5 Workflow Business Process that can be quickly automated – ibism
Workflow Business Process that can be quickly automated

The old-school way of completing administrative tasks manually ends up eating a lot of precious organizational time and resources due to errors, duplication, and redundant activities. Workflow automation can streamline recurring processes to ensure that you can focus on the more important parts of a business such product development or lead generation instead of wasting your time on repetitive administrative work. 

Workflow automation can help achieve greater efficiency, improve accountability, enable accurate real-time reporting and reduce operational costs. 

Let’s consider some tasks which can be automated quickly to save time to allow you to be more efficient 

1. Employee onboarding

Hiring employees involves multiple recurring tasks such as filling out employee information forms, organizing induction, creating bank accounts, setting up ID and system access, collecting relevant documents, assigning mentors, and training sessions. When handled manually this process becomes tedious, resulting in endless paperwork, missing out on details, employee dissatisfaction, delays, and bottlenecks, which can impact morale and productivity. 

Workflow automation can streamline the process by integrating all steps together, including cross-departmental functions, thereby eliminating redundancy and improving efficiency. The software can automatically organize and store details about the new hires, saving time and eliminating errors. The automation process enables new employees to start working sooner and contributing to the company and also frees the human resource staff to focus on other important tasks, thereby improving productivity. 

Get in touch with us to find out how to automate employee on boarding and other HR processes quickly and efficiently. 

2. Purchase orders

Handling purchase order requests is a recurring nightmare with a chaotic mix of paperwork, multiple back and forth between departments, loss of documentation and potential for errors resulting in delayed purchased orders causing delays and losses to the entire organization.

Workflow automation can streamline the entire process, automating routine tasks eradicating paperwork, generating a purchase requisition to the relevant staff for approval, and post-approval, sends to the appropriate vendor, ensuring a smooth and efficient process. Employees who were earlier dealing with the purchase order process can now focus on negotiation, relationships and risk management.  Workflow automation allows employees to find details about a supplier or order in a matter of clicks. Get in touch to learn more about how an automated purchase order system that can help you improve your business. 

3. Contract Management 

Contracts are a ubiquitous part of an organization, whether it is sales & services, legal, real estate, support agreements, etc. However, disorganized and ad hoc methods which involve multi-step manual processes across employees in multiple departments, are a drain to a company’s resources. Contracts often go through several iterations, involving multiple back and forth between organization and client. Process participants usually have very little insight into the current status of a contract, and since there is no audit trail it’s difficult to accurately determine who approved what and when. All these may lead to important details to be overlooked, resulting in serious financial loss. 

Leveraging workflow automation allows organizations to save a tremendous amount of time and resources. Contract approval workflow tasks can be automatically assigned to individuals or groups and delegated or escalated based upon predetermined criteria. Users can determine the status of a contract in real-time, and can quickly access the requisite information required. 

4. Customer Service 

Support is the lifeblood of an organization. Whether you are selling a product or providing a service, every company has its share of customer complaints. The faster these issues can be handled, the happier your customers will be.

By streamlining the workflow of the customer service department you can remove or minimize the potential for redundancy, wasted effort, and human error in addressing customer complaints. Customer service automation can allow companies to design scripted responses to the most common support scenario. For a company that receives a huge amount of customer communications every day, automating the support process ensures that the right team handles the support query, regular status updates, and quick resolution. These small reductions in the effort expended daily by the support team can save days of time throughout a year. Introducing customer self-help service such as FAQs can allow customers to solve mundane problems without needing the assistance of a live agent, giving the support staff to handle difficult queries. In business, problems are inevitable; however, the way these are handled makes a world of difference.

5. Resource Allocation

Organizations often struggle to complete projects on time due to limited resources. Managers, tasked with keeping projects moving from ideation to completion, are frequently forced to allocate resources by virtue of who is available instead of who is the best resource for a particular task, the situation worsens when there are competing projects, contractors, 3rd parties, difficult clients, employees on vacations or sick leave, etc. 

Workflow automation streamlines resource allocation process, ensuring deployment of resources based on skillset and timelines. The software allows management to key in employee schedules, create an inventory of the skill set. Workflow automation provided management insight into capacity, utilization, and performance for projects, clients, and individuals through features such as analytics and reporting. 

Furthermore, management can also allocate resources based on variables such as department, client, etc. The software allows demand forecasting to help companies plan for the future and making resourcing recommendations based on anticipated demand. Automating resource allocation helps with project pacing and gives employees more time to focus on getting valuable work done. 

To know more about how to increase productivity and profitability through resource allocation please get in touch!

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