Workflow Automation – A Better Way to Do Repetitive Tasks

Data entry by hand might be one of the most boring and inefficient jobs in the business world. Not only does it make you tired, but it also wastes time and money, making you much less productive. Zapier says that 94% of workers do boring, time-consuming tasks over and over again. Workflow automation, on the other hand, is a type of technology that can automate these boring tasks, eliminating human error and letting you focus on the work that really matters.

Workflow Automation - A Better Way to Do Repetitive Tasks

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Automation of Workflow

Workflow automation is the process of starting a series of tasks that run on their own without any help from a person. After you set up the rules and logic, automated workflows can do things like send emails, set up reminders, schedule tasks, start drip campaigns, and more, all without anyone on your team touching a single button.

Workflow automation can help your business save time and money, cut down on mistakes, and make more money by using processes that run themselves to do manual tasks.

How does automation of work flow work?

Workflow automation usually uses a series of “if” and “then” statements to make one task happen after another. Then, it splits into different paths based on what a lead, an employee, or another stakeholder did.

Let’s look at an example of how a form submission can be turned into a deal opportunity.

A form is filled out by a website visitor.

When the action is taken, the visitor is automatically added to a drip campaign. It makes a new deal and marks it as “New.”

The lead gets the first email of the drip campaign, which asks them to set up a meeting.

The lead clicks on the link to the meeting scheduler and sets up a meeting.

A thank-you email with the date and time is sent to the lead.

A new task is made by the CRM and given to a sales rep.

The sales rep then gets in touch with the customer directly, ending the automated process.

Workflow automation is good for almost every part of your business. Technology can help you work smarter, not harder, in marketing, human resources, and finance.

Below, we’ll talk about some of the most common types of workflow automation.

Examples of Workflow Automation

When a user downloads something from your website, you can add them to a drip campaign.

When a lead does something, they move to a different stage of the pipeline.

When someone contacts you through social media or email, you make a new ticket in the system.

Getting rid of duplicates once they are found or combining two properties that are the same if they are the same.

Taking candidates out of the database if they haven’t done anything for a while.

Taking a process for approving expenses from beginning to end.

Almost every team and business situation can use workflow automation. It is mostly used in marketing and sales, but it can also be used in customer service, operations, human resources, and finance.

Automation of Marketing Workflow

Workflow automation can be used to take care of some of the most repetitive tasks in marketing, like sending emails and posting on social media. With marketing automation software, you can plan your entire social media schedule and set up workflows that send email offers to certain types of prospects.

Marketing workflows that are automated include:

When a user downloads something from your website, you can add them to a drip campaign.

Greeting a customer when they buy a product from your company

Reminding a user to check out after they’ve added items to their cart

Scheduling posts on multiple social media sites

Having team members take on different marketing tasks

Automation of the sales process

Sales workflow automation makes it easier for reps to handle leads and prospects, so they can focus on selling instead of entering data. A sales workflow that is automated can move leads through the pipeline automatically based on what they do. It can also sign up prospects for drip campaigns and update deal stages as the deal moves forward.

Sales tasks that can be done automatically include:

Putting each lead in a different stage of the pipeline based on what they do

Taking a lead out of the pipeline if they haven’t answered emails in a while

After a lead downloads an ebook, a salesperson sends them a welcome email.

When the lead sets up an appointment or meeting, the deal stage is changed.

When a lead sets up a meeting, sales reps are given tasks to do.

Automation of the customer service workflow

In customer service, workflow automation is a huge help. Workflow automation can handle tickets, cases, and frequently asked questions by sending a series of emails or creating tasks.

Customer service tasks that can be done automatically are:

When someone contacts you through social media or email, you make a new ticket in the system.

Sending helpful emails to new customers as they sign up

Sending NPS surveys and signing people up for different email campaigns based on how they scored

putting a priority label on tickets based on the tone of the email or message

Once a solution has been found, tickets are closed and put away.

Automation of Operations

Operations are the heart of any business, and they can also be automated to cut down on the amount of manual data entry.

Operations tasks that can be done by machines are:

Getting rid of duplicates once they are found or combining two properties that are the same if they are the same

Taking care of new team members’ permissions

Putting different business processes in order of importance

Putting together reports automatically at the end of every quarter

Creating tasks in third-party tools like Asana, Slack, or Zoom

Automation of the Human Resources

Instead of having to manually enter all of your new hires’ personal information like addresses, social security numbers, and other employee information into payroll, expense, and insurance systems, HR automation software can do it for you in minutes.

Human resources tasks that can be done automatically are:

Taking candidates out of the database if they haven’t done anything for a while

Emailing candidates who didn’t make it to the last round

Candidates with certain keywords in their work history are ruled out.

Sending W2s to people who work for you now

Getting feedback from employees after they’ve been at the company for a while

Automation of Finance

Finance process automation software can help you speed up all of your travel requests, reimbursements, and budget approvals by letting you build forms, design workflows, and keep track of processes.

Finance tasks that can be done automatically include:

Taking a process for approving costs from beginning to end

Getting approvals for vendors and contracts

Putting ACH and wire requests in order of importance

Managing requests for travel expenses based on location and activity

approving budgets based on a set of rules that have already been set.

Now that you know everything about using automated workflows, look at the best tools you can use.

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