What is workflow automation?
Workflow automation is a strategy that businesses of all sizes take to optimise their processes. By streamlining and automating the flow of tasks, companies can have these tasks performed automatically based on predefined rules. Typically, the tasks that are chosen to be automated are simple and time-consuming activities that require valuable time when done manually. For instance, automation can be employed to generate daily reports on sales figures and targets, respond to customer enquiries outside of business hours, or produce warehousing reports, such as stock discrepancies, or alerts for when stock replenishment is needed.
The process of automating workflows is simple – start by identifying a repetitive and time-consuming task you wish to automate. Next, outline the steps required to complete that task. Finally, program the task into workflow automation software. Many of these programs are part of Enterprise Resource Planning (ERP) systems, which include built-in automation features.
Most of this software operates on a simple rule-based system that boils down to IF and THEN – ‘if’ a specific event occurs ‘then’ a predetermined action will follow. This software is widely available, with plenty of options on the market that are low-code and user-friendly. Alternatively, you can outsource the programming to get a bespoke piece of software designed specifically for your company.
Many businesses stand to benefit from workflow automation. According to a 2021 report from software development company Zapier, 94% of small and medium-sized businesses said that they perform repetitive and time-consuming tasks that could be replaced with automated processes.
How can workflow automation benefit your business?
- Efficiency & Accuracy – Workflow automation can eliminate mundane, time-consuming, and repetitive tasks, allowing these processes to be completed faster and without human error.
- Cost Saving – By automating tasks and functions, employee productivity improves, resulting in savings in resources and costs.
- Increased Employee Satisfaction – Reducing repetitive tasks can significantly enhance employees’ attitudes towards their work. This allows them to focus on high-impact projects that require human creativity and insight, creating an environment where employees feel valued and can see the positive impact of their contributions on the business.
- Workload Management – Workflow automation can also aid in managing workloads. Digitising your workflows enables you to unify your documents and processes onto a single network, whether on-location or in the cloud. This provides a comprehensive, top-down view of all ongoing processes, making it easier to identify inefficiencies and assign tasks to the most suitable employee or automated system.
- Increased Customer Satisfaction – Automating customer communications, such as response emails and personalised product suggestions, can enhance engagement. This leads to greater customer satisfaction, fosters brand loyalty, and improves the overall customer experience.
- Real-Time Insights – By digitising the tasks within a workflow, automation can effectively track the performance of workflows from end to end, making it easier to review business operations. Additionally, workflow automation systems offer tools like dashboards and Key Performance Indicators (KPIs) that facilitate time-sensitive decision-making and analysis.
- Utilising AI – Encorporating AI alongside workflow automation can enhance analytics and aid in decision-making. Many workflow automation systems that are already on the market feature integrated AI tools that can be used in this capacity, aligning AI technology directly with your business interests and goals.