Workflow Automation Explained

Workflow automation is aimed at optimizing business processes by replacing manual operations with automated task execution. This can be done either by engaging a team of IT specialists or adopting a low-code automation solution with drag & drop functionality and user-friendly UI.

In this article, we'll cover the benefits of workflow automation, discuss common use cases and share a few tips on how to implement automation in your company.

Why automate workflows?

Implementing processes automation in an enterprise requires a certain amount of time and resources. Why would anyone go for it in the first place? Well, there are quite a number of benefits companies can yield from workflow optimization and automation.

Reducing costs and saving time

For a start, replacing manual labor with automated workflows is often viewed as a way to cut costs since it minimizes paperwork expenses and increases the efficiency of the processes resulting in greater overall value. Moreover, business workflow automation simplifies daily recurring activities, allowing employees to save time and effort. For example, it might take hours for an employee to create a report, while by introducing automated report generation, this task can be fulfilled much faster.

Accelerating productivity

Due to reduced costs and time savings, operational activities can be performed with greater efficiency. While automation takes care of recurring and monotonous workflows, employees can concentrate on more complex tasks instead and bring more value to the company. In other words, introducing processes automation allows businesses to increase productivity with fewer efforts.

Standardization

Automation also eliminates the occurrence of human-related errors, which are inevitable, especially when it comes to processing large amounts of data. Another problem with manual workflows is inconsistency, which might result in data discrepancies and negative outcomes. Workflow automation reduces the number of errors and helps ensure consistency in performing tasks.

Common use cases

Automation can be applied to various types of processes, from employee onboarding to scheduling autopayments to document approvals. Most company departments or teams can win by partly automating their daily routines. Here are just a few examples.

Sales and marketing

• Sending notifications and follow-ups to customers/CRM leads.
• Scheduling posts, approving content before publishing.
• Launching autopilot ad campaigns.
• Compiling mailing lists.
• Reaching out for feedback.
• Generating regular sales & marketing reports.

Human resources

• Verifying and reaching out to candidates.
• Generating employee reports.
• Ensuring compliance for all HR processes.
• Document approvals.
• Providing onboarding/offboarding for employees.

IT & System management

• Handling employees' tickets, sending notifications.
• Scheduling software updates.
• Managing IT assets.
• Generating auto-reports.

Finance

• Streamlining document management.
• Processing approvals.
• Scheduling auto-payments for recurring invoices.
• Integrating financial data with other tools or systems.
• Generating regular reports.

How to implement workflow automation

The workflow automation process entails a number of stages, with the preliminary stage involving the analysis of the current situation and determining clear objectives. In most cases, it's worth starting with a single workflow, seeing how it works out, and proceeding with automating other processes. Below are the five stages of a typical workflow automation cycle.

1. First, identify a repetitive process that comprises a clear succession of steps and can therefore be formalized and automated.
2. Analyze the chosen process, break it into steps and find out if the team will benefit from automating it. On that basis, define a clear goal and expected results from automation (such as increased ROI, faster time to market, etc.).
3. Design the workflow using automation software such as Workflow Engine. Make sure to define rules and assign permissions for each step of the process and each stakeholder.
4. Communicate with the team to explain how the new automated workflow will change their work and collect feedback after it's launched.
5. Measure and analyze the outcomes of automating the workflow, and make amendments if needed.

Final thoughts

Workflow automation proves to be beneficial to any kind of business, regardless of its size or profile. Implementing automation can invigorate the digital transformation of your company and become a winning strategy. With cutting-edge process management solutions like OptimaJet's, workflow automation is easy and budget-friendly.