Are you looking for ways to:
1) Save time
2) Optimize processes
3) Reduce dependency
4) Boost productivity
5) Retain top talent
You need a game-changer, and workflow automation is the answer for supercharging your operations. What is it, exactly?
Gartner calls workflow automation an automated approach that enables automated tasks to be performed during the process of workflow management.
It involves using software, scripts, tools, and automation methodology to eliminate manual intervention through a series of goal-oriented steps and future-ready actions followed like a well-oiled machine.
Introduction to Workflow Automation
50% of leaders of various organizations use workflow automation software to automate repetitive tasks. There are several evolving factors in successful automation employed by companies with annual revenue of $1 billion. The model prioritizes primarily three factors:
- Strategic decision
- Focus on an inter-relationship of people and technology
- Scalable infrastructure
Crucial Aspects Driving Workflow Automation
Workflow automation involves three key components:
- Workflows: These are the steps that need to be taken to complete a process. These could include activities like sending an email, creating a document, or completing an approval form.
- Rules: These are conditions that must be met before certain actions can occur in a workflow. For instance, if someone is required to fill out an approval form before they can access sensitive data, then this would be considered a rule within their workflow.
- Automation: This refers to using software applications to monitor and control your workflows and rules automatically on your behalf without human intervention.
Why Does Your Business Need Workflow Automation?
In the ever-changing landscape of modern business, efficiency and structure are the keystones of success. 75% of businesses report that workflow automation gives them a competitive advantage.
The two main approaches to workflow automation are:
1. Automation-as-a-Service (AaaS)
This type of workflow automation involves partnering with third parties who provide software that can be integrated into your existing IT systems. You need not hire new staff or invest in training current employees because the AaaS provider takes care of all the technical aspects.
2. Enterprise Workflow Management (EWM)
In this scenario, your IT department develops custom software for automating specific business processes within your organization, such as customer service or order processing. For example, integrating an interactive kiosk can streamline customer check-ins or service requests. The good news is that it’s easier for an IT department to develop enterprise workflow management software than for an outside company because it already has full access to the relevant data needed for building such systems.
The overarching goal of workflow automation is to help a business run more efficiently, reduce costs, and increase revenue.
What Does the Workflow Automation Approach Entail?
The McKinsey Global Institute forecasts that automation technologies could contribute between $1.3 trillion and $2.6 trillion to the global economy annually by 2025. As businesses seek smarter, more efficient operations, automation has become the cornerstone for enterprises in more ways:
1. Evaluation of Existing Processes
A thorough assessment of the existing processes is conducted to understand how to improve the system and yield high-performing results. These methods encompass observation, conducting interviews, administering surveys, and performing benchmarking.
The objective is to pinpoint areas within the existing process that can benefit from automation by mechanizing aspects of it.
2. Identifying Routine or Repetitive Tasks
Once you’ve highlighted areas that need improvement, you can mark the recurring aspects of each process that can be automated with the help of software or applications, like forms, spreadsheets, or web tools.
Often, these repetitive elements are concealed within processes, making them challenging to detect for someone without training. It’s crucial to identify the patterns and trends in your activities.
3. Outlining High-Volume Processes
If your company frequently deals with bulk tasks, the apparent benefit of implementing automation is an affordable solution. This encompasses activities like generating invoices and handling payments.
If you regularly send out invoices every week, you can streamline this process by creating a template in your accounting software and setting reminders for dispatch. By automating these procedures, you ensure execution without any mistakes or unnecessary delays.
4. Understanding Data-Driven Decisions
RPA Automation software can analyze large amounts of data and provide insights on suitable actions for individual customers or employees. For instance, a bank could employ this method to ascertain if an account holder possesses funds to cover an overdraft fee or if they meet the criteria for loan approval. This assessment involves cross-referencing their background with factors like creditworthiness, income level, etc.
5. Eliminating Time-Consuming Workflows
Automating workflows can be a game changer, freeing employees from cumbersome tasks. This empowers them to prioritize activities such as devising efficient solutions and delivering enhanced customer service.
In essence, workflow automation enables employees to invest their time in what matters rather than getting weighed down by monotonous duties like inputting data or handling paperwork.
Illustration of Examples of Workflow Automation
Power Automate is an excellent offering, a dynamic platform with a scalable infrastructure as a key innovation of SharePoint. Businesses can easily collaborate and coordinate on complex workflows, increasing production and efficiency.
SharePoint is a collaborative tool that works better and, in synergy with Power Automate, enables data-driven decisions. This can happen by interlinking various apps and services, freeing up time and resources for more flexible work through redirected energy and access.
Similarly, there are other examples:
- Recording new leads in a customer relationship management system (CRM)
- Automated follow-up emails and messages
- Survey forms as triggers for customer satisfaction scores
- Notifications or alerts for approvals or rejections of a service-level request
- Alerts on the successful completion of a step in a process
- Assigning specific roles and responsibilities
- Delivering messages in different communities like Slack
- Generating invoices and billing details after completing a certain level in the workflow
Impact of Workflow Automation- Listed Benefits
Here is a tabular overview of the series of benefits of workflow automation:
| Features | Benefits |
| Process efficacy | Reduce the amount of time and energy to complete tasks. |
| Boost in work rate or output | Faster people-market time and enhanced focus on certain tasks. |
| Significant savings | Lower overhead costs and lesser cost of hiring employees for specific tasks. |
| Elimination of errors | Provide clear step-by-step instructions on how and why things are implemented. |
| Improved quality | Quality assurance by the guidelines and procedures. |
| Increased accountability | Identify inefficiencies and assign key roles and responsibilities. |
| Streamlined communication | Simplify the processes by reducing back-and-forth communication. |
Wrapping Up
Don’t just automate. Systematize. The two go hand in hand, but there is a crucial difference: systematization requires a strategic plan. True automation is mindless, but it needs to be firmly based on thoughtful execution. Only then can a process be fully streamlined to produce greater results than you could alone or with inefficient systems in place.