Building a Better Workflow: The Advantages of Custom Process Management Applications

Today's business world has undergone a digital transformation that is growing at an accelerated pace. Because of that, organizations must operate as effectively and efficiently as possible to avoid falling behind.

One of the best methods to improve operations is optimizing processes, workflow templates, and workflow automation to boost productivity, enhance customer satisfaction, and reduce waste.

However, off-the-shelf process management software and manual workflows might not provide adequate flexibility and customizable options needed to meet an organization's unique requirements. Custom process management applications offer organizations tailored solutions.
That allows organizations to drive better outcomes, track progress, and streamline business workflows through automation tools and process automation.

This article will explain all the basics you need to know about custom process management applications and its many benefits. This article will also discuss the most common challenges of manual workflows and why organizations should incorporate user-friendly and cloud-based business process management software (BPM software) in their operations.

Additionally, it will feature the best practices for implementing the software, case studies, and integrations with management applications. The most notable of these management applications include Zapier, Zoho, Kanban Boards, Slack’s Workflow Builder, Asana, Process Street, Wrike, and Jira.
This article will help you understand how custom workflows can take your business operations and process automation to the next level.

Key Takeaways
  • Workflow management is optimizing and coordinating activities or tasks for a specific outcome. Process management is the ongoing effort to analyze, optimize, and identify workflows for better customer satisfaction, quality, and efficiency.
  • The advantages of workflow and process management are abundant and have the potential to impact the success of an organization significantly. The most critical benefits it can provide include improved efficiency, enhanced quality, increased agility, reduced cost, and better employee satisfaction.
  • As the phrase implies, manual workflows are the processes people accomplish manually using spreadsheets, or pen and paper, instead of automated tools or applications. Most organizations will utilize manual workflows for critical functions.
  • However, some processes are better off automated to boost efficiency. While sticking to manual workflows still, it also comes with its fair share of challenges. The most common challenges associated with manual workflows include unnecessary time consumption, poor data quality, lack of visibility and standardization, inefficient communication, and security risks.
  • Custom process management applications are software developed and designed to automate and manage specific business processes. The benefits of customer process management applications include increased productivity, improved accuracy and consistency, and scalability.


What is workflow management?

Workflow management refers to the optimization and coordination of a set of activities or tasks required to accomplish a specific outcome. You can find workflows in virtually any business process, from customer service, which handles support and escalations, and manufacturing, which handles material acquisitions and production.

Some of the most notable examples of workflows include stages of mobile app development, steps within the manufacturing process, and phases in training a new employee. Workflow management software optimizes and designs these workflows to accomplish the desired outcomes as efficiently and precisely as possible.

That typically entails the utilization of diagrams, flowcharts, and process maps to identify improvement opportunities while also visualizing the workspace. Optimizing workflows allows an organization to respond more quickly to client needs, improve quality, and reduce costs.

What is process management?

Process management continuously analyzes, identifies, and optimizes workflows for better quality, customer satisfaction, and efficiency. It typically entails utilizing workflow management, tools, methodologies, and techniques such as Kaizen, Lean, and Six Sigma to recognize areas for improvement.

These workflow management tools, methodologies, and techniques can also help large to small businesses enhance productivity, reduce errors, and eliminate waste.

Process management is not a single instance all-in-one solution; instead, it is an ongoing effort to improve processes and workflows constantly. By managing processes and complex workflows effectively, an organization can excel to new heights through reduced expenses, better quality work, and faster response times to customer needs.

One of the most common issues with manual workflows that can ruin a business is inconsistencies or a lack of standardization. One excellent example is when different employees work on tasks differently, which can result in errors, delays, inefficiencies, and inconsistent outputs.Image by kreatikar on Pixabay

Advantages of Workflow and Process Management

As mentioned, workflow and process management are crucial tools that can assist an organization in achieving its goals. Workflow and process management can benefit organizations by utilizing best practices and technologies.

These advantages include better collaboration, increased efficiency, reduced costs, and improved quality control, which can significantly impact an organization's success. Here are the key benefits of workflow and process management.

Improved efficiency

Improved efficiency is arguably the most significant advantage of workflow and process management. Businesses can reduce errors, delays, and redundancies by creating consistent processes.

That results in organizations accomplishing more while using fewer resources in less time. One excellent example is a manufacturing organization that utilizes workflow and process management to streamline its production line.

Automating repetitive tasks and implementing standardized processes can reduce the time required to produce a product, boosting productivity and profitability.

Boosted quality

Workflow and process management can significantly enhance the quality of products and services. Consistent standards and processes ensure the performance of tasks at the highest levels.

One excellent example is healthcare, where a provider might utilize workflow and process management to ensure consistent patient care across various healthcare professionals and departments. By following established standards and procedures, healthcare providers can provide high-quality, real-time care that results in high patient satisfaction and better patient outcomes.

Increased accountability

Workflow and process management involves assigning tasks to specific individuals, which makes it easier to hold employees accountable for their work. By setting tasks and tracking progress, an organization can ensure its employees perform their duties and meet their deadlines.

One great example is a project manager utilizing workflow and process management software to ensure each team member is accountable for a specific task. It also provides that the project is consistently progressing according to the schedule.

Better communication

Workflow and process management tools help facilitate communication among team members. That ensures everyone has access to the information they need and is on the same page. By providing a centralized location for documentation and information, an organization can ensure its employees can access the data required to perform their tasks and duties.

One example is a marketing team that might use workflow and process management to ensure all team members can access campaign information and the latest marketing materials. That results in more effective and efficient collaboration and communication.

Data analysis

Workflow and process management tools assist organizations in data collection and process analysis to improve performance and identify other improvement areas. An organization can identify improvement opportunities, inefficiencies, and bottlenecks through data analysis.

One excellent example is a logistics company that might utilize workflow and process management for delivery time tracking and less efficient routing identification. That can significantly improve customer satisfaction through reduced delivery times provided by more efficient routing.

Enhanced flexibility

Workflow and process management tools are customizable to fit each company's unique requirements, allowing organizations to adapt and respond to shifting circumstances. Through the customization of processes, a business can ensure that it can meet its clients' unique requirements and react to market changes.

One great example is a software development company that might utilize workflow and process management to adjust its development process to emerging technologies and shifting client needs.

Regulatory compliance

Finally, workflow and process management tools can help organizations comply with regulatory requirements. That ensures they maintain accurate records and follow established procedures.

By documenting its activities and adhering to established processes, an organization can ensure that it meets the regulatory requirements and avoids penalties. One example is a financial services company that might utilize workflow and process management to ensure they adhere to data privacy and security regulations.

Common Challenges of Manual Workflows

Despite the many benefits of BPM tools, project management tools, and custom process management software providers, most organizations still rely on manual workflows instead of no-code, low-code, or drag-and-drop interface platforms. 

Manual workflows describe the processes that people work on manually, typically through spreadsheets or pen and paper, instead of automation software like Pipefy and Kissflow.

While manual workflows can work for most organizations, it comes with their fair share of challenges. Here are some of the most common challenges of utilizing manual workflows and how businesses can overcome them. 

Time consumption

Like any business, time is money, and manual workflows are typically time-consuming since they involve many repetitive tasks and manual labour. One example is the manual processing of invoices, which is a task that can take hours to days to complete depending on how many need processing.

Because manual workflows take up too much time and effort, it can lead to delays in critical task completions and backlogs. Additionally, it can result in many unnoticed mistakes since the manual process is prone to human errors.

To overcome this, an organization can invest in automation software and tools like, Microsoft Power Apps, and Kissflow to streamline its workflows. Automation can reduce the time spent on manual, repetitive tasks and frees employees to prioritize more critical tasks.

Lack of visibility

Another major disadvantage in utilizing manual workflows is often the lack of visibility, which makes it difficult for companies to monitor the progress of tasks. One good example is if an employee works on a specific job and then goes on leave due to sickness or vacation.

In a properly functioning workplace, idle tasks are temporarily reassigned to another employee to continue working on or complete it. However, due to the lack of visibility in manual workflows, it can be challenging for other employees to understand the task’s status. That can lead to delays, confusion, and, in some cases, detrimental mistakes that can negatively impact task completion.

To deal with this issue, an organization should implement a system that provides real-time visibility for the status of tasks. It is achievable via project management software features such as employee messaging, task progress monitoring, dashboard notifications, Gantt charts, and team collaboration.

Poor data quality

As mentioned, manual workflows are notoriously prone to human errors, which can result in poor data quality. One typical example is when an employee inputs incorrect data into a spreadsheet, which can lead to costly mistakes for the organization.

Additionally, poor data quality can result in decision-making delays since the typical decision-makers might not have access to accurate information.

Overcoming the poor data quality issue requires organizations to implement data validation checks to ensure any information encoded is accurate. An organization can also invest in automated software to detect and correct real-time errors.

Inefficient communication

Manual workflows typically rely on communication between employees, which is often inefficient. One typical example is when an employee requires information from a fellow employee and has to wait for a response that could delay the completion of tasks.

To deal with the inefficient communication problem, organizations can incorporate collaboration tools that enable employees to communicate with each other in real time. That can assist them in speeding up communication and ensuring all tasks are completed on time or even ahead of schedule.

Lack of standardization

One of the most common issues with manual workflows that can ruin a business is inconsistencies or a lack of standardization. One excellent example is when different employees work on tasks differently, which can result in errors, delays, inefficiencies, and inconsistent outputs.

To deal with that issue, an organization must implement standardized procedures and processes that guarantee consistency in employee output. Possible solutions are proper employee onboarding and implementing standard operating procedures or SOPs via software like Process Street.

Security risks

Since manual workflows are prone to human errors, it is equally prone to security risks due to their reliance on manual processes and physical documents. A typical example is when an employee carelessly leaves a confidential document in an unsecured location where individuals without permission can access it and cause a security breach.

To avoid security risk issues, an organization must invest in a digital document management system that ensures all documents are secured and only accessible to authorized personnel. Organizations  can also incorporate security protocols and access controls to protect sensitive information and confidential data.

Custom Process Management Applications

Custom process management applications are programs developed and designed to automate and manage specific business processes. These management tools are tailor-made for particular requirements of individual organizations and used for streamlining and optimizing various processes.

These processes include ordering, inventory, and customer relationship management or CRM.

The development of custom process management applications involves different programming tools and languages. It ultimately depends on what the organization requires to determine what programming tools and languages developers will use for the software.

The most popular developer frameworks and languages for custom process management applications include Ruby on Rails, Node.js, Python, Java, and . NET.

The process of developing a custom process management application entails numerous steps. These crucial steps include collecting and analyzing business requirements, system architecture design, application development, testing, and deployment into the production environment.

It is critical to ensure the software is scalable and flexible by design to adapt to shifting business requirements over time.

Custom process management applications can provide numerous advantages to an organization. These benefits include reduced human errors and manual labour, improved efficiency, boosted accuracy and data integrity, and more visibility of business processes.

By automating critical features and processes, these programs can assist organizations in saving time and money while also enhancing overall business performance and customer satisfaction.

Benefits of Custom Process Management Applications

Custom process management applications have numerous benefits that can significantly impact an organization’s success. Some of the most notable benefits of a custom process management application include increased productivity, improved consistency, and scalability.

Tailored to what the user needs

Custom process management tools can be tailored to fit an organization's unique and specific requirements. That means the program can be designed to handle specific workflows, processes, and business rules, enabling greater accuracy and efficiency in business operations.  

Increased productivity

Through the streamlining and automation of processes, custom process management software can assist organizations in reducing the time and effort needed to accomplish tasks. That enables employees to prioritize more on critical workloads and less on repetitive tasks.

Improved consistency and accuracy

Like any business, accuracy and consistency significantly affect its overall success. Custom process management applications can assist organizations in reducing inconsistencies and errors by enforcing standardized workflows and processes.

As a result, the software helps improve quality and decrease the risks of costly mistakes.

Better control and visibility

Real-time visibility and control are vital features in custom process management applications that help organizations identify bottlenecks or areas that need improvement and track progress. These key features ultimately assist organizations in making informed decisions and taking the initiative to enhance their operations.


Even if the management software of an organization is working today, it does not guarantee it will work as effectively and efficiently in the future. That is why scalability is such a critical aspect of any application, as it will determine its viability on its own and its viability with integrating with emerging technologies.

Custom process management applications should scale with an organization as it evolves and grows. That means the software can efficiently work with new workflows, users, and processes, which ensures it remains a viable and valuable asset over time.

Building a Custom Process Management Application

Despite its significant benefits to an organization, developing and designing a custom process management application can be time-consuming and complex. As mentioned, by streamlining and automating workflows, custom process management software can boost productivity, reduce errors, improve communication and collaboration, and increase efficiency.

Here is a close look into the steps of developing and designing a custom process management application. That includes gathering and defining requirements, developing, designing, testing, and deploying the software.

Define the Requirements

The first step involves determining the functionalities and features an organization needs from a management application. That could include key features like user management, reporting, workflow automation, and task management.

Design the system architecture

This step involves creating a high-level design for the application, including various components, including application logic, user interface, and database. That will help organizations identify any possible technical issues and ensure every component works together as smoothly as possible.

Choose the technology stack

Selecting the technology stack entails choosing the programming tools, languages, and frameworks the developers will use to build the application. It is critical to consider factors like security, ease of development, and scalability during this stage of building the software.

Develop the application

The application development step involves building the different components of the software. These can include the database, business logic, and user interface. It is essential to follow the best practices for software development that involve using version control, writing clean and modular code, and testing the program thoroughly.

Test the application

After coding the application, the next logical step is to run it through the necessary tests for bugs and general quality control. This step ensures the application is bug-free and meets the specified requirements.

Utilizing automated testing techniques and tools is ideal for streamlining the repetitive tasks in the testing process.

Deploy and Maintain the Application

After uploading the application to production servers, the developer's job is far from over. After deployment, the developer must continuously monitor and maintain the application to ensure it runs securely and smoothly.

That could involve repetitive but critical tasks like user support, security updates, and performance tuning.

Iterate and improve

As mentioned, it is not enough for an application to function; it must also be scalable. That is why as users start to utilize the application, the developers must collect feedback and use that to improve the application and add new features over time.

Building an application for custom process management can be a massive undertaking. It is ideal to seek expert help from project managers or experienced software developers before committing efforts to start development.

Image by Tumisu on Pixabay

Do Custom Process Management Applications Work?

You may have reservations about whether custom process management applications work. There are many examples of successful custom process management applications across various industries.

Here are some of the most notable case studies from brands of various industries

Southwest Airlines

Southwest Airlines is one of the world's largest low-cost carriers based in the United States and is also one of the most popular airlines next to American Airlines, Delta Airlines, and JetBlue. One of the many reasons the organization is successful in the industry is its use of custom process management applications.

Specifically, Southwest Airlines uses custom process management applications to streamline their maintenance processes, enabling mechanics to schedule inspections, request parts, and access real-time aircraft performance data. 

Thanks to the applications, the organization has had significant cost savings and reduced maintenance delays.


When you think about streaming, chances are that the iconic red-coloured letter "N" is the first thing that comes to mind. Netflix is one of the most used and well-known streaming services worldwide, right next to Disney+, Hulu, and Amazon Prime Video.

Netflix utilizes a custom process management application to automate their workflows from publication to content ingestion. That has resulted in a significant improvement in the accuracy and speed of their content delivery processes. Additionally, it has allowed the company to scale its business rapidly and expand its content library.


It has been over 130 years since Coca-Cola began, and it has seen the most success as a beverage compared to its major competitors, like Pepsi and Dr. Pepper. The Coca-Cola Company uses a customer process management application for marketing campaigns.

Their management software provides a marketing platform for planning and executing campaigns, optimizing strategies, and tracking performance metrics or KPIs. As a result, the company has improved the effectiveness of its marketing and boosted its revenue. 

Image by kreatikar on Pixabay

Selecting the Best Custom Process Management Application

Deciding on the ideal custom process management application can be an intimidating task. However, there are key factors an organization must consider to ensure that implementation is successful.

Any organization must consider these top factors before selecting a custom process management software to handle its processes.

Business requirements

Like any business, it only makes sense to consider what your business requires before committing to management software. Your customer process management application must fulfill the specific requirements of your business.


Like any business, the fundamental goals are driving revenue and promoting growth. That means an organization's custom process management software must adapt quickly as the business grows.

That is why any business that requires management software should select a scalable architecture that can accommodate high volumes of users and data.

Integration capabilities

Most businesses require many applications to run their operations since no all-in-one solution can handle all business processes. For this reason, management software should have integration capabilities with other systems to ensure seamless data exchange.

Popular systems for integrating include CRMs like Salesforce and HubSpot or ERPs like Microsoft and Oracle.

User interface

The user interface is a critical consideration for any custom process management application. It needs to be easy to use, intuitive, and designed to meet the needs of different user groups.


Security is the most essential factor to consider when selecting a custom process management application. The software should incorporate the appropriate security measures that include encryption, data backup, and access controls to protect sensitive business information from data breaches.


Aside from being scalable, the management software an organization chooses should also be customizable to keep up with the evolving requirements of the business. That will require a custom process management application with a flexible architecture for easy adaptation and modification.


Finally, pricing is the last critical factor before investing in management software. That includes the costs for initial development and the ongoing expenses for support and maintenance.

Best Practices for the Implementation of a Custom Process Management Application

As mentioned, incorporating a custom process management application is complex and often requires delicate planning and execution to ensure the best outcome for the company. Fortunately, there are best practices organizations can follow to avoid unwanted results.

These practices allow organizations to increase efficiency, accomplish business objectives effectively, and streamline operations. Here are some best practices for incorporating a customer process management application.

Define clear objectives

Before an organization should begin any development work, it is crucial to define the objectives of the application clearly. That includes identifying the business requirements it will serve, the metrics that will measure its success, and the processes it will automate.

Involve stakeholders

Like most plans concerning business operations, getting all stakeholders involved in the planning and development processes is essential to ensure the application meets their requirements. That includes end-users, IT teams, and business leaders.

Design for usability

One of the critical aspects to consider for the application's design is the overall user experience. That means the application should be intuitive, require minimal training, and be easy to use.

Test extensively

Testing will always be integral to implementing software for an organization's business operations. An organization must run extensive tests to ensure the program functions correctly and meets all specified requirements.

The most crucial tests involve security, functionality, and performance.

Train users

An organization is responsible for providing adequate training to its end-users when introducing a new management application into business operations. That ensures the users understand how to utilize the application and reap its benefits.

Monitor performance

Finally, monitoring the application's performance to find any issues and ensure it meets the specified objectives is essential. That includes measuring process improvements, identifying areas for optimization, and tracking usage.

Future of Custom Process Management Applications

With continued growth and evolution projected in the following years, the future looks bright for custom process management applications. Here is a list of trends projected to shape the future of process management software.

Increased automation

With the rise of new technologies like machine learning and artificial intelligence or AI, you can expect to see an increase in process automation in custom process management applications. That can result in cost savings and better efficiency for businesses.

Improved user experience

Like with many applications, the user experience will continue to be one of the primary focuses of custom process management applications. Developers will strive to make the software more user-friendly, responsive to user requirements, and intuitive to empower the user experience.

Enhanced reporting and analytics

Custom process management applications will eventually have upgraded reporting and analytics capabilities to provide users with more actionable and accurate insights about their business processes. That will play a crucial role in helping organization optimize their operations and make intelligent decisions.

Greater security and compliance

Due to the growing issues with cybersecurity threats and regulations, custom process management applications will require designs that possess improved compliance and security protocols. That includes features like access controls, compliance with data protection regulations, and secure data storage.

Did you know?

The origins of process management software can date back to the 1920s when Walter A. Shewhart from Bell Laboratories pioneered the utilization of statistical process control.


Optimize Your Workflow With Custom Process Management Applications.

As mentioned, custom process management applications offer significant benefits to organizations looking to

Overall, custom process management applications can provide significant advantages to businesses looking to optimize their workflow and improve their bottom line. You can streamline your operations and achieve greater efficiency and profitability by tailoring your processes to your specific needs, automating repetitive tasks, facilitating collaboration, and providing detailed reporting and analytics.

Need help with all your custom process management application needs? Brain Box Labs specializes in custom software solutions. Contact them today to get your workflows optimized.

ask us

Frequently Asked Question

The percentage of small and medium-sized businesses performing time-consuming and repetitive tasks is about 94%. Automation technology has enhanced jobs for 90% and productivity for 66% of knowledge workers.
Around 24% of companies utilize low-code process automation technologies, while another 29% will  incorporate process automation into their operations.
Departments within an organization that benefit the most from workflow automation include finance, human resources, information technology, marketing, and sales.