From Juggling to Jazz: Harmonizing Your Agency and projects with Top Workflow Software

Key Takeaways
Discover how workflow software can transform your agency from chaos to harmony with efficiency-enhancing & time-saving features like AI & data analytics.
Image of gears, which are like workflow features that perfectly fit together & turn the wheels of an agency.
Align your workflow to perfectly fit together & turn the wheels of an agency

It's a typical day at the office, and as the project manager, you've got to be on top of everything required for project completion. So, you open your email accounts and spend over an hour responding to inquiries and updates from teammates, clients, and a few stakeholders.

Eventually, you move on to back-and-forth meetings with the team as they work and run into various snags requiring your attention. These meetings are long, too long, because every time you need a reference, you have to dig through your mountainous inbox to get to it.


Finally, you have a second to attend to your spreadsheet app. But you soon realize that most of the work you'd plan to finish that day isn't done. Worse — some of it hasn't even been started yet. Why? Because you've spent most of the day on time-suck administrative tasks and can't help your team meet project deadlines!

If you've been in this industry long enough, you probably don't have to imagine any of this because it's been your lived experience before the game-changer — workflow management software.

The best workflow management tools automate repetitive processes for document management, project planning, and other work processes to optimize team collaboration and boost productivity. Even better, you can create different types of workflow automation tools and management systems — a combination of the best tools for optimal results in your agency's work management efforts.

Join us on this joyride from past to future as we unpack the difficulties of pre-workflow automation software and show how the grass is greener on this new side of the workspace, both for small and large enterprises.

The Rollercoaster Ride Without Workflow Software

Image of a manual workflow.
Manual workflow.

Imagine trying to solve a 5000-piece puzzle in the dark with no edge pieces and no idea what the final picture looks like. That's what project management feels like without the help of workflow software. In the dark and scary not-so-distant past, managers had to carry out repetitive tasks manually, team collaborations were at a constant low, and projects were rarely completed without extreme delays.

Tasks were littered across boards. Deadlines felt like moving targets that kept eluding us, and progress tracking was like controlling a bunch of sugar-high children. Mission impossible.

It was a circus act, with everyone juggling multiple tasks, spinning deadlines, and hoping nothing came crashing down. Those were indeed the dark ages.

Luckily, amidst all this chaos, a revolution was brewing. Various innovative solutions starting upstaging traditional project management strategies, promising to transform the digital agency landscape. Workflow management software was at the forefront of these innovations.

The future is now and it's bright. Today, you can better support your project development team with these collaboration tools. Like an expert puppet master, you can create customizable workflows to streamline communication and schedule tasks and due dates, leaving you more time to plan and organize projects and define how best to accomplish them.

A Brief on Workflow Software and the AI Revolution

Manual workflow depiction: Person writing on paper.
Manual workflow depiction

Let's delve into the nitty-gritty of workflow software.

Workflows are the series of tasks our business carries out daily, and workflow software is a tool that helps automate these either partially or completely. The software updates tasks ranging from onboarding a new client to document approval, making project management much easier.

Workflow software is basically a dedicated personal assistant who syncs with you — anticipating your needs, organizing your tasks, and keeping you on track. Now imagine if this already exceptional assistant were to suddenly gain superpowers that make them more unique than they already are. That is the superpower of artificial intelligence (AI).

AI is the secret sauce that is turning workflow software into a powerhouse of never-ending productivity.

AI makes tasks as crazy as complex intertwining flowcharting become as easy as ordering a pizza. No more staring at blank canvasses trying to figure out where to start, as there are now countless customizable templates for multiple use cases, roadmaps, product briefs, and the list goes on.

Each has nuances, and you can also create your own from scratch. With AI-driven tools like Miro, Whimsical, and Google Drawing, we can create beautiful, detailed flowcharts with just a few clicks. Jira and Asana are also tools that take agile project tracking to the next level. Other tools like Monday and Notion offer different features, such as automated manual processes, dashboard displays of key performance indicators, job postings, and knowledge base creation.

These AI tools make our lives easier and boost our creativity. They can generate visualizations and suggest solutions based on prompted questions, helping improve our imaginative power. So, bye-bye to bland work and boring black-and-white flowcharts, and hello to a world of endless possibilities that will make you and your agency more competitive.

The best part of these superpowered AI-driven assistants is that they are just the beginning. With constant innovations built upon the previous, boundaries are broken and new ones set, redefining the rules of project management and ushering in a new era of creativity and collaboration. So, fellow adventurers, let's strap ourselves in and get ready for a ride as the future of digital agency life keeps looking brighter than before.

Before and After: The Enhanced Workflow Transformation

Juggling many tasks: Hand writing, using a laptop and viewing charts
Juggling many tasks

Picture a beautiful Monday morning where instead of tiptoeing through a minefield of manual tasks, we are cutting gracefully through them like a hot knife through butter. This is the difference in workflow between pre-AI and post-AI integration in workflow management. Ever since the AI integration, these workflow software packages have transformed our workflows, improved workflow automation, and caused a spike in project management performance metrics.

Before AI integration, our projects were like ships lost at sea with no guiding compass. Deadlines felt like suggestions, and workflow tracking was a full-day job. Fast-forward to "after AI integration," and the difference is glaring. Efficiency soared to new heights as the AI-powered machine learning algorithms optimized our workflows, used data analytics to anticipate potential roadblocks, and suggested solutions before we even noticed the problems. They also help with data visualization, enhancing creativity.

Another remarkable detail of this AI-enhanced workflow is its impact on our team dynamics. Communication became clearer with the help of visualizations and translations, and we've practically eliminated language barriers. Team morale has reached new highs, and we can tackle projects more confidently and enthusiastically.

On the individual level, we're handling tasks faster than ever before. Repetitive tasks that used to take hours to finish have been automated, and this frees up time to achieve more impactful work and reach milestones faster.

The best part of this AI transformative integration in workflow processes is that it's not just reserved for the big players in the industry. Everyone, from a small restaurant owner to an international conglomerate, can benefit from an AI-enhanced workflow.

The Digital Agency's Toolbox for Workflow

Finally, we've gotten a handle on the transformative power of AI-integrated workflow software, and it looks like we're ready to equip our arsenal. Which tools are the best project management software for a creative agency like ours?

Find the best tools for workflow


Mirror mirror on the wall, who's the fairest of them all? Of course, it's Miro.

Miro is the digital Da Vinci of mind maps, brainstorming sessions, and collaborative whiteboarding. But this isn't the usual boring whiteboarding of yesterday. With Miro, it's like having a blank canvas where our ideas run wild without boundaries. Imagine generating real-time visual masterpieces during marketing campaigns instead of making boring scribbles on sticky notes.

With Miro, we can visualize our ideas and map out project timelines with added color codes, visualize customer journeys, and seamlessly collaborate with team members worldwide. These abilities make Miro one of the creative agencies' best project management software packages.


  • Free= $0
  • Starter= $10/per user/per month
  • Business= $20/per user/per month
  • Enterprise= Contact sales for pricing


Whimsical is a workflow software package that is free of complexities and very easy to use. Its intuitive interface and user-friendly design make creating complex design systems feel like child's play. Whether it's mapping out workflows, planning website architecture, or designing user interfaces, Whimsical makes the process seamless and easy. Turning ideas into reality becomes fun, making it a good marketing workflow management software.  


  • Free= $0
  • Pro= $12/per editor/per month
  • Org= Contact sales for monthly pricing or pay $20/per user/per month billed annually

Google Drawing

Google drawing is a hidden gem in the Google Suite. It makes drawing sketches easier than ever. It's a free web-based diagramming workflow tool with many functions, from creating quick diagrams for presentations to whipping up flowcharts for our project.

One of Google Drawing's best feature is its simplicity of use. Unlike other project management workflow software that requires a steep learning curve, Google Drawing is intuitive and user-friendly. We don't need to be artists or designers to use it. All we need is our imagination and a mouse.


  • Free= $0

Next up, we have — the unsung hero of flowchart software. is free online software for making flowcharts, network diagrams, and database schema designs. It's also used to create Unified Modeling Language (UML), Business Process Modeling and Notation (BPMN), and circuit diagrams. makes workflow mapping easier than wrestling with complex diagrams, and we can work by dragging and dropping shapes, just like playing with Legos — without the pain of ever stepping on them. also seamlessly integrates with Google Drive, enhancing collaboration among team members. These features make a powerful creative agency project management software package.

Pricing: Find pricing that's a good fit for your team's needs here.


Now, let's talk about Mural. It is an intuitive, fun, user-friendly conferencing whiteboarding tool that makes team collaboration easier than ever before. With Mural, whether you're brainstorming ideas for a new campaign or mapping project timelines, you can invite members from various industries across the globe to join these sessions in real-time. They can share their different views and help improve work delivery.

Mural is a 'thinking canvas' for organizing ideas, flowcharts, and ideas. It has templates for a quick headstart in meetings and provides security checks to ensure the privacy of conversations between team members. It also allows integration with software like Microsoft Teams, Dropbox, and Slack.


  • Free= $0
  • Team+= $12/per member/month
  • Business= $17.99/per member/per month billed annually
  • Enterprise= Contact sales for pricing

Google Jamboard

Google Jamboard is next on the list and is like having a brainstorming session on steroids. Jamboard is a cloud-based digital whiteboard that enables remote and local teams to share ideas effectively. It lets us work in real-time with either the Jamboard device (a 55-inch digital whiteboard that works with G Suite), the web browser, or the mobile app. It also has a video conferencing feature that we can switch to with just the tap of a button. Despite its easy-to-use interface, it is a pricey item with a base $5000 subscription and subscriptions to Google Workspace per user.

Unfortunately, Jamboard will no longer be in service from late 2024 as Google will be winding it down, so now is the best time to make the most of this powerful advertising agency project management software.


  • Base subscription= $4,999 per year
  • Annual management and support fee= $600
  • Optional rolling stand= $1,350


Conceptboard is just like any other project management software for advertising agencies. It streamlines visual collaboration across teams, helping us track progress and have conversations in real time. There are built-in templates that give us a head start in flowcharting and also the ability to integrate seamlessly with our day-to-day tools. Conceptboard has its own dedicated server, providing an added layer of security to ensure privacy.  


  • Free= $0
  • Premium= $7.5/per member/per month
  • Business= $12/per member/per month
  • Enterprise= Contact sales for pricing


Ziteboard is a lightweight whiteboard that can be used on any device, from laptops to phones. It's optimized for both iPad Safari and Google Chrome on laptops. Ziteboard also has a unique feature of real-time tutoring, enabling long-distance education. This workflow management solution is also a good marketing workflow software. You get ample workspace for designing wireframes, marketing content, and workflows, which improves meetings, project planning, project progress tracking, and customer communication.


  • Free= $0
  • Weekly Premium= $5/per member
  • Monthly Premium= $9/per member
  • Annual subscription= $85/per member
  • Enterprise= Email sales for pricing
Man and woman in front of screen.
Adjusting the workflow


Now we have Notion, the techie of the group. Notion is a connected workspace that enables product and engineering teams to effectively communicate their objectives and key results (OKRs) by integrating them with daily workflows. But you need more than just a notion of workflow software to use Notion. Navigating the interface can be pretty tricky.


  • Free= $0
  • Plus= $10/per member/per month billed monthly
  • Business= $18/per member/per month billed monthly
  • Enterprise= Contact sales for pricing


Next, we have Asana. It's one of the best workflow management software tools on the market, with user-friendly features like task assignment, progress tracking, and customizable workflows. Teams can visualize their work in various formats like lists or timelines, enabling them to stay on top of their priorities


  • Personal= $0
  • Starter= $13.49/per member/per month billed monthly
  • Advanced= $30.49/per member/per month billed monthly
  • Enterprise= Contact sales for pricing

Chase the blues away, because this isn't that day of the week, but it might have been named after it. is best for automating manual processes and has a customizable and flexible work management tool. With project tracking, automated processes, and integrations with popular tools, is a game changer for various types of workflows.


  • Free= $0
  • Basic= $9/per member/per month billed annually
  • Standard= $12/per member/per month billed annually
  • Pro= $19/per member/month billed annually
  • Enterprise= Contact sales for pricing


Last but not least, let's talk about Jira. This work management software is best for agile project tracking and cross-functional collaboration. It offers shared boards, real-time update reports, and customizable workflows that promote transparency. It also has a good community and customer support.


  • Free= $0
  • Standard= $8.5/per member/per month
  • Premium= $16/per member/month
  • Enterprise= Contact sales for pricing

Top Features to Look for in AI-Enhanced Workflow Software

Laptop computer on glass table.
There are many workflow tools on the market that you can use

There are many workflow tools on the market and they all have different features. Some share features across many tools and workflow project management software, while others are specific to a working app. Below, we'll discuss the key features these various workflow automation tools offer that are especially useful to remote teams and can help us scale our digital agency's workflow.

Task-tracking and management

Task tracking and management are essential features of any project management tool. Most business process workflow software displays this feature in different forms: roadmaps, Gantt charts, cards, databases, etc.

Some tools even use AI to carry out predictive task management. By analyzing past performance data, these tools can identify potential problems before they become major issues. In some cases, the software can suggest solutions to the problems before they even arise.

With this tool, we're like fortune tellers looking into the future with a crystal ball.


Automated workflow is the holy grail of project management. With AI-powered tools, we can wave goodbye to the era of redundant, repeatable processes and say hello to an era of less time spent on tasks. This conditional logic software analyzes our data and automatically generates flowcharts and visualizations with just a few clicks.

Custom workflows

Good project management tools have templates that we can use to map our workflows or edit and tailor them to meet our specific desires. They also have adjustment features we can use to change our current workflows according to changes in our work environment. A customizable workflow is one of the best ways to navigate workflow waters.


Integration with various other software is critical, like Google Drive, Dropbox,  Zoom, Slack, or Microsoft Teams, which most team members already use for routine tasks. These integrations enable seamless transitioning and also improve the credibility of AI workflow software.


Process documentation is vital to the long-term success of any digital agency. If we don't document business processes, we run the same risk as our imaginary scenario where we spend minutes going on hours looking for a piece of information impacting task completion. The good news is that creative agency workflow software like Notion makes process management through documentation possible for our teams.

With its AI tool, we can get innovative ideas on how to structure or word documents. But we must learn how to document these processes properly.

Implementing Workflow Software: A Step-by-Step Guide

Colored arrows on black surfaces.
Implementations need a step-by-step

Before implementing workflow software, a reality check is a must so we can manage our expectations.

Expectation: we'll implement workflow software and instantly become productive powerhouses.

Reality: we'll spend the first few days fumbling around with the adjustments like toddlers in a ball pit.

We definitely will get more productive, but not in a snap. No one expects us to suddenly become Ronaldo at our first soccer game.

Also, we need to remember that these software programs are not human and cannot consider non-logical factors. So, human expertise is required for final decision-making. Lastly, we don't expect the tools to take over an individual's full workload. The tools are meant to eliminate repeatable tasks, making work easier for everyone and freeing up time for workers to engage in more productive tasks.

Alright, we've gotten our heads out of the water. Now that we understand the world of workflow software, let's learn how to integrate these tools into our agency's ecosystem.

Integrating workflow tips and tricks

First, we must research the various software nuances that best suit our digital agency. It's just like shopping — we need something comfortable, good-looking, and without budget.

After finding the tool that fits our agency best, it's time for the most daunting task:


It's hard to adapt to changes, so we should communicate the benefits of these changes to the team and get their opinions. Just like getting your friends to try a new dish. They might be skeptical at first, but once they taste the deliciousness, they'll be hooked.

Also, we must learn to align client demands to our workflow.

Next, we have to tailor these process management tools to meet our agency's unique needs. Whether we create custom templates or integrate with other company tools, the changes should fit our existing workflow. Not the other way around!

Finally, after integrating these changes into our workflow, we need to monitor our progress and make adjustments where necessary. We may hit a few stumbling blocks, but what matters is that the changes have a higher impact on our existing performance, which we can track with any performance metric we choose.

What Are the Takeaways?

Team workspace.
Create a perfect workflow with your team
  • Workflow management software is very likely the holy grail your team needs to get things under control. However, creating workflows that work is just as important.
  • What are your team's project management needs to ease the pace? Outline these and choose the right workflow management tool(s) with features to help you meet and exceed those needs.
  • Don't overplay your hand. These tools are not some sentient AI that will take all the work away from a human. Instead, you assign repeatable tasks to it, a.k.a. "the juggling" to them, while you focus on keeping the pace and performing tasks only you can.

We believe your brand can transition into a less draining but more productive era with the right workflow software. Still, as the givers we are, here's one final gift to help your team meet deadlines and increase productivity.

Business operations consultant Juliana Marulanda
Juliana Marulanda - ScaleTime Founder
Juliana Marulanda is a business operations expert, speaker, and the founder of ScaleTime. With over 20 years of experience across Wall Street, the non-profit sector, technology startups, and family-owned businesses, she now helps service-based businesses.
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