10 Process Improvement Tools That Can Boost Your Team’s Productivity by 25%

Aanchal Parmar
November 21, 2022
min read
September 19, 2023
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If you’re wondering why some businesses do better than others, here’s the short answer—process improvement. Because with every dollar invested in process improvement, an organization can save $16 and increase its profit margin by $3.

However, process improvement can be challenging if you’re unaware of how to identify process issues, fix them and analyze the success or failure of those changes.

Which is why we've created a list of 10 process improvement softwares which can help you with a systematic approach to improving your processes. 

Top 10 tools for process improvement (2022)

  • Scribe
  • Kissflow
  • The Lean Way
  • Kainexus
  • Reverscore
  • KPI Fire
  • Braineet
  • SmartDraw
  • Quickbase
  • Planview

What are process improvement tools?

Process improvement tools are the software to drive improvement in performance and quality. No matter how well your company is currently doing, there is always room for improvement. 

“Process improvement tools help organizations identify inefficiencies and ultimately save time and money. They ensure consistent quality for customers and increase employee satisfaction by reducing redundant or unnecessary tasks. Implementing these tools can eventually lead to improved profitability and competitiveness within the market. ” — Sarah Watson, Chief Operating Officer, BPTLAB 

4 Process improvement methods to stay ahead of your competitors

Depending on the business and organization, there are different types of process improvement. These tools increase the effectiveness and productivity of your businesses, hence enhancing your organization’s performance and profitability.

1. Gap analysis

Gap analysis is a process that will help you to identify the gaps and disparities between your organization's existing status and what should be in place. Solving a well-stated problem requires identifying process improvement areas. And gap analysis helps you in doing that.

It consists of five stages:

  1. Choose the precise problem area you need to focus on
  2. Set goals/target 
  3. Determine your current state
  4. Determine your future state
  5. Determine the Differences between the two states 

This process will help you to highlight the shortcomings and opportunities for your business. 

2. PDCA cycle                                     

The PDCA (plan-do-check-act) cycle is a four-step process for continuous improvement. It is a useful framework that can help your organization to set goals, carry them out, evaluate the results, and adapt as needed to continue to get better.


The four-step cycle for problem-solving includes:

1. Planning: Identifying a problem and proposing solutions

2. Doing: Implementing the change in the current process

3. Checking: Assessing results

4. Action: If the results are satisfactory, standardization is the next step; if they are not, return to the original plan.

By creating and continuously improving those standards, the PDCA approach can assist your team in any issue-solving..

3. Just-In-Time

Just in time (JIT) is a process improvement methodology concept that improves efficiency by requiring higher quality. This system rewards businesses that apply continuous process improvement to their operations and always look for errors to eliminate and waste to cut.

Taiichi Ohno introduced JIT to Japan in early 1970 in Toyota. They solved issues like:

  • Stockpiling
  • Inventory storage costs
  • Process delay
  • The ability to quickly adapt and create consumer-demanded items
  • Stock deterioration due to prolonged warehouse storage

This graphic shows the inventory manager notifying suppliers after receiving an order. Supplies travel to the plant floor for production and the customer receives it. Just-in-time inventory management minimizes stock.

JIT improves cash flow and lowers capital requirements for any business.

4. SIPOC diagram 

Six Sigma's SIPOC (Suppliers, Inputs, Processes, Outputs, and Customers) diagram documents business processes. 


Advantages of SIPOC Diagram:

1.  It helps teams agree on process terminology and comprehension

2. It can start a process map. This tool provides your first coherent process picture and lays the groundwork for the six sigma DMAIC strategy

3. It gives you an overview of everything involved in a process, like:

  • Who are your suppliers?
  • What inputs are needed?
  • What are the major steps in the process?
  • What are the process outputs?
  • Who are your real customers?

Thus SIPOC maps and improves processes by summarizing their inputs and outputs in its diagram.

Finally, document all systems and procedures so that your  team members can refer to them before making decisions or validating their ideas. 

Why you need process improvement tools to enhance workflows

In a competitive market, implementing process improvement can give your organization a competitive advantage over others. It can help your organization stay adaptable to market and customer needs changes. 

“Process improvement tools can lead to increased efficiency and cost savings for the organization, as well as improved customer satisfaction. It can lead to a better work environment for employees, with more streamlined and efficient processes” — Kevin Wang, Co-Owner, Inyouths LED Mirrors.

There are three types of process improvement software:

  1. Process-improvement tools
  2. Problem-solving tools
  3. Process mapping tools

Consider your goals for the specific process you want to enhance in order to decide which tool to use for your business.

Top 10 tools for process improvement for 2022

1. Scribe

scribe home page. tools for process improvement

G2 rating: 4.3 / 5

Capterra rating: 5 / 5

Scribe Pricing: Free Basic plan. Pro plan starts at $29 per user per month

Scribe is a cloud-based tool that saves your time by documenting your processes for you It automatically creates step-by-step instructions by capturing the work you do. Within seconds, Scribe gives you a process document with text and screenshots.

You can then edit instructions or modify screenshots. You can also embed each Scribe into a CMS, LMS, or knowledge management platform or share it with certain people or groups.

Scribe can help your team to do their best work, by:

  1. Helping you to document a step-by-step process 15X faster. 
  2. Combine bite-sized guides with video, images and more with Scribe Pages.
  3. Saving time by automating process documentation & SOPs. Seth, the head of global sales development at Talon.one, was able to reduce their documentation time by 90 percent by using Scribe to create process documents.
  4. Creating high-quality "how-to guides" for any new tool you launch — making it easy for your team members to adopt new applications.
  5. Easily onboarding new hires by creating onboarding materials in seconds.
  6. Boosting customer onboarding by cutting down their training time in half by making beautiful step-by-step guides in seconds

You can personalize your guide by adding details. Then share with your colleagues and customers.

Scribe is easy to use—our users say so. We have pulled some reviews from G2 (business software and services reviews), you can check the rest in Capterra and G2.

2. Kissflow

G2 rating: 4.3 / 5

Capterra rating: 3.9 / 5

Pricing: Starts at $10 per user per month 

Kissflow is an end-to-end workflow software. It is a no-code platform built with ease of use in mind. With Kissflow, you can create an automated process, make a task board, handle a case flow, and collaborate on work topics in one intelligent and easily integrated platform. 

Kissflow effectively analyzes your process and figures out the strong points and what needs improvement. This Data can help you improve your process without starting from zero.

3. The Lean Way

G2 rating:  4.3 / 5

Capterra rating: No Rating available

The Lean Way Pricing: Starts at $20 per user per month

The Lean Way engages your team to capture more improvement possibilities, track them, identify any process errors and share your company's continuous improvements.

It is changing how we access and communicate company-wide lessons learned. This demonstrates that waste is decreasing and consumer value is increasing.

It provides your organization with focus and clarity for its finest work. It features a knowledge wall in every workplace to highlight the latest tool actions and status posts from team members. The knowledge wall can be used to facilitate communication and knowledge sharing.

Consequently, it enhances your lean journey and develops a continuous improvement culture.

4. Kainexus

G2 rating: 5 / 5

Capterra rating: No Rating available

Kainexus Pricing: Quote on request 

KaiNexus is your one-stop software platform for leader-driven, employee-driven, strategy-driven, KPI-driven, or process-driven improvement. It promotes constant improvement through technology and experience. It helps companies create a sustainable culture of continuous improvement. 

KaiNexus takes care of the administrative stuff like organizing improvements, calculating key metrics, and keeping your team on track so that you can concentrate on enhancing your culture of improvement.

5. Reverscore

G2 rating: 4.7 / 5

Capterra rating: 4.4 / 5

Reverscore Pricing: Free to use. Premium price starts at $5 per user/month.

Reverscore's digital kaizen app lets manufacturing and service workers implement kaizen ideas. They do it with simple checklists, step-by-step workflows, and task management to deliver real-time reports and insights. 

The software tracks productivity, safety, and quality management improvement initiatives. Encouraging employees to explore, test, and adopt new ideas that boost performance and encourage a continuous improvement culture.

6. KPI Fire

G2 rating: 4.5 / 5

Capterra rating: 4.7 / 5

Pricing: Contact for a quote

KPI Fire is a strategy execution software that provides strategy via continuous improvement. 

It connects projects and individuals to measurements and strategic objectives. You can enter your yearly goals and strategic plan. And then, divide these objectives into departmental, team, and projects. It makes your approach visible and understandable, facilitating execution and improving results.

Users can submit improvements, which is then implemented based on their impact and significance. Eventually, winners are also recognized.

7. Braineet

G2 rating: 5 / 5

Capterra rating: 5 / 5

Braineet Pricing: Contact for a quote

Braineet, an innovation management platform, lets users propose, manage, and track improvement ideas. The software provides a toolkit to involve staff and consumers in contributing ideas for improvement and using the software's workflows to execute them. 

Finally, leaders and peers can like and comment on others' innovations. You track what is happening on both project and portfolio levels and have everything you need to make the best decisions.

8. Smartdraw

G2 rating: 4.5 / 5

Capterra rating: 4.1 / 5

Smartdraw Pricing: Starts at $9.95 per user per month 

Smartdraw simplifies complex tasks by dividing them into smaller, more manageable chunks and connecting them using built-in templates, tools, and symbols. It also includes an automated import from excel. You can share the excel and collaborate easily via a simple link or export to microsoft office, pdf or an image.

Documenting processes using Smartdraw is extraordinarily faster than traditional methods. It provides you with a result that is thorough, accessible, and up-to-date.

9. Quickbase

G2 rating: 4.4 / 5

Capterra rating: 4.5 / 5

Quickbase Pricing: Starts at $30 per user per month 

Quickbase is a no-code operational agility platform that streamlines operations by automating complex procedures and integrating different systems while providing real-time information. 

Quickbase enables enterprise organizations to transform ideas into applications that increase productivity, efficiency, and access to information.

It enables you to increase transparency, maintain continuing agility, and quickly adjust to change while streamlining complicated, multi-vendor procurement procedures.

10. Planview

G2 rating: 3.5 / 5

Capterra rating: 3.9 / 5

Planview Pricing: Quote on request 

Planview portfolios dynamically organize work and resources across projects, programs, people, products, technology, and capabilities in an easy-to-use interface to help you execute, innovate, and transform digitally.

It integrates business and technology planning, optimizes resources, and delivers breakthrough products, services, and customer experiences to accelerate strategic execution and maximize business performance.

Finding the right process improvement tool for your business

Process improvement takes time and choosing the right process improvement tool will depend upon your goal. We've built Scribe that works for all types of businesses, whether you're a small business or a large enterprise business.

It helps you to:

  • Save time with automatic documentation
  • Ensures consistency with a standard process
  • Reduces miscommunications with enough detail and context

To get started, sign up for free and boost your team's productivity by 25 percent. 

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