Workflow automation uses automative technology to improve business processes by saving time, reducing costs, and minimizing error potential.
The amount of time it takes me to count out a dollar’s worth of pennies is exponentially longer than it takes a coin-counting machine at the bank. This is a simple but effective example of how workflow automation can eliminate a tedious and routine task in a way that benefits the employee, the business, and the consumer. A true business hat trick.
Workflow automation leverages technologies to improve business processes. This can be as complicated as data analysis and reporting or as simple as eliminating duplicate entries in a spreadsheet.
Ultimately, the goal of workflow automation is to reduce the time, cost, and error potential in any given process.
For more information on getting started with automation in your own organization, download Impact’s eBook, Fast-Tracking Your Digital Transformation.
Understanding the Basics of Workflow Automation
Workflow automation is the process of using technology to streamline and automate repetitive, manual tasks within a business process. It allows tasks that typically require human intervention—such as approvals, data entry, and task assignments—to be automatically triggered and executed by software. This automation ensures tasks are completed faster, with fewer errors, and in a more efficient manner.
At its core, workflow automation relies on predefined rules or conditions. For example, when an employee submits a request for approval, automation software can route the request to the appropriate manager without any manual oversight. Once approved, the system can move to the next step in the workflow, such as notifying the employee or updating relevant records.
Businesses of all sizes use workflow automation to improve productivity and reduce costs. From automating invoice processing to managing customer support requests, this technology helps reduce bottlenecks, eliminate redundancies, and free up employees to focus on higher-value tasks.
The Benefits of Workflow Automation
There are quite a few benefits that can stem from workflow automation folded into business processes. Let's explore some of these benefits in a bit more detail.
Accelerated Operations
With process automation, operations are accelerated as processes move forward on their own up to a point. Tasks that typically require human oversight, such as approvals, notifications, and data entry can be executed instantly by automated systems.
This not only speeds up individual steps in a workflow but also reduces the overall time it takes to complete entire processes. For example, automated invoice approvals can be processed in minutes rather than days, ensuring faster cash flow and quicker decision-making across departments.
In addition to speeding up individual tasks, workflow automation builds efficiency by ensuring that processes are always moving forward when they can. Automated systems can trigger the next step as soon as possible, without waiting for someone to manually initiate the next phase.
This creates a seamless flow where operations progress smoothly, avoiding bottlenecks caused by delayed handoffs or missed communications. Ultimately, this acceleration enables teams to handle higher volumes of work and meet deadlines more consistently, driving better results across the board.
Improved Transparency and Collaboration
Automating workflows improves transparency by providing real-time visibility into the status and progress of tasks. Automated workflows are typically tracked through software dashboards, allowing team members and managers to see exactly where a task stands at any given moment.
This transparency leads to better communication among teams as everyone involved will have better visibility into the status of any given project along any given workflow. This transparency also promotes collaboration both within and across teams.
Notifications and reminders can be set up to keep team members on track and alert them when their input is needed, fostering timely coordination. Plus, by removing manual dependencies, workflow automation streamlines communication, allowing teams to collaborate and innovate without worrying about missing little tasks or creating redundancies.
Enhanced Accuracy
Workflow automation greatly improves accuracy by eliminating the potential for human error in repetitive and data-driven tasks. Manual processes, like entering information into spreadsheets or managing approvals, are prone to mistakes such as typos, missed entries, or incorrect data formatting.
Automated systems like robotic process automation, on the other hand, follow precise instructions, ensuring that tasks like data entry, document generation, and compliance checks are carried out flawlessly every time.
Since automated processes are driven by predefined rules and logic, they execute tasks the same way every time, regardless of external factors like workload or time pressure. This uniformity is especially valuable for compliance-heavy industries, where even minor errors in record-keeping or regulatory filings can lead to costly penalties.
With workflow automation, businesses can ensure that critical processes are consistently accurate, reducing the risk of errors that could otherwise occur if done manually.
Reduced Costs
Automated processes also reduce operational costs by significantly lowering the need for manual labor in routine tasks. Bringing automation into operations like data entry, approvals, or task assignments minimizes the time and effort employees spend on repetitive, time-consuming activities.
This allows businesses to either reduce staffing requirements or redirect employees to higher-value work, ultimately saving on labor costs. Additionally, automated systems complete tasks faster and more efficiently than humans, resulting in improved productivity without requiring additional resources.
Another way workflow automation cuts costs is by reducing errors and the expenses associated with correcting them. Mistakes in manual processes—such as inaccurate data entry, missed deadlines, or compliance oversights—can lead to costly rework, financial penalties, or wasted materials.
Automated workflows execute tasks with precision, minimizing the risk of such errors and their associated costs. Over time, these savings compound, ultimately creating a stronger bottom line.
Expands Employee Bandwidth
Workflow automation expands employee bandwidth by freeing workers from repetitive, low-value tasks and allowing them to focus on more strategic and creative work. When routine tasks such as data entry, scheduling, or approvals are automated, employees no longer need to dedicate time to these monotonous activities.
Instead, they can use their skills and expertise for problem-solving, innovation, and projects that require human insight. By lightening their workload, workflow automation helps employees be more productive and contribute meaningfully to the company’s long-term goals.
Additionally, workflow automation reduces the mental burden on employees by streamlining processes and eliminating the need to micromanage daily tasks. Automated systems handle the operational details—such as ensuring steps are completed in the right order, sending notifications, and tracking progress—so employees can focus on the bigger picture without being distracted by administrative duties.
This increased focus and capacity enable employees to take on more responsibilities, collaborate effectively, and work toward continuous improvement, all while reducing the risk of burnout.
Tips for Implementing Workflow Automation
To get started with workflow automation, organizations first need to identify which processes are the best candidates for automation. Typically, these are repetitive, rule-based tasks that consume significant time and resources but do not require complex decision-making. Examples include invoicing, employee onboarding, or customer support ticket routing.
By mapping out these processes and understanding each step involved, companies can determine where automation would have the greatest impact on efficiency and productivity.
Once key processes are identified, the next step is selecting the right automation tools. There are many software platforms available that cater to different business needs and industries, such as process management software, robotic process automation, or specialized solutions for specific tasks like email marketing automation.
It’s important to choose a tool that integrates well with existing systems and offers scalability, so the organization can grow without needing to overhaul its automation setup. Many platforms also offer user-friendly, low-code options, making it easier for non-technical employees to manage and adjust automated workflows.
Finally, a phased approach to implementation is recommended. Start by automating one or two processes to test the waters, ensuring that workflows function smoothly and deliver the expected benefits.
During this phase, gather feedback from employees to address any challenges or adjustments needed. Once the initial automation proves successful, organizations can expand their efforts to other processes, continually optimizing operations and expanding their automation capabilities. This approach minimizes disruption and allows for steady, sustainable growth in automation adoption.
Final Thoughts on Workflow Automation
There are a lot of ways to implement workflow automation into your business, and when done effectively, you can reap the benefits, including an improved employee experience, cost reduction, time savings, and so much more.
Conduct an internal audit and see if you can identify any current processes that could be improved with automated technologies. You never know what you’ll find until you look.
Get more information on how to effectively implement workflow automation with Impact’s eBook, Fast-Tracking Your Digital Transformation.
