The 7 Best Process Management Software Transforming Small Design Agencies

Have you ever wondered how small design agencies flourish in the competitive market of today? It’s through harnessing the power of process management software. But what is this software, and how can it turn the tide for a small agency?

Process management software isn’t just about keeping tasks in order; it's a reservoir of data-driven insights. By analyzing workflow patterns, it provides clarity for decision-making, highlighting areas for efficiency improvements. For a design agency, this means less time guessing and more time creating.

As much as we appreciate automation, the human touch remains irreplaceable. Process management software enables teams to focus on creative design, leaving the repetitive tasks to the machines. The result? A team that's free to innovate, with software quietly empowering them in the background.

Investing in process management software may seem daunting, but the ROI speaks for itself. It’s not just about cutting costs; it’s about amplifying value. With the right software, agencies can take on more projects without sacrificing quality, directly impacting the bottom line.

What is Small Design Process Management?

Imagine if you could turn the cogs of your organization's workflow with precision, ensuring each turn aligns perfectly with your grand business vision. 

That's the magic of Design Process Management (BPM)—a meticulously designed strategy that identifies, shapes, launches, and perfects your business processes, be they powered by the latest tech or the human touch. 

The goal? To consistently hit the bullseye of your strategic targets with outcomes as reliable as the sunrise.

But don't think of BPM as a one-and-done deal. It's more like a garden that needs constant tending—your business processes are the plants that will wither without continual care and refinement.

 Technology steps in as the gardener's best tool, with BPM software automating and keeping a vigilant eye on your processes from start to finish.

Let’s take a quick tour of BPM's core activities:

• Modeling: This isn't just drafting; it's the art of visually mapping your business process, capturing every task and transition like an intricate blueprint.
• Analysis: Here, you're the detective, examining the nitty-gritty of how your processes function and finding clues on how to boost efficiency.
• Design: It's time to wear your innovator's hat, strategizing process enhancements that aren't just tweaks but game-changers.
• Execution: Bring those plans to life, transforming your designs into active, robust processes.
• Monitoring: Keep a keen eye on your process vitals, ensuring they're performing as expected and adjusting as needed.
• Optimization: Use data-driven insights to finetune and enhance, making good processes great.
• Reengineering: Sometimes, a process needs a complete makeover to deliver the results you seek.

With BPM, you're not just running an organization; you're conducting an orchestra of operations, each playing in sync to create a symphony of business excellence.

Essential Features of Process Management Software for Design Agencies

When selecting a process management software for a creative agency, the platform needs to not only accommodate the standard project workflows but also the dynamic and fluid nature of creative work. Here’s a curated list of features that creative agencies should look for:

1. Intuitive User Interface (UI)

An intuitive UI is non-negotiable for creative minds to quickly adapt to the software. Look for a platform that offers a clean, easy-to-navigate interface that minimizes the learning curve and lets your team focus on creativity, not complex navigation.

2. Robust Task Automation

Creativity thrives when mundanity is minimized. The software should have robust automation capabilities that handle repetitive tasks—like status updates and reporting—freeing up creative professionals to focus on the core aspects of their projects.

3. Flexible Workflow Customization

Every creative agency has its unique processes. The ideal software should offer customizable workflows that can be tailored to fit specific project needs, client requirements, and the agency's operational style.

4. Real-Time Collaboration Tools

Creative work is often a team effort that requires constant communication. A process management tool should facilitate real-time collaboration, including file sharing, instant messaging, and live document editing.

5. Project Visualization Tools

Visual tools such as Gantt charts, Kanban boards, and mind maps help in planning and visualizing projects from start to finish, providing clarity and better management of the creative process.

6. Integration Capabilities

The software must seamlessly integrate with other tools commonly used in creative agencies, such as Adobe Creative Cloud, CRM software, and communication platforms, to ensure a connected and efficient workflow.

7. Resource and Time Management

Look for features that allow tracking of time spent on tasks and managing resources effectively. This helps in ensuring projects stay on budget and deadlines are met without overtaxing the team.

8. Access Controls and Permissions

Sensitive creative work requires controlled access. The software should offer comprehensive permission settings to ensure that only authorized personnel can view or edit certain documents or areas of the project.

9. Comprehensive Reporting and Analytics

Data-driven insights can help fine-tune processes and increase efficiency. The right process management software will offer reporting tools that track performance metrics and provide analytics on project progression.

10. Scalability

As your agency grows, so do your projects and client base. The software must be scalable, capable of growing with your business without the need for frequent platform changes.

11. Client Access Portals

Offering clients, a portal where they can view progress, provide feedback, and make approvals can streamline the review process and enhance client satisfaction.

Read More: Top 6 Free Client Portal Software That You Must Try in 2023

12. Support and Training

Ensure that the software provider offers excellent support and training resources to help your team make the most of the platform.

By prioritizing these features, creative agencies can select a process management software that not only streamlines their operations but also enhances their creative potential, leading to better project outcomes and satisfied clients.

Best Process Management Tools for Small Design Agencies

An extensive selection of business process automation software and tools is available, each offering distinctive capabilities.

For optimal outcomes, it's crucial to carefully evaluate each option by considering their functionality, cost, advantages, drawbacks, and features. We will explore such solutions to empower you with the knowledge needed for a well-informed choice.

1. Microsoft Power Automate

This BPA solution enables you to prioritize essential business activities while automating the remainder. By simplifying repetitive processes, it aids in cutting down operational expenses and bolstering efficiency.

The system grants businesses the ability to scale their automation securely through the use of low-code and AI innovations. Furthermore, it comes with a variety of connectors, simplifying the integration with current applications and systems for users.

Core Features

• Cloud flows
• Robotic process automation
• Business process flows
• AI builder
• Process mining
• Task mining
• Multiple templates
• Low-code drag-and-drop tools

Pros

• Microsoft Power Automate is highly responsive, making it extremely easy to use.
• This BPA software supports flow between multiple apps. Therefore, it will work seamlessly between several apps.
• Power Automate is flexible and can be used to automate various workflows.
• This software simplifies development by allowing users to use its low-code visual interface to create workflows faster.

Cons

• Users must buy extra licenses and software purchases or get plans from other vendors, which can be frustrating.
• Microsoft Power Automate does not have proper guides and training modules compared to other tools.
• This software can only be used within the MS Office environment.
• The company lacks sufficient documentation and support, making it difficult for users to troubleshoot problems and find solutions.

2. Kissflow

Have you ever felt overwhelmed by the sheer volume of repetitive tasks in your daily workflow? What if you could set those on autopilot and focus on what truly matters in your business? Kissflow process management software promises just that – turning complexity into simplicity.

Kissflow is the ally of growing companies, designed with the foresight that businesses will scale and thus require systems that can autonomously handle tasks with minimal human intervention. 

Picture this: new employees are onboarded smoothly without the need for constant supervision, purchase requests navigate through preset rules seamlessly before reaching approvers, and team leads effortlessly requisition additional assistance through an automated system.

Core Features

• Process Automation: Automate repetitive tasks and processes to streamline business operations.
• Custom Workflow Creation: Tailor workflows to fit specific business needs without extensive coding knowledge.
• Cloud-Based: Accessible from anywhere, facilitating remote work and on-the-go management.
• Robust Integration: Connects with Google Workspace, Salesforce, Office 365, and other apps via API.
• Real-Time Analytics: Monitor workflows and generate reports to gain insights into process efficiency.
• Role-Based Access Control: Ensure security and proper workflow by defining user permissions.
• Process Mining: Identify process bottlenecks and opportunities for optimization.

Pros

• Intuitive drag-and-drop interface.
• Customizable to a variety of business processes.
• Robust integration capabilities with major platforms.
• Streamlines approval processes and task assignments.
• Assign, track, and manage tasks with ease, ensuring accountability.
• Speed up the workflow creation process using customizable prebuilt templates.
• Scales with your business, accommodating growing numbers of users and increasing complexity of processes.

Cons

• Limited Offline Functionality
• There may be some limitations to how far processes can be customized.
• support and educational documentation are not as comprehensive as they could be.
• Primarily integrates within the Microsoft ecosystem.

3. Flokzu

Flokzu is a cloud-hosted business process automation (BPA) tool that streamlines workflow creation and management for businesses. It enables the automation of monotonous tasks, tracks process performance, and drives business optimization.

This BPA solution blends effortlessly with your existing work environment, allowing for smooth data transitions across platforms. With Flokzu, the need for maintaining side-by-side spreadsheets is eliminated as it centralizes process management.

Core Features

• Tailored reporting
• In-built databases
• Configurable visibility settings
• Extensive system integrations
• Automated email alerts
• Monitoring for issues
• Timing mechanisms
• Test environment (sandbox)

Pros

• The sandbox feature lets you trial run processes before they go live.
• Its compatibility with numerous systems simplifies integration with your company's current setup.
• The Flokzu customer service team provides outstanding assistance for any platform-related concerns.
• Being entirely cloud-based, Flokzu eliminates the need for intricate setup procedures.

Cons

• Certain essential business systems lack direct connectors, complicating integration efforts.
• Some elements of the platform offer limited customization options.
• Users have reported difficulties when attempting to retrieve data from tables.
• Flokzu’s reporting functions lack intuitiveness and depth, which might necessitate alternative methods for workflow analysis.

4. Process Street

Another standout in the realm of business automation tools is Process Street. This software simplifies process management by offering automated workflows and checklist file management. It comes equipped with a suite of features that enhance monitoring of active workflows, team collaboration, and document modification.

The visual appeal of Process Street is matched by its functionality, offering ready-to-use templates and the ability to weave into your current data ecosystems seamlessly.

Core Features

• Unified login capabilities
• Robust data protection with encryption
• Centralized repository for team knowledge
• Compatibility with a vast array of over 1,000 applications
• Hierarchical access control
• Support for multimedia files
• Rapid creation of procedural documents
• Automation of tasks with the ability to schedule workflows

Pros

• Process Street’s user-friendly design means no technical background is needed to navigate its features.
• Real-time notifications via email and mobile apps ensure that all tasks are promptly attended to.
• Customizing documentation is straightforward with the diverse templates provided by Process Street.
• Its extensive integration capacity with a plethora of business applications facilitates smooth incorporation into your existing company infrastructure.

Cons

• Access to the full suite of features requires a premium plan, which could be a financial stretch for smaller enterprises.
• There are challenges in delegating templates to team members and managing permissions for subfolders without unintentionally altering the main folder's settings.
• Some users might find the more advanced functionalities of Process Street to be slightly intricate and demanding additional effort to master.
• The formatting of Process Street’s checklists may not be optimized for printing purposes.

5. Smartsheet

Smartsheet stands out in the market as a comprehensive work management platform, with a particular strength in business process management (BPM). This platform acts as a centralized hub, allowing creative teams and entire organizations to collaborate on projects and tasks.

What sets Smartsheet apart is its ability to SmartSheet or automate and streamline workflows, minimizing the need for manual intervention and ensuring processes advance efficiently.

Core Features

• Comprehensive work management and BPM capabilities.
• Integration with over 100 applications for seamless workflow automation.
• Visual process design options including Kanban boards, Gantt charts, and tables.
• An extensive library of pre-built workflow templates.
• Real-time activity logging for user actions and workflow automation.
• Custom application development to enhance Smartsheet functionalities.

Pros

• Offers robust data-sharing, notification-routing, and action-triggering across numerous applications.
• Users can easily design workflows with visual tools and a variety of formats.
• Access to a rich selection of templates for automating workflows with conditional logic and regular updates.
• Ability to monitor workflows and user engagement through a real-time log.
• Customizability to build upon and extend the core features of Smartsheet.

Cons

• As a BPM tool, Smartsheet has a more limited range of pre-built connectors compared to competitors.
• Reporting features may not be as extensive or as powerful.
• Scalability can be an issue, especially for larger enterprises with complex needs.
• Performance may decline when managing large datasets, potentially slowing down operations.

6. Appain

Appian's BPM suite is strategically crafted to enable businesses to construct tailored internal tools and workflows, all within a singular, integrated workspace.

It stands as a low-code development platform where even individuals without technical expertise can easily design workflows, develop rudimentary tools, and engage with colleagues on refining business processes.

Core Features

• Process Modeling
• Workflow Automation
• System Integrations with SaaS and databases, and custom scripts using pre-built connectors.
• Analytics and Monitoring: Providing real-time insights, Appian allows users toto understand workflow efficiency better.

Pros

• Appian BPM's interface facilitates visual modeling of business processes through a user-friendly, drag-and-drop mechanism.
• The suite empowers users to create automated if-then workflows that adeptly manage task routing, data handling, document circulation, and alerting.
• Expanding functionality is straightforward, thanks to its capacity to integrate with an array of third-party SaaS platforms.
• Cosely monitor processes, pinpoint potential bottlenecks, and access in-depth analytics

Cons:

• Appian's ecosystem is not as extensive as some competitors like NetSuite, Salesforce, or SAP

7. Nintex K2

The Nintex K2 Automation platform brings to the table advanced low-code process automation that's essential for the seamless orchestration of people, data, and systems within creative agencies.

Such agencies are defined by the creativity they inject into their projects, and knowing how, when, and where work gets done is pivotal for success.

Nintex stands out by offering pre-built process maps, workflows, and RPA bot templates, all of which are designed to expedite the discovery and analysis stages of creative project development.

With these resources, a creative agency can swiftly move from ideation to execution. Moreover, Nintex has optimized its cloud infrastructure to support the demanding and dynamic environment of creative agencies.

Core Features

• Low-Code Process Automation: Simplifies the creation of complex workflows and systems integrations without extensive coding knowledge.
• Cloud-Based Performance Monitoring: Offers tools for real-time tracking of project performance to facilitate ongoing improvement.
• Pre-Built Templates: Includes a range of process maps, workflow templates, and RPA bot templates for rapid development.
• Enhanced Cloud Infrastructure: A robust multi-tenant cloud setup designed for high-performance demands.
• Application Management Capabilities: Features that allow for efficient management and deployment of creative applications.
• Data Integration Framework: An extensive framework to support seamless data flow between different systems.
• RPA and AI Integration: Incorporates robotic process automation and artificial intelligence for advanced application generation.

Pros

• Streamlined Project Management
• Reduces the time and effort required to set up and manage workflows.
• Allows team members to easily collaborate and share data and documents.
• Enables rapid prototyping and deployment of new tools and processes.
• With RPA and AI, agencies can push the boundaries of creativity and efficiency.
• Offers features that ensure projects are managed in accordance with policies and regulations.

Cons

• Integration Complexity
• Advanced features like RPA and AI may demand more computational resources, which could impact the platform's performance.
• Agencies may become reliant on Nintex for extensions and connectors, potentially limiting flexibility with third-party tools.

Also Read: Top 9 Design Agencies Serving Clients with Comprehensive Creative Solutions

Enhance your Small Design Process Management with ClientVenue

ClientVenue emerges as a strong contender, engineered to streamline and elevate the intricacies of process management in the creative sphere.

Creative agencies need a project management partner that does more than just keep projects on track—they need a system that is as dynamic and flexible as the creative process itself. ClientVenue steps up to this role, promising to not just manage but also magnify the creative prowess of your team.

It's not merely about managing tasks; it’s about inspiring teams, delighting clients, and delivering stellar creative work that stands the test of time and the marketplace's demands.

Creative agencies thrive on their ability to manage a mosaic of tasks, managing projects from ideation to final execution, all while keeping the creative spark alive. ClientVenue is the companion that ensures this spark doesn’t dim under the weight of project management.

Here’s how:

1. Intuitive Project Dashboards

Visualize your projects in dashboards that provide clarity at a glance. Jump from macro overviews to micro tasks with a single click, keeping the creative process fluid and uninterrupted.

2. Client Collaboration Portals

Share your progress with clients securely. They get a window into the creative journey, ensuring transparency and building trust without cluttering their inboxes with back-and-forth emails.

Also read: Top 7 Tools for Seamless Client Collaboration in Project Management

3. Resource Management

Understand at a moment's notice who is working on what, reallocate resources with drag-and-drop ease, and ensure that your team’s creative energy is optimally harnessed.

Read More: Top 10 Resource Management Tools for Web Design Agencies for 2024

4. Time Tracking 

Monitor how much time is spent on each creative facet of a project. Use these insights to optimize processes, quote accurately, and celebrate the efficiency of your team.

5. Cloud-based storage

ClientVenue offers boundless storage capacity for your projects, enabling you to consolidate all your project documents in a single, accessible-from-anywhere repository. This feature allows for seamless access to your files on any device, whenever you need them.

6. Task Automation

Minimize repetitive tasks with automation, granting your team more time to devote to the creative aspects that truly require a human touch.

7. Integrated Communication Tools

Discuss, debate, and decide within the platform. Whether it’s a quick chat or an in-depth discussion, keep the conversation flowing as smoothly as your ideas.

8. Real-Time Feedback and Approval Workflows

Fast-track approvals with workflows that adapt to your agency’s hierarchy and clients' preferences, keeping the momentum of your projects going strong.

9. Customizable Templates

Kick-start new projects with templates that embody best practices tailored to the unique needs of creative agencies.

Conclusion

In sum, process management is not just a cog in the machine of project management; it's the oil that keeps the entire operation running smoothly. Within this extent, ClientVenue emerges as a quintessential ally.

It doesn't merely offer a set of features; it promises a transformation in how creative agencies approach their projects. With its intuitive dashboards, collaborative tools, and a suite of process automation features, ClientVenue ensures that your team’s creative workflow is as seamless as it is innovative.

Whether it’s about harnessing the power of task automation or navigating the complexities of resource allocation, ClientVenue’s comprehensive suite stands ready to elevate your agency’s productivity.

By choosing ClientVenue, you're not just adopting a software; you're empowering your team with a robust platform designed to turn process management into a competitive advantage.

Take the leap and let ClientVenue orchestrate your agency’s success story, where every project is a masterpiece of efficiency and every task a testament to seamless collaboration.