Workflow & Process automation is almost like having a trusted employee that can handle various repetitive, monotonous tasks and never make errors. Imagine having an employee that can accurately fill out HR information, send sales emails and handle mundane finance tasks, without ever needing to take a break. What would such an employee be worth to your business?

Probably a lot. Businesses usually have many tasks that are repetitive and mechanical, such as data entry, that use valuable resources who could be focused elsewhere. While these tasks are terribly boring and time consuming, they are important and must be done. Workflow and process automation provides a way for businesses to make significant cost and productivity gains by automating these tasks. More and more businesses are seeing the value in creating automated workflows, and your business should too.

Workflow automation uses technology to automate specific business tasks and replaces manual work with rule-based logic. It refers to the design, execution and automation of specific processes based on workflow rules. In the process, human tasks, data and files are routed between people or systems based on pre-defined rules.

Essentially, workflow automation provides businesses with a way to accomplish repetitive tasks in an efficient manner. By leveraging self-operating processes that run manual tasks, businesses can save money, time and expense through workplace automation. In a well-designed workflow, work essentially flows from person to system, to the cloud and back without bottlenecks, breakdowns or errors. Manual, time-consuming tasks can be transformed into automated, self-operating processes that free your employees for higher value tasks that propel your business forward.

Usually, implementing workflow or process automation will involve identifying what areas need workflow improvement. Even with that, the targeted processes must often be optimized first to ensure that the addition of technology will have the desired effect. As Bill Gates aptly said: “The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.”

When should you consider workflow and process automation?

The primary goal of workflow automation is efficiency, and every business can use a more of that. It aims to achieve tasks in an efficient manner that produces more consistent and accurate results. If your business has a series of repetitive tasks to implement, you should consider workflow automation. If your data entry process is largely manual, and managed with spreadsheets or email, your business may face risks of costly errors. In addition the time and effort invested in these tasks will affect overall productivity and efficiency.

Also, if your business has several tasks spread out amongst different employees, it may be useful to consider merging and automating some. If these tasks all form part of the same workflow, your business will benefit from condensing them into the same automated flow.

Workflow automation can liberate any department in a business from the burden of manual processes. Usually, a business’ finance, human resources and sales teams will stand to benefit massively from workflow automation. The benefits include:

• Fewer redundancies: Certain tasks are redundant because they involve processes that are unnecessarily repeated. Implementing an automation plan for these tasks helps spot redundant activities that take up time and waste productivity. For instance, integrating your data entry into an automated system reduces the number of times that information must be rekeyed. This eliminates duplicated effort within an organization and enables streamlined workflows.
• Automated communication: An automated workflow can enable better communication across several departments. It creates improved strategies for internal business communications by including functionality that allows different employees stay in touch as each phase of a project is completed. It can also deliver enhanced customer relations by capturing useful information from previous contact with a client. This helps avoid duplicate communication that could potentially overwhelm your customers.
• Error reduction: Most of the tasks that are commonly automated include the possibility of error. Workflow automation cuts down the possibility of transcription errors that often arise when data has to be entered more than once. Since data will only be entered once within a workflow, it will be easier to ensure records are accurate for current and past transactions.
• Cost savings: With less employees involved in low-value mechanical tasks, businesses can direct resources towards higher-yield engagements. This saves the time and cost that would have been spent on those workers handling repetitive tasks and also removes the need to hire extra employees to handle additional tasks.
• Increased productivity: By eliminating unnecessary paperwork and freeing up employee time for other activities, your business can become more productive. Templates and forms can be used to deal with repetitive documentation requirements. Your workflow automation can include customizable templates that are used to manage tasks along the workflow. Eventually, your business can save time and resources, which can be put to better use.
• Enhanced strategic planning: Along with their capacity to complete tasks in record time, automated workflows can collect information on projects. This data can be used to assess business performance and will provide actionable information on the business’ strengths and weaknesses. This helps you make the most positive and progressive decisions on the future of your business, backed by accurate data.
• Improved accountability and transparency: The tracking capabilities of most automated workflows enable monitoring of a wide range of projects. When integrated with a project management software system, these functions can provide at-a-glance oversight for managers and supervisors. Businesses will be better able to identify stand-out performers and expose concealed bottlenecks.

We can help you save time and money

Long before workflows became a buzzword, i3solutions began helping clients understand how automation with workflow automation and agile software development helps their businesses. In that time, we have learned to keep things simple and start with the functional needs of our clients.

We can advise on what tasks can be automated and make recommendations on how to streamline and improve the process before assisting with automation. This approach allows us to create automated workflows that not only automate important tasks but also refine and improve the process overall.

We believe the success of a workflow solution depends first and foremost on the process, and not the technology. This is what sets us apart from others. Let us help you save time and money. Get in touch with us today.