Process & Workflow

How to Motivate Teams to Use Your Process Management Tool

Sep 21, 2021
Post Masthead

There are a number of reasons why companies like Google and Amazon are successful. One of the reasons is they have processes. Processes were developed and put in place early on in order to ensure work is completed as efficiently as possible and to eliminate roadblocks along the way.

Developing and executing processes is only half the battle. How do you know they are performing as they should and driving desirable results or outcomes? This is where a process management tool comes in…

Now, it’s easier than ever for any team to find the perfect process management tool that fits their unique needs. However, getting your team to use those tools and follow processes is a different story…

In this article, we will discuss the importance of utilizing process management tools and how to motivate your team to incorporate them into their work day.

What Are Process Management Tools?

Process management tools are systematic platforms that are designed to assist teams to complete projects efficiently. They can help with the following:

  • Automate workflows and processes to reduce the time and effort spent on repetitive, manual work
  • Improve internal communication
  • Ensure organization across teams
  • Reduce the risks of human error

Though there are many different platforms for different purposes, the majority of process management tools share many of the same features, which include:

  • Planning/scheduling: Utilizing calendars and task folders, process management tools give you the ability to assign tasks and schedule due dates.
  • Collaboration: Many process management tools are equipped with communication and discussion boards
  • Documentation: With everything stored within a single platform, files and documents are easy to organize and manage.
  • Evaluation: Process management tools are also designed to evaluate team productivity, growth, and overall work performance.

Why Are Process Management Tools Important?

When working on specific projects, it’s easy to overlook specific steps or duplicate work, especially with large project teams and a large pool of stakeholders. Process management tools can serve as a guide to simplifying and streamlining workflows to help teams get on the same page and to also take the most efficient road to successful project completion or achieving a goal.

Track Project and Process Performance

Many process management tools and platforms allow you to not only keep track of the progress of the project, but give you the ability to communicate with other team members throughout the project lifecycle and process.

For example, if projects aren’t completed or delivered on time, it may be time to look internally at the process to determine where there might be bottlenecks. Process management tools can help you do this, and also set the course straight for future projects.


Process management tools enhance visibility. The days of tangible tracking sheets are behind us. With process management platforms, team members and managers can access various project boards to ensure the appropriate steps are being followed.

Knock Down Silos

With increased visibility and transparency into processes and who is working on what, this helps knock down silos in between teams. This also reduces the risk of inefficiencies and duplicate work.

Remember, process management is about doing things repeatedly. With the help of a process management tool, you can see where processes might be breaking down, and where to simplify and where to improve them for even greater performance.

Different Types of Process Management Tools

Since your business needs are unique, your process management tool should meet those needs. Here are some of the top process management tools out there:

  1. Kissflow - Kissflow offers a number of different features to help track your process management efforts, such as a workflow platform, a project management platform, and a process management platform to track end-to-end processes. The best part? Kissflow is incredibly user-friendly and allows teams to “house” their projects and processes in a single dashboard.
  2. ProcessMaker - ProcessMaker offers a workflow automation platform that leverages technology and RPA to provide businesses and teams with the ability to deploy solutions to complex workflow problems within hours or even days, not weeks or months.
  3. Zoho Creator - Zoho Creator is a cloud software that is best suited for technical or IT teams to develop custom applications. With Zoho, you can collect data, automate business processes or workflows, analyze report data, and collaborate with other application users.
  4. Nintex - Among the leaders in process management applications, the Nintex platform helps businesses accelerate their digital transformation efforts. Nintex allows teams to easily manage, automate, and optimize business processes.
  5. Bizagi - Bizagi is a highly robust platform with three components, all designed to help enterprises transform and automate processes. You can map out your processes, build graphical modeling, and then run the applications you built-in Bizagi, completely transforming the way you work.
  6. Rindle - Rindle is an all-in-one project and process management tool. You can manage projects, build projects, build automations, and more. Rindle is completely customizable, and with its simple, no-code interface and powerful automations, you can create visual workflows, track projects, optimize processes, and more—no developer needed!

How to Motivate Your Team to Use Your Process Management Tools

When working with various project teams and stakeholders, it can be a challenge to keep everyone on the same page and to follow the processes you’ve built. Investing in the right process management tool and platform can make it easier for team members to easily integrate it into their ways of working.

‘But how do I motivate them to use the process tools?’

Here are some easy steps to follow to help get your team to use a new process management tool:

Step 1. Demonstrate Value - By simply showing them how a process management tool works and how easy it can be to navigate, you can help relieve any hesitation or anxiety around learning a new software. Walking through the platform allows you to explain the different capabilities, how your team plans to use it, and also how it can help them and add value into their work.

Step 2. Assign Test Cases - Assign a team member a “test case” project and suggest that team members “partner up” to explore the tool together. Working alongside someone will give them an opportunity to verbalize any concerns they come across.

Step 3. Incentivize - Provide incentives for team members who use the tool. For example, the first group to finish the “test case” project might receive a free coffee or lunch.

Step 4. Cut the Cord - Once the team begins using a new process management tool, be sure to communicate a deadline as to when all teams need to be using it. If you are moving to a new process management tool, then be sure to assign a “cut off” date as to when the previous tool will no longer be available. If team members don’t have their old habits to fall back on, they will be forced to jump on board and work within the new tool.

Transform Your Business with a Process Management Tool

With Rindle, you don’t have to worry about finding the right process management tool for your team. It is customizable, allowing you to select the features that are best for you and your team’s needs.

With the many features available, Rindle makes it easy for your team to adopt process tools. Its easy-to-use, intuitive interface; convenience; and flexibility not only helps reduce any hesitation around using a new tool, but it also provides you and your team with full transparency into different projects and tasks.

Rindle can help transform the way your team works. Visit Rindle for a free trial today.