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What is workflow automation?

Workflow automation is the process of using software to automate repetitive tasks, reducing human intervention to make work easier. Workflow automation software helps enterprises enhance overall efficiency and productivity and increase the speed of process execution by streamlining, optimizing, and mechanizing repetitive tasks.

Why do you need workflow automation?

Typical business processes are:

  • 1. Manually intensive and time-consuming: Most processes take hours of work by several people to be executed properly.
  • 2. Expensive: They cost a lot because of the amount of manpower involved.
  • 3. Error-prone: As humans execute manual business processes, the error factor is always present, and inaccuracies tend to abound.
  • 4. Complicated: Because they involve several stages, these processes tend to become complex easily.
  • 4. Limited in transparency: It’s hard to track progress and resolve bottlenecks.

Diligent workflow automation is the solution to overcome the inefficiencies and impediments in manual workflow execution.

How does workflow automation work?

workflow automation work

Workflow automation works by harnessing software or tools to execute manual processes automatically. It streamlines, optimizes, and reduces the turnaround time of processes in an organization.

What are some workflow automation benefits?

 

Facilitates stakeholder empowerment

Stakeholders get deeper insights into processes and more visibility into their responsibilities.

 

Increases the efficiency of an organization

Due to reduced redundancies, you can improve organizational efficiency.

 

Vastly improves throughput

You can accomplish more tasks in less time. This greatly improves your personnel's throughput.

 

Increases customer satisfaction

Shorter turnaround times increase customer satisfaction, as their requests and organizational transactions get processed sooner.

 

Boosts profits

Streamlined processes mean boosted profits.

Workflow automation examples

Workflow automation can be built to address specific needs, allowing teams to automate tasks and activities. Some domains where workflows can be automated to address specific needs are:

  •  

    IT service requests:

    Routing and assigning IT support requests to appropriate teams, which helps resolve issues faster.

  •  

    New employee account setups:

    Scheduling user account creation and notifying the IT team to grant system access for new hires, which speeds up IT onboarding.

  •  

    Software updates

    Deploying software updates automatically, ensuring systems stay secure and up-to-date.

  •  

    Backup management:

    Scheduling regular backups of important data. This ensures that no data is lost and everything is safely stored.

  •  

    Security monitoring:

    Tracking network security in real-time, triggering alerts for unusual activity or potential risks.

  •  

    Automated IT auditing:

    Reminding teams about regular IT audits and maintaining compliance with internal policies and regulations.

  •  

    Automated incident escalation:

    Flagging IT incidents based on severity, ensuring they are quickly handled by the appropriate personnel.

  •  

    Hardware procurement:

    Handling the ordering, receiving, and deployment of new hardware, including laptops, desktops, and servers.

Check out our blog for more workflow automation examples!

How to automate workflows

Merely automating the steps in a process will not suffice; you need a methodical approach to workflow automation.

Step 1: Understand organizational processes

Workflow automation can be feasible and effective only if the organizational processes are clearly and thoroughly understood. You need a deep understanding of the following:

1. Inputs and outputs: Each workflow comprises a set of inputs and their corresponding expected, optimal outputs. You need to identify these and specify them exactly while automating workflows.

2. The transitional stages in workflows: From inception to completion, a workflow will have multiple stages in it. You need to define these stages clearly, as they govern the process flow within a workflow.

3. The approvers involved: The stakeholders for each workflow can approve or reject the transitions between workflow changes and are responsible for determining the flow of a workflow.

An understanding of the organizational processes will assist in the creation of efficient, productive, and optimally automated workflows.

Step 2: Visually map out the workflows

A sketch or a brain map of the workflow will assist in its proper visualization. Once the automation team maps out the workflow from start to finish, they will have an idea of:

Who the approvers are

What the transition stages are

What the required inputs will be

What the expected output will be

The frequency of workflow execution

Mapping out workflows in this way is one of the best practices for efficient workflow automation.

Step 3: Empathize with users

Only when the users of the automated workflows can execute them without a hitch or without much training required can you deem the effort sustainable. This requires empathy on the part of the team that automates the workflow.

You need to ensure that you answer this question: Does the automated workflow meet all the process requirements? This includes the below factors.

User feedback:

You need to test the automated workflows with users before deployment for two reasons. The first is to assess whether the workflows execute as intended. The second is to ensure that you get proper feedback from users. This will enable you to remove missing requirements or unwanted process bloat in workflow execution after implementing the automation.

Are the automated workflows easy to execute?

After automation, any workflow that brings your team additional effort is an exercise in futility. The intent is to simplify processes, not bring in additional complexity. An optimally automated workflow is one that gets executed in as few steps as possible.

Empathizing with users will ensure the creation of efficient and optimally automated workflows. After all, they are the intended beneficiaries of the entire effort.

Step 4: Segregate workflows by departments

Multiple departments in an organization, such as IT, HR, finance, presales, sales, and marketing, will each have their own requirements. It’s essential that you segregate workflows by department to avoid overlaps and process conflicts. Segregating workflows by department for effective workflow automation comprises:

  • 1. Identifying the individual processes of each department.
  • 2. Identifying the stakeholders of each department.
  • 3. Analyzing the existing manual workflows of each department for future optimization and automation.
  • 4. Defining the scope of the workflows.

Once you categorize the workflows by department, then you can automate them easily. This process improves efficiency and saves time.

Step 5: Choose a workflow automation tool

When the workflows are visually mapped out, well-defined, and segregated by their respective departments, then comes the phase of automating them. There are several ways to accomplish workflow automation.

Off-the-shelf workflow automation software

Off-the-shelf software is prebuilt for specific workflow automation use cases. It has the advantage of being easily available. However, you cannot customize it according to your organization’s unique business requirements. Buying off-the-shelf software from a particular vendor will also lock you in with the vendor’s technology stack and product repertoire. If you want to upgrade or change your automated workflows, you will have to contact the vendor, which will entail an additional investment of time and money.

Workflow automation from scratch

This is the process of automating your workflows from the ground up. This method, though it provides a bespoke automation solution, has the following disadvantages:

  •   It’s time-consuming, as you have to automate the workflows from scratch
  •   It’s expensive. Enlisting a third party to automate your workflows requires a substantial amount of investment.

Step 6: Test and monitor automated workflows

Once a workflow has been automated, the next step is to test and analyze its performance during execution. This comprises three parts:

1

Thorough testing

Run simulations

User acceptance testing

Stress tests

2

Performance monitoring

Regular audits

Detailed reports

Real-time monitoring

Alerts and notifications

Define KPIs

Regular reviews

3

Continuous improvement

Feedback loops

Iterative updates

Version control

Bug fixes

Growth assessment

Optimization

Step 7: Train employees and stakeholders

The final (and probably most important) step is to provide extensive training sessions to educate all staff on how to use the new system via training programs and modules. These may include:

1

Comprehensive training programs

Interactive workshops

Q&A sessions

Role-specific training

Scenario-based learning

2

Training materials

User manuals

Step-by-step guides

Quick reference sheets

Short video clips

Live webinars

Comprehensive FAQ

Help desk

3

Ongoing support

Help desk support

Dedicated team

Troubleshooting guides

Refresher courses

Feedback integration

Regular surveys

4

Stakeholder engagement

Executive briefings

Regular updates

Periodic updates

Success showcases

Progress reports

Engagement meetings

Features to look for in workflow automation software

Streamlining workflows is the key to boosting productivity and efficiency. Here’s a quick rundown of eight essential features you should look for in workflow automation software:

1. Easy-to-use interface:

When choosing workflow automation software, opt for a clean and intuitive interface. A simple design makes it easier for your team to get started quickly. This reduces the time spent on training and troubleshooting, allowing everyone to jump into tasks right away.

2. Fully customizable workflows:

Every organization operates differently, so it’s important to choose software that allows you to customize workflows to fit your specific processes. This flexibility helps adapt to changes as your business evolves, making sure the software grows with you.

3. Seamless tool integration:

The software should integrate smoothly with the tools you already use, such as email platforms, CRM systems, cloud storage, and others. This ensures a seamless flow of data between systems, reducing the need for manual input and minimizing errors.

4. Real-time tracking and insights:

Access to real-time tracking and reporting is crucial. It lets you keep an eye on workflow performance, identify any bottlenecks, and see how tasks are progressing. This visibility helps you improve processes and maintain team efficiency over time.

5. Drag-and-drop workflow design:

Look for software that allows you to design workflows with drag-and-drop functionality. This makes creating automated processes simple and visual, saving you time and reducing the chances of errors.

6. Custom dashboards for key metrics:

Customizable dashboards are an ideal way to keep track of important data. With this feature, you can tailor the view to display the metrics and KPIs that matter most. It gives you a snapshot of workflow performance whenever you need it.

7. Mobile access anywhere:

Having mobile access means you can manage workflows from anywhere. Whether you're in the office or on the go, being able to access and update tasks on your phone or tablet ensures you stay connected and productive, no matter where you are.

8. Advanced data security:

Security is always a top priority. Choose software that offers robust security features, such as role-based access control and encryption. These measures ensure that sensitive business data always remains protected.

Using a low-code platform for workflow automation

Low-code platforms make the entire process of automating workflows simple. Low-code means the usage of minimal coding to automate workflows and streamline business processes.

Why choose ManageEngine AppCreator for low-code workflow automation?

AppCreator is a low-code platform that help you automate your workflows based on your organization's unique needs.

  •  Using this platform, you can automate your workflows by dragging and dropping workflow elements or by using a visual “what you see is what you get” interface.
  •  Just by pointing and clicking, you can assign approvers, determine workflow transition stages, and map out process flows in a fraction of the time when compared with traditional methods.
  •  AppCreator is economical when compared with traditional methods of workflow automation. AppCreator offers subscription-based licensing, meaning a lower upfront investment.

To learn more about AppCreator, the on-premises, low-code platform, click here.

Workflow automation brings unparalleled efficiency to the table. Implementing it on a low-code platform like AppCreator is a win-win, enabling you to improve the speed of workflow automation while reducing operational expenditure.

Looking for a low-code solution for workflow automation in your organization?

TRY APPCREATOR NOW

Frequently Asked Questions

1. What types of tasks can be automated with workflow automation?

Workflow automation can streamline various tasks across departments. For example, HR can handle employee onboarding, leave management, and payroll processing. Finance can automate expense tracking, invoice generation, and financial reporting. Marketing tasks such as lead management, content reviews, and email campaigns can also be automated. Additionally, customer support ticketing, IT service requests, and approval processes across departments are common candidates for workflow automation.

2. Is it challenging to implement workflow automation?

Implementing workflow automation can vary in complexity. Off-the-shelf software is easy to implement but may not offer much customization. Building automation from scratch provides a tailored solution but is time-consuming and expensive. Low-code platforms, however, simplify the process significantly, allowing for quick and easy automation with minimal coding. These platforms are user-friendly and cost-effective, making them an attractive option for many organizations.

3. What is the difference between workflow automation vs. robotic process automation?

A workflow automation system focuses on streamlining and automating processes within an organization, optimizing task flows, and reducing manual effort. It handles repetitive tasks like approvals and data entry. In contrast, robotic process automation (RPA) uses software bots to mimic human actions, automating complex tasks that involve multiple systems and decision-making. While workflow automation manages the flow of tasks, RPA handles individual, rule-based tasks within those processes.

4. Is workflow automation the same as workflow management?

No, they’re related but not the same. Workflow management is about designing, monitoring, and optimizing processes. Meanwhile, workflow automation is about using software to carry out these processes without manual effort.

5. Can workflow automation be customized for specific business needs?

Yes, workflow automation can be tailored to fit your business. You can customize it to match your unique processes and requirements.

6. Can small businesses benefit from workflow automation?

Yes, small businesses can definitely benefit from workflow automation. It helps save time, reduce errors, and improve efficiency, which allows small teams to work smarter, not harder.

7. How does workflow automation support digital transformation?

Workflow automation is a key part of digital transformation. It helps streamline business operations, reduces manual tasks, and makes data flow more smoothly, all of which support a digital-first approach.

8. Do I need to hire IT specialists to manage workflow automation?

Not necessarily. Many workflow automation tools are user-friendly and don’t require technical expertise. However, for more complex automation, you may need some specialized IT support.

9. Will workflow automation work with the software system I already use?

Most of the time, yes! Workflow automation tools are mostly designed to integrate with existing and legacy software. However, it's important to verify that the specific tool you choose is compatible with your existing systems.

10. Can I automate workflows across multiple departments?

Yes, you can! Workflow automation can work across departments, helping streamline processes in areas like HR, finance, and customer support, all in one system.

11. Will my data be safe with automated workflows?

Generally, yes. Most workflow automation platforms prioritize security. Just make sure you choose a vendor that offers strong security features like encryption and data backups.

12. Can automation help reduce delays in approvals and task hand-offs?

Yes, automation speeds up approvals and task hand-offs by eliminating manual delays. Once a task is completed, it moves automatically to the next step, keeping everything on track.

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