What is Workflow Automation?

What is Workflow Automation?

November 29, 20220 Commentzenphi Use Cases

Workflow automation is a strategy for replacing paper-based and manual processes with digital tools, often via the use of a single platform that integrates with existing systems.

Workflows are essentially the series of tasks that need to be completed in order to conclude a process. Automating these workflows can free up employees’ time so they can focus on more substantial tasks, or it can simply make the process of completing a task easier and less time-consuming. You can think of it as a  hurdle race turned into a sprint to increase speed, productivity, and efficiency.

There are various ways to automate workflows, but the best approach depends on the organization and the task at hand. In this blog post, we will explore what workflow automation is, why every organization should automate its workflows, and some industry use cases. 

Primary Benefits of Workflow Automation

Among the primary advantages of automating manual workflows are:

  1. Foster communication among teams and identify bottlenecks.
  2. Increased trust, transparency, and control.
  3. Eliminate micromanagement.
  4. Meaningful work culture.
  5. A rise in precision and a decrease in the number of errors.
  6. Enhanced data security.
  7. Enhanced insight into the status of the task, nearly in real-time.
  8. Accountability on a granular level, all the way down to the individual level.
  9. Make decisions based on facts rather than assumptions or unclear perspectives.
  10. Implement relevant key performance indicators (KPIs) to business practices.

Value of Workflow Automation

When it comes to the final work product, your consumers, both internal and external, will have a far more consistently pleasant experience if you utilize a workflow automation system. This is the primary reason why you need to invest in such a system.

The work is completed in a shorter amount of time, and your team and administrators can defend budget allocations and performance based on real-time statistics.

What would you choose to say? “We boosted manufacturing output by x% without an increase in staff,” or, a vague assertion like “It feels like we are busy.”

In the end, you need workflow automation because it enables you to create a competitive advantage over competitors who drives operations manually. You can achieve the ROI of workflow automation by providing higher-quality work and services at a lower price point while also benefiting from quicker and better decision-making.

Examples of Workflow Automation

Gartner predicts that the workflow automation market will grow by 69% by 2024. Another exclusive Report By Acumen Research & Consulting claims that Workflow Automation Market will Cross US$ 78 Billion by 2030.

As more businesses recognize the importance of workflow automation for digital transformation, demand for new measurement techniques has ascended. These workflow automation examples are striking evidence of the benefits that may accrue to enterprises.

Automating its case management workflows, RBC Wealth Management was able to reduce the time it took to onboard new clients from weeks to just 24 minutes.

From delivering personalized email campaigns to using bots to compose sticky headlines, workflow automation tools are hot commodities. However, automation isn’t limited to marketing campaigns and sales proposals. Several industries are lighting up the workflow automation phone lines across different industry roles. 

Workflow Automation Use Cases

Companies throughout 2021 continued to streamline operations and cut costs by relying on automation technology.

Those who used workflow automation, automated tedious tasks, and collaborated across departments and time zones — all while maintaining security and trust in the system. Let’s dive right into the top workflow automation use cases.

IT

Workflow automation can help information technology (IT) professionals automate the process of managing and tracking the myriad tasks that make up an IT project. 

IT departments use automation to support DevOps teams and other groups by using automated workflow orchestration of the software development pipeline, data monitoring, data collection, testing code development, service requests, deployment of new code, and much more. 

Some common features of workflow automation solutions in this role include: 

Task management: Automatically track and manage tasks across all stages of the IT project lifecycle, from ticket creation to resolution. Learn how you can automate task management with Jira and Google Workspace.

Reporting: Generate real-time reports on project progress, performance metrics, and resource utilization.

Dashboards: View all your critical project data in one place for easy monitoring and decision-making.

Integrations: Seamlessly integrate with other tools and systems used by your organization. For example, customer relationship management (CRM) or enterprise resource planning (ERP) software. 

Example of the Dashboard that you build in Incident Report workflow automation with zenphi.
Example of the Dashboard that you build while automating Incident Report with zenphi

 

Human Resources

Human resources departments are responsible for a variety of tasks, from recruitment and onboarding to employee development and benefits administration. With so many disparate functions, it can be difficult to keep track of everything that needs to be done. 

HR Workflow automation can help by streamlining all processes from recruitment to onboarding while ensuring that nothing falls through the cracks.

Recruitment is one area where workflow automation can be extremely helpful. Automated systems can track applicants throughout the hiring process, ensuring that each step is completed in a timely manner. 

Onboarding can also be streamlined with automated reminders and notifications to help new hires acclimate to their new role. 

Employee development is another key function of HR. By automating performance reviews and tracking employee goals, HR professionals can ensure that everyone is on track for success. Additionally, automated systems can help identify employees who may need additional training or support.

Finally, HR workflow automation can help by keeping track of deadlines and sending reminder notices to employees about open enrollment or changes to their benefits package. 

Learn how to automate Employee Onboarding end-to-end

Finance

The Finance department is one of the business areas where workflow automation may be used to speed up operations. It can help with saving operating expenses, and, most significantly, minimize the number of mistakes caused by human intervention. Automating finance workflows can help organizations improve efficiency, accuracy, and compliance.

There are a few key areas where workflow automation can help finance teams:

Accounts payable: Automating the accounts payable process can help finance teams save time on data entry and approvals. 

Accounts receivable: Automating accounts receivable can help finance teams get paid faster and reduce late payments.

Budgeting and planning: Automating budgeting and planning can help finance teams save time on data entry and analysis.

Payroll: Automating payroll can help finance teams save time on data entry and compliance.

Operations

Workflow automation is a game changer for operations. By automating key processes, organizations can achieve significant improvements in efficiency and quality. The more time business leaders have at hand, the better they can help support the business with critical decision-making. 

For example, automating the requisition and purchase order process can help ensure the accuracy and timeliness of orders. Automating the time-tracking process can eliminate costly errors and improve compliance with labor regulations. 

Another challenge operations departments face is the timely approval of documents. Document approval workflow can look like a match of squash with the back-and-forth scenario of document exchange. A document workflow automation platform streamlines company operations and helps administrators stay on top of critical approvals, even when they are on vacation. 

Organizations with an automated operational workflow often see dramatic improvements in efficiency and effectiveness. In some cases, businesses have been able to reduce their operating costs by 30% or more.

Furthermore, automation is not just a benefit to the company but also to the consumer. Using digital workflow automation to understand what customers want can help business leaders determine how to enforce automation to support their operations.

Redefine your Business Practices

As businesses continue to implement and adopt these automation technologies, these tools will augment the workforce by optimizing workplace processes. Now, companies can focus directly on strategies that immediately impact the success of their brand or service rather than having employees waste countless hours on menial tasks that bog down efficiency.

Zenphi delivers a powerful and easy-to-use drag-and-drop experience that allows departments of all sizes to design and deploy workflows without expensive development resources. As a trusted Google cloud partner, we integrate automation into your workflows using the same G-suite applications that drive your daily operations. 

The sky is the limit when it comes to what you can achieve with your google workspace. And zenphi adopts a seamless and scalable approach to automation that fits your business needs like a missing piece of the puzzle. 

If you’re ready to immediately enjoy the advantages of increased productivity and a happier workforce, start your free trial today!


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