How Workflow Automation Software Can Make Your Business More Efficient

Feb 2020
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Workflow Automation

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Workflow Automation is a key to the success of every business. It’s the ultimate solution to all those time-consuming and inefficient business processes.

The primary goal of every business out there is to minimize operational costs and increase ROI. And, implementing automated workflows is the best possible way to achieve this goal.

A custom workflow automation tool can be an invaluable asset to your business. It not only helps you reduce time but also helps you improve efficiency and cut down on the resources spent on repetitive and manual tasks.

When implemented correctly, the workflow automation tool can help you save thousands of work hours every year.

But, what exactly is the workflow automation and how you can use it to your organization’s success? Let’s see.

What is Workflow Automation?

So what’s all the fuss about business workflow automation? Simply put, workflow automation is a technology that can be used to automate various business processes to reduce or eliminate human intervention.

Workflow automation transforms existing legacy and manual business processes such as approvals, claims, requests, assignments, sending out emails, etc., into a centralized, automated system.

Tasks that require a lot of manual paperwork can be handled digitally in a systematic way.

Take for example an employee who is responsible to enter data into spreadsheets and categorize the data based on custom filters. Now, suppose this employee spends 15 hours a month on this task at an hourly rate of $50.

This means that you are spending $750 every month for a task that can be automated.

This is just one example, there are hundreds of such activities in an organization that can be automated. With workflow automation in place, you can save a huge amount of money and pump it back into your core business.

The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. - Bill Gates Click To Tweet

Why Businesses Need Workflow Automation Software? Facts You Should Know

Why businesses MUST adopt workflow automation technologies? The following are some facts that might clear your doubts.

Did you know:

  • Poor leads management costs companies at least 1 trillion USD every year
  • More than 50% of sales time is wasted on unproductive prospecting
  • Employees spend 20% to 40% of their time searching for documents manually
  • 73% of Customer Support professionals believe managing time and workload the biggest issues
  • CEOs spend nearly 20% of their time on work that can be automated

It’s clear that companies spend quite a lot of time on redundant, manual tasks that can be automated. If you really want to take your business to the next levels, you should think of investing in a business workflow automation software.

Infographic Workflow Automation Software

Benefits of Workflow Automation Software

An automated workflow benefits your business in numerous ways. Here are some of the most important benefits of business workflow automation:

1. Fewer Errors, Less Risk

Manual and human error is something that even well-managed companies can’t escape. The right workflow automation software can significantly reduce human errors that cost companies a lot of time and resources.

The automated workflow system would just need the authorization to proceed, and it would handle the rest of the tasks.

For example, let’s say your business requires sending periodic emails to your clients or customers. If you implement the automation software, all you would need to do is just approve the simple requests made by the tool, like send or accept or reject the email.

The automation tool would handle the rest of the activities such as updating the list, attaching an updated file, adding proper signatures, subject line, etc., on its own.

This would eliminate the possibility of forgetting to send the emails or attaching the outdated files and so on.

Human errors affect finance, sales & marketing departments a lot. A mistake in sales means the loss of a potential customer, which ultimately has a severe impact on your revenue. With the help of workflow automation, you can eliminate human errors and the risks involved.

2. Saves Time

Automated workflows help your employees save time on repetitive tasks. Hospitals are the best examples of how workflow automation saves time.

In hospitals, doctors generally prescribe the medications and leave to check the next patient. The nurse takes this prescription, enters it into the computer for billing, and gets back to you with the dosage. Later that day, the nurse has to track down the same doctor to get the confirmation signature so that she can submit the details to the administration.

This whole process takes up significant time for the nursing and administrative staff.

Now, in this case, if the hospital has the necessary workflow automation in place, the system would take care of this manual, repetitive task on its own.

The system would trigger the workflow every time the nurse would enter a prescription for billing. The doctor would receive a notification on his/her mobile to confirm the medication & dosage. After that, it would send a notification to the administrative task about the drug and update the patient profile.

With the help of this automation, nurses can save quite a lot of time, which they can spend in taking better care of the patients.

3. Improved Employee Productivity and Quality of Service

Repetitive tasks are the main reason why employees feel unmotivated. The mundane tasks not only take up time, but they also hurt the overall productivity of your employees.

Eliminating repetitive tasks allows your employees to focus on more critical business activities. It can enhance the morale in employees and improves creativity.

Businesses that have automated workflows for repetitive and manual tasks have successfully increased employee productivity by 12% to 15%.

4. Improved Teamwork and Communication

Workflow automation provides your employees with a convenient platform where they can communicate and collaborate efficiently.

Proper communication encourages teamwork and improves overall productivity.

Most of the workflow automation systems have internal communication platforms that are designed to connect different departments and teams within your organization. It will notify individual groups when the specific phase of the project is completed, so the team responsible for the next stage can step in.

5. Actionable Data and Scalability

Workflow automation can help your team focus more on the organization’s growth rather than spending time on mundane tasks. The right business automation software allows you to eliminate the bottlenecks and reach a higher potential.

In addition, workflow automation software provides you with valuable insights and actionable data. This data helps you identify employee performance, overall business productivity, and the problem areas.

Improved task management and resource allocation can increase individual team performance and overall productivity of your organization.

Steps to Take Before Workflow Automation

There are some crucial steps that you need to perform before developing a custom workflow automation software for your organization. Let’s take a look.

1. Identify the Problem Areas 

The first thing you should do is identify the areas that need workflow optimization. For better understanding and clarity, you can create the visual representation of all the existing workflows using the flowchart diagrams.

A clear understanding of current business workflows and processes would help you quickly find out the repetitive tasks and problem areas.

2. Define Business Goals

The next step is to define your business goals. It would be best if you mention the path to achieve your desired business goals, and how the workflow automation is going to help get faster results.

You should also set key performance indicators (KPIs) to track the performance of automation.

3. Involve Your Employees

Last but not least. Make sure you involve your employees in all the stages of workflow automation development.

You see, in every organization, there is always some amount of resistance to the new changes. That’s why you need to discuss the process with your employees and ask for their ideas. 

Workflow automation is one of the major business decisions, and when you involve your employees in this process, the development and implementation become even smoother.

Let’s Automate Your Business Workflow

A sophisticated workflow automation software allows your business to achieve higher goals in relatively less time. As most of the tasks are automated, you can put more effort into the core business operations and boost the growth rate.

But, getting your business workflow automated is not as easy as it seems, especially if you’ve used legacy systems. The best workflow automation development team would take care of everything from existing workflow optimization to legacy data migration.

Want to automate your business workflow and have a legacy application that needs to be redeveloped? Get in touch with us. We are an award-winning web and software development company with a vast experience of developing workflow automation tools for different industries.


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