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How to Automate Your Workflow's Repetitive Tasks

How to Automate Your Workflow's Repetitive Tasks
The Siliconreview
02 June, 2021

Workflow automation helps improve, simplify, and manage day-to-day tasks and make them more accessible. With large firms using Salesforce to streamline their organizations, the need for automation is also rising.

If you are looking for ways to automate workflows, possibilities are you're fed up with how you're currently running your company. Perhaps your average morning goes something like this: You've set your sights on one of your most pressing company concerns. Let's pretend you're working out the details of a new service you're planning to offer.

However, you are lured into your inbox and must answer dozens of emails first. Then you're forced to do some data entry. After that, you handle a recurring customer service issue. It's three o'clock in the afternoon, and you haven't even begun to discuss the strategy you intended to discuss today. Sound familiar? This is quite the common workflow for millions of workers.  This also demonstrates the significance of workflow automation. Bailey Automation can be your assistance in this journey to improve productivity and efficiency in your workflow.

What Is Task Automation?

Task automation is the process of using software to eliminate the manual handling of simple activities or a sequence of more complicated tasks with the purpose of increasing process efficiency and staff productivity.

How Can Automation Help You Operate More Efficiently?

Your productivity suffers as a result of all those three-minute chores you repeat throughout the day. You may discover yourself creatively exhausted, unable to generate new ideas or view things from fresh new perspectives. Alternatively, you could simply burn out and seek shortcuts, which might lead to mistakes, blunders, recklessness, or avoidance. Decision fatigue is the name given to this mental pressure. The more options you have, the more difficult each decision gets for your brain to process.

Automation can help you focus on the things that really matter by freeing up your time and mental resources. Instead of pondering how to answer an email, consider how you might improve your product, service, or overall customer experience.

What you'll need to automate your workflow

Workflow automation does not have to be difficult. But, what exactly do you need to do in your small business to make task automation work for you? In most cases, you'll be automating labor that takes place online, such as online marketing duties, data entry, email management, and so on. The following are some examples of apps and software that are often used in automated processes:

  • CRM (customer relationship management) software
  • Software for social media scheduling
  • Software for project management
  • Software for email marketing
  • Slack or another type of instant messaging service
  • A file-storage system (such as Microsoft OneDrive, Google Drive, or Dropbox)

In addition, numerous workflows will automate manual processes by using your email and website.

After that, you'll use workflow automation software to make those various apps and pieces of software "speak" to each other and finish the processes you've created. Don't worry—there is a slew of drag-and-drop or no-code solutions available to help you connect these apps. IFTTT, Integrify, Zapier, and Kissflow are just a few of the most popular. All of those features will allow you to construct workflows by integrating your various business tools. However, keep in mind that they all have various features and prices.

How to Automate Your Workflow's Tasks

You're probably keen to begin automating your workflow now that you have a better idea of what task automation is and why having the appropriate mindset is so crucial.

So, where do we go from here? What's the best way to get started? What criteria do you use to determine which tasks should be automated?

Step 1: Make a list of everything you want to do

Begin by making a list of everything you do on a daily basis. You can do that using a spreadsheet to create this list and included the following columns:

  • Create a list of the tasks you complete each day by category or task. If it helps, categorize each task (for example, project management, client/account management, billing/finance, and so on).
  • Time Spent - How many minutes/hours do you take on average on each activity?
  • Frequency - How many times does each task have to be executed on average? (This can be expressed in hours, days, weeks, months, and so forth.)
  • Open tabs/tools you'll need - What browser tabs or tools would you require to complete each task?
  • What is the best course of action? - What is the most efficient way to complete each task?

You may also have each group member do the same thing. When you're done, call up a team meeting to discuss the best ways to complete tasks.

Step 2: Investigate

The next stage may take some time. Depending on the tools, tabs, and programs you use, you may have to study possible integrations with your existing apps to determine what automation potential is accessible.

For instance, by combining Rindle and Slack and designing automation around when you'd like to be informed about particular tasks, you may automate your project alerts.

Step 3: Create A Map

The next step is designing the new workflow with automation built-in after defining the activities that can be automated. You can use a slide deck, a whiteboard, a mind-mapping program, or even a simple word processor document to do this.  This step's purpose is to create a visual picture of how automation will execute your assignment.

Step 4:Step 4: Construct

Now that you've mapped out your new workflow, it's time to put it into action. Based on the level of intricacy, you may need to enlist the assistance of a representative of your IT team.

If you're fortunate enough to have no-code technologies or apps with built-in automation and connectors, the build process will be a lot easier. Rindle, for instance, is a project management application with some automation features, like moving tasks on a digital display from one column to another when a user completes a task. Even if you already use a project management application like Asana or Trello, you may make use of the various automation options to assist you in getting more done.

Step 5: Put it to the test.

It's time to put your new task workflow to the test now that you've mapped it out and created it. You will need to enlist the assistance of your teammates to accomplish this very important step. Inquire if the automation is effective, whether it saves them time or decreases their workload. It's also crucial to test the automation to ensure that the task is executed correctly and successfully.

Conclusion

The power of task automation is undeniable. It saves your team a lot of time when used appropriately. Your crew can hone their skills and become geniuses in their own way with all this extra time! That's why determining what you need to automate immediately is critical.