How Automation Can Optimize Your Workflows: A Complete Guide

In the fast-paced world of business, time is a precious commodity that always seems to be in short supply. From endless administrative tasks to juggling multiple projects with tight deadlines, finding ways to optimize workflows and maximize productivity has become a top priority for businesses of all sizes, across all industries… 

…and that's where the power of automation comes in.

WorkFront’s State of Work Report in 2020 found that employees spend only 40% of their work week on their primary tasks, with the rest being consumed by administrative work, meetings, and interruptions. But it doesn't have to be that way. By leveraging existing technologies to automate workflows, organizations can streamline processes, increase efficiency, and reduce human labor required for certain tasks. This not only presents an opportunity for cost savings but also allows employees to focus on higher-value, creative, and strategic work. Automation is the Robin Hood of revenue, stealing precious time away from mundane tasks like data entry and giving it back to employees for more meaningful - more revenue-driving - endeavours.

Workflow automation has been a concept that businesses have pursued for many years, aiming to streamline their operations and improve efficiency. However, what has changed in recent times is the affordability, accessibility, and ease of implementing workflow automation, thanks to tools like Zapier. In the past, implementing automation required considerable technical expertise, custom development, often-clunky integration efforts, and a ton of resources. Small and medium-sized businesses often found it challenging to adopt automation due to limited resources and high costs.

The introduction of low-code and no-code workflow automation tools has revolutionized the landscape by providing user-friendly interfaces, pre-built integrations, and a wide range of supported applications (Curious how to choose the right tool? Check out the “How to choose the right tool for your automation project?” section in a recent TechBehemoth's post – it applies to choosing workflow automation tools, too!). This accessibility has democratized workflow automation, enabling businesses of all sizes to leverage the benefits without the need for extensive technical knowledge or large budgets. Businesses can now automate repetitive tasks, connect various apps, and create efficient workflows with ease, unlocking time and cost savings that were once out of reach for many organizations.

New tools have democratized workflow automation, enabling businesses of all sizes to leverage the benefits without the need for extensive technical knowledge or large budgets.

By automating time-consuming tasks, employees can focus on higher-value activities that directly impact revenue generation, such as sales, customer engagement, strategic planning, and innovation. Additionally, automation can help businesses scale their operations efficiently without the need for first expanding their workforce, leading to increased revenue potential and internal stability. This complete guide aims to explore the world of automation and provide insights into how you can leverage its potential to optimize work processes for yourself and your organization.

Where to Start Automating

Automation is a powerful tool that can streamline your workflows and boost efficiency. However, not all processes or tasks are suitable candidates for automation. To maximize the benefits of automation, it is crucial to identify the areas where automation can make the most significant impact.

Begin by closely examining current processes. Look for tasks or steps that are repetitive, time-consuming, and prone to human error. These are prime candidates for automation. By automating these repetitive tasks, you can eliminate the risk of errors and free up valuable time and resources.

Next, consider the pain points and bottlenecks within your existing workflows. These are often areas where tasks get delayed, require manual intervention, or cause frustration among your team members. Automating these pain points can help alleviate bottlenecks, streamline processes, and improve overall efficiency.

Then, consider tasks that are performed frequently or in large volumes. These tasks can consume a large amount of time and effort, and automation can provide substantial time savings.

Finally, gather feedback from your team members, managers, and other stakeholders who have firsthand experience with the tasks. Their insights can provide valuable perspectives on how to best implement workflow automation. Remember, automation should not be implemented for the sake of automation alone. It should align with an organization's goals, improve efficiency, and enhance the overall workflow.

What You’ll Need to Automate

Before diving into the creation of a workflow automation, there are several essential prerequisites you need to gather. These elements will ensure that you have a solid foundation and the necessary resources to develop an effective automation solution.

Well-Defined Process

It’s worth saying again, it is crucial to have a clear understanding of how a manul workflow currently operates. Document the existing process flow, including inputs, outputs, the sequence of steps involved, and any approvals that are required. A well-defined process serves as a reference point for designing and implementing automation effectively - and for knowing how to properly maintain it.

Automation Tools and Technologies

Identify the appropriate automation tools and technologies that align with your specific requirements. There are various options available, including robotic process automation (RPA) software, workflow automation platforms (like Zapier), or custom-developed solutions. Evaluate the features, capabilities, and compatibility of these tools to select the most suitable option for your automation project.

Access to Relevant Data

Automation often relies on data inputs and outputs. Ensure that you have access to the relevant data sources required for the automation process. This may include customer information, product details, transactional data, or a CRM. Data quality and accessibility are crucial for accurate and reliable automation.

Training and Change Management

Preparing your team for automation is essential for a successful implementation. Provide training and upskilling opportunities to equip employees with the necessary knowledge and skills to work with the automation solution. In addition, having someone that's designated to oversee the automation is important. Because processes often evolve over time, it may be necessary to adjust things after the automation is launched. Develop a change management plan to address any concerns or resistance to change, ensuring a smooth transition and acceptance of the automated processes.

When to Work With A Developer

Automation projects can vary in complexity, and there may be instances where the support of a specialist becomes essential to ensure the successful implementation of your project. While some automation initiatives can be handled internally, involving experts can bring valuable insights, expertise, and experience to the table. What's more, it can empower your team to truly own their automation projects while still ensuring that they have access to expert advice and recommendations when needed.

Once you’ve defined your processes, you may realize that it is - either entirely or in part - too complex to automate on your own. If the process involves intricate workflows, integration with multiple systems, or advanced data manipulation, it may require specialized knowledge and skills to design and implement the automation effectively. It's always worth considering the possible internal resource constraints that might prevent automation from being implemented. If your team is already under-resourced or lacks the necessary bandwidth and expertise to handle the automation project, involving a specialist can provide the additional support you need.

Using a developer to design and implement automation can also allow businesses to expand tools like Zapier to meet the requirements of automation. For example, perhaps data coming from one source needs to be modified to be sent to the receiving application. While Zapier has no-code tools that can often accomplish this task, a developer can often modify the data using fewer tasks in the workflow, meaning that the overall cost of the automation is lower over time. Another great example of working with a developer for automation is when applications in your tech stack are not available on workflow management solutions. 

As long as there is an API endpoint available or a way to access that data, it can likely be automated.

Assess the time and cost implications of implementing automation internally versus engaging a specialist. While involving a specialist may incur additional costs, their expertise can help expedite the implementation process and reduce potential errors or setbacks. Consider the trade-off between the budgetary impact of specialist support and the long-term benefits of a more efficient and effective automation solution.

Conclusion

Automation has emerged as a powerful tool to optimize workflows and enhance productivity. By leveraging existing technologies, organizations can streamline processes, reduce manual labor, and unlock valuable time and resources for more strategic work. From automating repetitive tasks to improving customer support processes, automation presents an opportunity to transform the way your business operates.

The increasing accessibility of automation tools and technologies has made it easier than ever for organizations of all sizes to adopt automation and reap its rewards. However, it's important to identify the right areas for automation and ensure a solid foundation with a well-defined process, suitable tools, access to relevant data, and proper training and change management. In complex cases, working with a specialist can further enhance the implementation and maximize the benefits of automation. When businesses embrace automation they can optimize their workflows, drive innovation, and stay ahead in today's competitive landscape.