Workflow Automation

Static vs dynamic workflows

When discussing workflow, we refer to activities needed to complete a task. There are two main types of workflows that workflow automation can address. The first is static workflow, which refers to an unchanging set of steps in a process. The second type is dynamic workflow, a series of actions that may change based on certain conditions. Both kinds of workflow can use workflow automation. For static workflow, workflow automation software can easily automate the required steps and turn the tasks into a routine automated process. For dynamic workflow, workflow automation software can use a template to determine the following action (based on a variable or other criteria) during runtime.

Workflow automation vs Robotic process automation

While we are on the matter of discussing what workflow automation is, we must draw an essential distinction between workflow automation and robotic process automation (RPA). RPA observes how people use software for repetitive tasks and then uses those observations to create bots to perform those tasks. On paper, they are similar. However, the most significant difference is that workflow automation automates a series of actions, while RPA automates individual tasks.

The importance of workflow automation

A 2021 workflow automation report by the automation software vendor Zapier reported that 94% of all small and medium-sized business (SMB) workers surveyed said that they perform repetitive & time-consuming tasks. The report also highlighted that 90% of knowledge-focused workers found that workflow automation improved their jobs, and 66% said it made them more productive.

As productivity and efficiency grow more critical by the day, taking advantage of workflow automation in several areas is vital to any business’s short-term and long-term success. Wherever there is inefficiency, including employees wasting valuable time on tasks that could be completed quicker, companies must utilize automation to reduce the time spent on these tasks. The benefits of doing so will enable the company to refocus on matters that are more complex and critical to long-term success.

The following list summarizes how workflow automation can improve repetitive and labor-intensive tasks:

• Critical and complex tasks:  By taking mundane, low-value functions out of employees’ hands, workflow automation frees them to focus on critical, complex tasks that require greater human involvement.
• Cost Savings: Workflow automation increases productivity and reduces the financial and time costs of mundane tasks.
• Visibility: Mapping workflows to program automation software gives organizations a top-down view of automated processes, helping them remove outdated or redundant tasks that drain time and resources.
• Improved Communications:  The increased visibility provided by workflow automation can improve communication and coordination between departments and employees, ensuring a smooth exchange of information across the company.
• Customer service advantages/relationships with clients: Organizations can improve customer service and customer satisfaction through workflow automation that responds to customer inquiries. Reducing the need for employees in customer service allows for a redeployment of employees and resources to other critical areas. At the same time, companies can provide customer service efficiently and cost-effectively. By developing a reputation for efficient and cost-effective customer service, businesses can generate greater interest in their products & services among prospective clients while fostering closer ties with existing clients.
• Product quality:  Human error often drags down the quality of products & services, and companies must look for any way to reduce human error. By automating laborious processes, workflow automation can improve product & service quality while lowering costs.
• Performance tracking:  Workflow automation digitizes tasks, improves coordination, and tracks performance from start to finish. As a result, an organization can review how well its business operates.

Automated workflows can address needs that arise unexpectedly across an organization. Companies must understand what workflow automation can solve and where it fits best to use it efficiently and correctly.

Workflow automation steps

Workflow automation can easily be broken into a series of steps, creating a direct path that your implementation team can follow to get the most out of workflow automation software:

1. Identify repetitive tasks for automation. Workers often waste significant amounts of time on manual and repetitive tasks that require much human involvement and are prone to human error. When workers make errors in these tasks, they often find themselves spending even more time going back and correcting these errors. By automating these tasks, companies will find that they can reduce the time and money spent on these tasks while redeploying workers to focus on more pressing matters.
2. Map out the process. Once employees identify functions for automation, it’s critical to figure out what exactly goes into performing these tasks. One can only automate tasks by knowing what must be done as part of these tasks. By going through each task, the implementation team must examine what it entails and determine how it can be automated.
3. Define goals. When a business begins implementing workflow automation, it must decide what it hopes to accomplish. To maximize the benefits of workflow automation, companies must articulate specific goals they wish to meet through automation. Doing so will result in clear goals companies can aim to complete by implementing workflow automation.
4. Select the best software. Companies can use several workflow automation software tools (to name a few vendors: Catalytic, IBM, Kissflow, Microsoft, and SmartSuite). However, it is essential for companies to research in detail what exactly these tools do and to determine how these tools fit with their own goals. Some things to look out for are functions, features, and service-level agreements at the best price. These will determine how well a prospective software tool fits your company’s goals.
5. Train employees in using implementation software. Supporting your workers is critical during the implementation process. There will be resistance to change unless companies support their workers by answering questions, receiving feedback, and providing hands-on training.
6. Establish KPI metrics. Metrics for measuring success are essential, as they help companies determine how effective their implementation and transition process has been. Metrics also allow companies to adjust automated workflows to meet their goals.
7. Foster constant improvement. There are always ways to continue improving. When a shortcoming emerges, companies must be able to recognize it and find a way to fix it utilizing automation.

The benefits of workflow automation

There are several reasons why companies should take a hard look at workflow automation. But given its broad applicability and the subsequent wide variety of benefits, here are three main benefits.

Increased efficiency and productivity

One of the most significant benefits of workflow automation is the boost in efficiency and productivity that it will deliver to an organization. By automating repetitive and mundane tasks, staff members can focus on more strategic, creative, and decision-making tasks. This shift in focus can lead to improved productivity and maximum utilization of resources.

Workflow automation allows the completion of tasks to be much faster, resulting in quicker turnaround times, increased output, and, ultimately, higher profits. Also, as workflow automation reduces human intervention, it reduces the chances of errors, ensuring more accurate and reliable results.

How automated workflows improve communication and collaboration

Workflow automation promotes better communication and collaboration within an organization. It provides a transparent system where every team member can track the progress of tasks, assignments, and projects in real-time. Automation eliminates the need for constant follow-ups and status update meetings, saving valuable time and reducing confusion. A recent survey showed that automation has significantly improved collaboration satisfaction across departments for approximately 90% of IT users.

Moreover, workflow automation can clearly define roles and responsibilities, so team members know what is expected of them, which tasks they are responsible for, and when their input is needed. This clarity can significantly enhance the team’s overall productivity and performance.

Reduced overall costs

When workers must devote their time and efforts to pretty menial tasks, they are not the only ones who suffer losses. Companies that could otherwise funnel time, money, and other resources to more critical and labor-intensive tasks must focus on menial tasks that drain resources. By utilizing workflow automation, workers can shift their focus to more essential tasks and use their time more effectively.

The importance of workflow automation is clear from a financial standpoint: it reduces costs by lowering the need for manual labor and supporting compliance standards, which can reduce spending on additional employees and enforcement. Automation also reduces operational costs.

Workflow automation use cases

Employees across all functions can find ways to implement workflow automation. Workflow automation’s wide range of applicability allows it to be used across entire departments or for small, niche tasks that require a quick, straightforward solution.

The following examples show how different departments use workflow automation:

Information technology: Workplace automation was already a priority for 95% of IT and engineering leaders surveyed in 2021, according to SFDC’s Trends in Workflow Automation. IT departments can utilize workflow automation to help with data monitoring, data collection, service requests, account setup, and the deployment of new code. For example, service requests can quickly swamp an IT team, but with proper workflow automation in place, the tickets can be assigned into a queue by importance and to the best team member, saving time and effort.

Human resources: HR departments can use workflow automation to aid with numerous routine HR tasks, such as onboarding & off-boarding employees, managing personnel changes, and timesheet approvals. An AI-powered Virtual Assistant for example can provide automation in answering a lot of the questions that would typically fall onto an HR staff member, instantly, saving time for the employees and the HR team.

Marketing: Workflow automation can aid with numerous marketing tasks. An example would be the automation of taking new subscribers to a blog and adding them into an automated workflow that welcomes them and provides them with relevant content based on how they engage with your site.

Internal communications: Internal comms can elevate the employee experience more effectively with workflow automation. For example, tasks such as writing and customizing newsletters and emails can be done in minutes through the power of Generative AI.

Conclusion

Workflow automation is a powerful way for businesses to improve efficiency, reduce errors, and maximize productivity. By automating repetitive, mundane tasks, organizations can free up their staff’s time to focus on more strategic, higher-value tasks. Learn more how Simpplr AI can automate workflows and elevate the employee experience at your organization.

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About the author

Anshuman Srinivasan

As a market research analyst, Anshuman is fascinated by understanding how companies can stay competitive and gain an edge in a continuously changing marketplace. He brings research and analysis experience honed by his time in the tech and think tank spheres. He has previously worked in Simpplr’s revenue operations department, working alongside sales and marketing. Having had experiences and opportunities in a variety of areas, Anshuman relishes new challenges and experiences. Connect with Anshuman on LinkedIn.

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