?
A workflow management tool is software that helps businesses organize, streamline, and automate tasks and processes to improve efficiency and collaboration.
How do I choose the right workflow management tool?
Consider your team’s size, the complexity of your workflows, your budget, and the integrations you need. Test a few tools to see which one aligns best with your goals.
Are workflow management tools worth the investment?
Yes! These tools can help you save time, reduce errors, and improve productivity, making them a valuable investment. Additionally, there are free versions available for some products so you can try the tool risk-free to see if it’s the right fit for you.
