We are all well aware of the changing business landscape and the commitment helping our teams be more productive. Operational managers and C-Suite leaders are juggling endless meetings, battling deadlines, and looking for ways to streamline operations while still maintaining top-notch quality. After working in operations for over 15 years and helping various organizations implement workflow automation, I can assure you that workflow automation is one of the keys to transforming your workplace.

Understanding Workflow Automation

What is Workflow Automation?

Simply put, workflow automation is the use of technology to automatically manage and execute repetitive tasks and processes. It’s about letting the software take care of the mundane so your team can focus on the big picture—creative thinking, strategic planning, and all those high-value tasks that require human ingenuity.

Common Misconceptions

Now, let’s clear up some common misconceptions. Many folks think that automation is only for tech giants, multinational corporations or that it will cost too much. I have seen firsthand how automation can be scaled to fit any organization, regardless of size or customer base. It’s not about fully replacing people; it’s about enhancing their capabilities. With automation, you can free up hours in the day.

Business Benefits of Workflow Automation

Enhanced Efficiency

Let’s talk about efficiency. One memorable moment in my career was when I spearheaded a project to automate a client’s payment process. Previously, it took days for my team to process client payments based on their contracts, and they were drowning in the volume of payments awaiting processing each month. With automation, we reduced payment calculation processing time by half and achieved higher accuracy metrics. Not only did we streamline the process, but our team also had more time to ensure each client’s payment received accurate payments on time while providing personalized attention as needed.

Reduced Time Spent on Manual Processes

By automating the repetitive tasks, you reduce the time your team spends on manual processes. Just think about it: less time spent in the weeds means more time on analysis for strategic initiatives that drive growth.

Cost Savings

Every penny counts. When we automated our expense report processing, we saved hundreds of hours per month across various departments. That translates into significant cost savings—not to mention improved employee satisfaction as the expense holders and accounting team spent less time on tedious tasks. The expense system also automated the accounting expenses selection and tax rules enabling faster rebate calculations. Leaders often overlook this, but small improvements can reduce employee frustration and add significant cost savings over time.

Improved Accuracy

Here’s a friendly tip: manual processes are prone to errors. I remember a time when an organization had to earn client trust after an inventory mistake arising from a gap in the internal process. It was an embarrassment for everyone involved. But with workflow automation, we saw a sharp decline in scrap from human and machine errors—data was accurately captured, processed, and stored. There resulting visibility in the available inventory for sale and reduction in rework provided quality inventory and accurate inventory counts. This precision builds trust with clients and strengthens your brand reputation, allowing operational leaders like you to focus on bigger challenges.

Increased Employee Satisfaction

Let’s face it – no one enjoys performing monotonous tasks. Automation enables your team to tackle more rewarding projects. When you take away the drudgery of repetitive work such as recording and processing expenses from an excel spreadsheet , you foster an environment where employees feel valued. Happy employees translate into happy customers!

Crafting an Effective Workflow Automation Strategy

Assessing Current Processes

So, how do you get started with workflow automation? Begin by taking a hard look at your current processes, a process audit. What tasks take up the most time and resources? Where do you find consistent bottlenecks? Where are majority of the errors arising from? What is some consistent customer feedback? Engaging your team in this discussion can lead to valuable insights. I have implemented a 5-way automated matching of customer payments to customer accounts in the accounts receivable workflow that saved the team hours of payment receipt reviews and increased prompt and accurate payment posting.

Selecting the Right Tools

There are numerous automation solutions available, so it’s crucial to find one aligned with your specific needs. Consider how well the tools you are considering integrate with your existing systems. It is also important to consider the ease and flexibility of the tools in consideration, impact to users, and training to be provided to reduce the learning curve. I highly recommend involving your IT department early on; their insights can help streamline the selection process and mitigate risks.

Implementation Best Practices

The rollout. Implementing automation can be daunting, but it doesn’t have to be. Management should determine if the roll out will be one time or a phased approach. A pilot program may also be beneficial to gather feedback, make adjustments, and then scale up. Remember, communication is key here. Keeping your team informed and engaged will increase buy-in and reduce resistance to change.

Continuous Improvement and Optimization

Automation isn’t a ‘set it and forget it’ scenario. After launch, regularly review automated processes, and continue optimizing based on feedback and changing needs. If a process starts slowing down, revisit the process, identify the gaps and refine.

Real-World Success Stories

Let me share an incredible success story. In my role as an operations manager, I led my team the change from flat file transfer to  API to improve the exchange of data between the E-commerce system, Inventory and ERP system. We achieved a staggering 60% increase inventory accuracy and congruence of inventory available in one month. The procurement team had almost real time inventory counts and could confidently reorder additional inventory with enough lead time from suppliers. It was such a game changer as the team was able to keep pace with customer orders from marketing promotions.

The best part? Employees expressed their gratitude for not having to stress about inventory checks. It was gratifying to witness how automation created a positive ripple.

How has workflow automation benefited you and your team?