How to automate workflows so you can focus on your business

If you’re wondering how to automate workflows, chances are good that you’re exhausted with your current approach to running your business.

Maybe your typical morning looks a little something like this: You have your sights set on tackling one of your biggest business priorities. Let’s say you’ll be ironing out the details of the new service you plan to offer.

But first, you get sucked into your inbox and respond to dozens of emails. Then you get saddled with some data entry. Next, you need to resolve a customer support issue that keeps coming up. Before you know it, it’s three in the afternoon and you haven’t even touched the strategy you wanted to hash out today.

Sound familiar? We thought so—and it’s proof of the value of workflow automation.

What is workflow automation?

Workflow automation is when you identify a repeatable pattern of tasks and then use technology so that business process can happen without you.

Automation sounds complex and intimidating, and a whopping 73% of U.S. adults fear that artificial intelligence will eliminate more jobs than it creates. However, automation doesn’t need to be complicated. Many automated workflows can be accomplished in two simple steps.

For example, imagine that someone fills out the contact form on your business website. An automated workflow could take that response and automatically create a task in your project management software.

See? That’s a simple business workflow, but it removed a manual step from your own plate.

The benefits of workflow automation (hint: you’ll save time)

Process automation is all about reducing the amount of repetitive, manual processes that you and your team are responsible for. In and of itself, that removes bottlenecks, streamlines your systems, and keeps work moving forward.

But that’s only the tip of the iceberg. Let’s look at some of the other big benefits of workflow automation.

1. Workflow automation saves time

You spend more time than you think on repetitive tasks that could be automated. In fact, the typical office worker spends one-third of the working year on these types of administrative responsibilities.

As a business owner, these types of time-consuming tasks cut into the hours you could invest in working on your business—rather than in it. Research from The Alternative Board found that business owners spend only about 32% of their time working on important business development activities.

Process automation will save time and eliminate inefficiencies, so you can spend less time on mundane tasks and more time growing your small business.

2. Workflow automation reduces human error

Automated workflows happen without you. You’ll set up templates and other business workflows so that manual tasks occur reliably without your input.

Not only does this free up time, but it also reduces the possibility of human error. After all, you aren’t perfect, and you know that little mistakes can lead to a whole bunch of headaches.

For example, imagine that a customer submitted a question via email. You forgot to pass it along to the right team member, so that customer has been sitting without an answer for days—or even weeks.

With an automated workflow, that email could’ve been automatically directed to the right person, who would’ve been notified that a response was needed.

3. Workflow automation ensures consistency

Related to the above, automation also makes your business processes more consistent. When you’ve set up the automation, it happens reliably again and again—the exact same way.

No more worrying that one member of your sales team logs an entry in an Excel spreadsheet one way, while another employee does it completely differently. By cutting humans and real-time input out of the equation, you ensure greater cohesion of your repetitive tasks.

4. Workflow automation improves your culture

Some grunt work is unavoidable, but if it’s making up the bulk of your employees’ responsibilities, they’re bound to become frustrated. They want to do more than take care of mundane and mindless tasks.

Automation frees up more of your employees’ time so they can focus on job responsibilities that adequately use their skills, passions, and creativity.

Not only does this improve company culture, it also helps your business thrive, because you’re getting the most out of each member of your staff.

The building blocks: 3 basic components of a workflow

Your eyes have been opened to the perks of workflow automation. But how do you get started with streamlining and systemizing your own business processes?

Let’s start with the basics of a workflow. As digital workplace Kissflow explains, the basic components of a workflow are:

  • Predefined steps: This is a predetermined sequence of tasks that makes up the workflow.
  • Stakeholders: These are the people who carry out the various tasks in the workflow. Note that, in some workflows, steps are completely automated and don’t need an assigned stakeholder.
  • Conditions: These are the rules of the workflow that explain when a certain step should be taken.

Here’s a simple example of a workflow using these three components. Maybe you’ve turned your attention to your human resources processes, and you’ve noticed that you’re frequently answering the same questions from job applicants.

You decide to implement the following automated workflow: When an interested candidate submits the job application form on your website, they automatically receive an FAQ-style email that thanks them for applying and provides answers and links to helpful resources.

Within that workflow, your predefined steps are:

  • An applicant submits the application form on the website.
  • The FAQ email is sent to the applicant.

This process will happen without human intervention, so there isn’t a stakeholder. The rule is that the FAQ email will be triggered by the receipt of the application. – Read more

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