Getting Started With Workflow Automation

Workflow automation software can help business owners and their teams streamline routine processes, save time and increase productivity.

Workflow automation tools combine machine learning, artificial intelligence, and other technologies to perform a variety of tasks that require a sequence of events such as transferring data or files from one application to another.

The software is best suited for processes that are routine, repetitive, and rules-based (depending on, for instance, if/then statements to identify the next step in a process).

Workflow automation can be applied to nearly every business function to help team members save time that would otherwise be spent on routine tasks, such as transferring sales data from your financial management system into a monthly or quarterly report.

Automation can free up that time for more productive activities, and increase collaboration among team members by streamlining routine updates and other messages.

Consider a marketing-related example:

• A prospect submits a web form to request information about a product or service;
• That request is the sent to your CRM system to create a new lead;
• An email is sent to the prospect with the requested information;
• A notification is sent to the sales team; and then
• A follow-up message to the prospect is scheduled.

All of these steps take place automatically, with no need for anyone to send notifications to other team members.

As another advantage, the prospect benefits from an efficient process in which their question is answered quickly, and they’re contacted to see if they have additional questions. This can create a favorable impression that can lead to a stronger relationship and potentially an easier sale.

Other tasks that are suitable for automation include:

• Scheduling meetings by linking meeting platforms with calendar apps. Attendees are invited and the meeting room is created automatically.
• Procurement, such as automatically ordering inventory or components when supplies reach a designated level.
• Tracking employee time for projects, and preparing invoices if those hours are billable.
• Sending invoices and follow-up reminder messages if an invoice isn’t paid by its due date.
• Reviewing employee time-off requests by comparing the requested time with staffing levels, scheduled shifts, the employee’s available time, and any internal rules.

Getting Started

A good way to get started with workflow automation is to think about any processes that you don’t like to carry out, or seem to take more time than you think they should. Then map out the various steps involved in the process, so you understand what steps are involved and who usually takes care of those steps.

Many of the popular workflow automation platforms offer pre-built templates as well as integration with leading cloud platforms, so the odds are pretty good that a process that involves two cloud services has been automated by the provider.

The automated process may not match the way you carry out a function completely, but it may offer a more efficient alternative to your usual approach.

If a prebuilt automated workflow isn’t available, it’s usually fairly simple to create your own automation using the platforms’ tools. You sketch out the steps, and line up point-and-click software modules on a screen in a process that looks like you’re designing a flow chart. Once you’ve outlined the steps, the software handles the required coding behind the scenes.

Popular workflow automation platforms include Zapier, Pardot, Frevvo, and others.