What Are The Benefits of Implementing Workflow Automation

Despite having a skilled workforce, are the proficiency and efficiency of your business optimal? Probably not. The reason for the same could be automated workflows. That’s the reason why in today’s day and age, workflow automation is needed. It helps accelerate core business operations by automating them. It does that by removing redundant, repetitive, and manual processes and reduces the scope of errors. 

And, even if there are any errors, you can track down where exactly errors happened. In this post, to understand the importance of workflow automation, we’ll have a look at some of the benefits of employing workflow automation. 

What Is Workflow Automation?

Workflow automation is the process of using technology such as software to automate, and streamline repetitive manual tasks, and processes within a workflow. In workflow automation, you set up rules and systems that trigger specific steps or actions automatically. This reduces or eliminates the need for human intervention. 

How Does A Workflow Automation Software Work?

Let’s have a look at the basic functioning of a workflow automation software.To conduct workflow automation, a tool is used that works using triggers, predefined rules and actions. The aim of one such tool is to streamline processes and reduce manual intervention. A typical functionality of one such tool comprises of the following – 

– User defines the steps of a workflow. 

– Rules determine how tasks are routed. 

– A trigger initiates the workflow. For example, an email, status update or form submission.

– Software performs predefined actions following a set of rules. For example, updating statuses, sending notifications, etc. 

– The software keeps a track of task progress in real-time, and also provides you with important insights into the workflow. You are also alerted about delays, and bottlenecks.

– The tool analyzes the data from the workflow to identify inefficiencies or any areas for improvement. 

You can further alter steps or rules to optimize processes further.  

Benefits of Workflow Automation 

1. Error Reduction

It’s true that it is next to impossible to omit errors completely. That said, if you employ workflow automation, you can prevent errors at the outset. And, even if errors occur, your workflow automation system can tell you exactly where the error happened. 

34% of small and mid-sized businesses say that using workflow automation helps decrease data entry errors.

2. Reduction In Human Efforts and Streamlined Tasks 

Workflow automation helps reduce human efforts that arise from working on various unorganized tasks. It further aids in streamlining tasks which may not be possible when working on tasks manually. 

Although, we’ll have a look at some real-life examples of workflow automation a little later, let’s take the example of workflow automation in customer support to understand the above point- 

Workflow automation in customer support streamlines ticket management by automatically categorizing, prioritizing, and assigning issues, sending reminders, and updating customers. This reduces manual effort, minimizes errors, accelerates response times, and enhances efficiency and customer satisfaction.

3. No Need for Micromanagement

One of the benefits of an automated workflow process is that employees are well aware of the deadlines and as such their managers needn’t constantly follow up on task updates. Instead, managers can focus more on the tasks that matter the most such as  creating strategies. 

4. Enhanced Collaboration and Connectivity

With workflow automation tools, team members working on tasks can communicate freely with each other. They can share project materials, documents and other important assets related to the tasks assigned to them. This timely sharing and seamless collaboration can ensure faster output and better outcomes. 

For instance, in a marketing team using a workflow automation tool, members can share documents, and campaign assets, and receive feedback in real-time. Furthermore, automated updates can notify members of the changes. 

5. Transparency

With an automated workflow system in place, employees get transparent with their job responsibilities. That’s because it delegates the right tasks to the right people by defining roles and responsibilities for every individual. As such, the scope of confusion is less and employees know what they are accountable for. An upside of workflow automation in this regard is that there are fewer manual tasks. Plus,  there is better permission management as data is under the control of an administrator.

6. Better Customer Service

Another benefit of workflow automation is evident in the customer service sector. Customer service workflows can be automated with chatbots that can further be used to answer queries promptly. As a result customer service can be improved. 

As per a study, approximately 50% of customer service tickets that involve straightforward tasks can be automated using a customer service platform. For instance, Chatbots can handle routine tasks such as scheduling appointments, tracking order status, or even answering frequently asked questions.

7. Increased Profitability

In the absence of a workflow automation system, there are often repetitive steps that translate to huge business costs. They also lead to delay in processes which ultimately lead to huge losses. On the other hand, automated business processes eliminate redundant steps and hence enhance both productivity and profitability. 

It is for this reason that 24% of businesses use job automation to cut operational expenses.

8. Adherence to Compliance

As opposed to workflow automation, the scope of inconsistencies, bias, and errors are high when following a process manually. On the contrary, a robust workflow automation system standardizes the various processes in accord with compliance requirements.   

9. Better Productivity

Under general circumstances, teams often have to wait for approvals once tasks are assigned to them. An automated workflow streamlines the process of getting approvals, and saves a lot of time sending emails and updating information in multiple tools. Moreover, teams can track their tasks in workflow systems.   

10. Increase Employee Satisfaction By Automating Workflow

Repetitive tasks cost trillions of dollars, and also consume a substantial amount of employees’ work hours. This in turn also mounts a lot of pressure on the workforce and makes them lose interest in work. By implementing workflow automation, key business processes can be automated. With this, employees can spend time and focus on tasks that require utmost attention and thereby increase productivity.

Some Real-Life Examples of Workflow Automation

If you observe any department in your company, you’ll find that all have repetitive processes. Some of the processes are mundane and at some point of time, an employee would appreciate it if these processes are automated so that productivity can be improved. 

That’s where workflow automation proves to be useful. We have enlisted some real-life examples demonstrating how workflow automation can ease up the tasks of various departments in a company. 

Human Resource Management

• Onboarding New Employees

An HR software tool using workflow automation can be used to automatically send offer letters, collect signed documents, schedule orientation, set up email accounts, and assign training modules. 

•  Performance Management

Via an automated workflow, employees can receive real-time insights, feedback, and better alignment with organizational goals. This kind of workflow automation can eliminate the need for a manager to take a substantial amount of time for these tasks.

Information Technology

• Resolving IT Support Tickets

Workflow automation can be used to route IT support tickets to appropriate teams based on expertise and urgency. Once submitted, the system would automatically categorize the ticket, assign it to an appropriate technician, track progress and ensure quick resolution. 

• Schedule Backups

With workflow automation, IT teams can set up systems based on which backups will be triggered at regular intervals. Apart from triggering backups, the system would also notify IT teams in case of a backup failure, and carry on with tasks like data retrieval and restoration so that business continuity isn’t hampered. 

Finance

• Invoice Generation

With an automated workflow you can schedule time when invoices will be created and sent.  

• Approving Expenses

In the absence of a workflow automation system, creating expense reports can be a tedious task. An automatic workflow system can eliminate the need to go through every entry for approval. With one such system in place, the finance team can set rules and criteria required for approval, thereby expediting the process of creating reports.  

Purchasing

• Streamline Purchase-Related Tasks

Workflow automation can streamline tasks like invoice matching, order approvals, and vendor management. For example, once a purchase request is made, an automated system can route it for approval, create a purchase order, and even notify suppliers. 

• Lead Management

When managing leads, workflow can be automated with the help of a CRM. You can upload leads as and when they come. Next, you can follow up with prospects, update their information, and status. By automating all these tasks, the overall productivity and efficiency of the team can be increased.

Conclusion

The Workflow Automation Market is projected to surpass $78 billion by 2030. Organizations across the globe and domains are implementing workflow automation solutions. Workflow automation offers numerous benefits that can significantly enhance efficiency, productivity, and profitability across various business functions. By eliminating redundant tasks, reducing errors, and streamlining processes, businesses can ensure smoother operations, better compliance, and improved employee satisfaction. As the market for RPA services continues to grow, organizations that adopt these technologies will be better positioned to stay competitive and foster a more innovative, cost-effective environment. Connect with the leading AI development company to scale faster with intelligent automation.