How to Use Your First Workflow Automation Software

How to Use Your First Workflow Automation Software? Step-by-Step Guide

Our work process is frequently more disorganized than we would like it to be because several workflows overlap at any time. However, the majority of repeatable procedures can be automated to increase productivity.

Consider a workflow as the series of tasks or actions required to complete a specific task. If you consider a workflow an algorithm, it is easier to comprehend and separate it from all your daily tasks through document management software.

For instance, you are trying to manually identify the workflow required to add a new lead to your database when a sales representative is alerted to a new email requesting a price for the services you request.

  • Respond to their email and inform them that you are addressing the problem.
  • Include their email and name in the spreadsheet.
  • Send an email to a professional to get a price quote.
  • Send the price estimate to the customer.
  • Make an initial phone call.

These processes can all be automated. Using the proper strategy, the sales representative can eliminate an hour of tedious work each day. They can then utilize that time to improve their call preparation or to focus on other prospects.

What is Workflow Automation?

Workflow automation uses software or code to speed up a workflow or series of workflows instead of performing each step manually. Before applying this technology solution through low-code digital transformation, you should evaluate the workflow and define it into a set of repeatable actions and circumstances.

Of course, not all tasks can be automated, but the majority of those that are repetitious do. For instance, a human must typically decide whether to label a qualified lead. But every action before and after that choice (like deciding on sales and fostering email sequences) may be automated.

How to Pick the Best Software for Workflow Automation?

Growing companies are becoming more deadline-driven. As a result, they are compelled to do more and more with less and less in the meantime. As a result, to streamline business procedures, many firms are using workflow automation software.

Every minute matters, after all. Due to streamlined systems, businesses have also discovered methods to save hours (and a tremendous amount of money) by rethinking how their operations work.

Getting Started with Workflow Automation:

workflow automation

Below is a step-by-step guide to implementing workflow automation into your business:

Now that you know more about workflow automation and its advantages, you might ask how to use this information in your circumstances.

We’ll lead you through six stages in this section to get you started with process automation.

1. Select the Best Workflow Automation Syste

Almost everyone may gain from using a workflow automation platform, which enables you to manage your current workflow from a single location.

The correct workflow automation software is the grease that keeps your company running smoothly. The right platform will enable you to streamline your job, increase productivity, and increase your team’s production.

You should receive more functionality from the planning and collaboration tools than alerts.

2. Determine Which Procedures May Be Improved

Finding existing processes you can enhance is the next step after choosing the best workflow automation platform.

These are any laborious, cumbersome procedures that have slowed down your team’s and your progress.

3. Describe Current Procedures

The next stage is sketching out the processes you wish to enhance and deciding which ones to automate. This can apply to procedures with distinct steps, such as data entry and invoice tracking.

Asking the following questions can be helpful, as we indicated in our article on workflow management advice:

  • What should be done?
  • Who should perform it?
  • When must it be completed?
  • How ought you to do it?

You’re off to a good start if you can thoroughly respond to these four questions. The complexity of the procedures you intend to automate should also be considered.

Some procedures, such as the flow of an employee onboarding, could be more complicated than others (like data entry or invoice submissions). When automating your workflow for the first time, start with more straightforward tasks and gradually work your way up. For instance, designate one or more team members to each task using our team task management template so that everyone knows who is in charge of what.

4. Determine Your Objectives for Each Step

The last step is to specify the aim you wish to accomplish by automating each process you’ve identified.

Would you prefer to finish it more quickly, accurately, or efficiently?

Determine your objectives for each process and then establish reliable KPIs to gauge your progress.

5. Examine Any Gaps

Gap analysis is comparing your chosen process with how you would like it to operate in the future and figuring out how to bridge that gap.

This method enables you to identify areas that need development, such as your sales team needing to catch up to goals or your customer service staff responding to requests too slowly.

Approaching gap analysis from several perspectives is also beneficial.

To identify where you can make significant advancements, try examining gaps in your team’s overall performance, profit margins, or the present market.

6. Put Into Action, Assess, and Modify

It’s time to put your new automated workflow into action now that you’ve chosen the best workflow automation platform, determined the gaps in your processes, and decided how you’d like to enhance them.

Remember that workflows can be found in a variety of formats, including:

  • Lists \Timelines
  • Kanban panels
  • Gantt diagrams
  • Calendars besides

The most outstanding workflow software allows you to visualize operations in any way that works for you.

You should train your team as you establish new procedures and delegate responsibilities, rights, and obligations. This guarantees everyone knows what they must accomplish. It’s critical to solicit input on potential revisions to the new workflow. Communication is key.