Automate Repetitive Tasks with Workflow Management Software

Time is of the essence in the modern workplace. Repetitive tasks significantly drain productivity, sapping value hours that could be better spent on creative tasks and strategic work. According to a report from McKinsey, in roughly 60% of occupations, at least one-third of day-to-day activities could be automated, “implying substantial workplace transformations and changes for all workers.”

Fortunately, organizations looking to take back time have a solution: workflow management software. These tools automate mundane tasks, enabling organizations to refocus on what really matters. 

Below, we’ll explore how workflow management software automates and revolutionizes work routines and how to get started with these tools.

The following four steps outline how to get started with workflow management software:

1. Map out your repetitive tasks
   

   Before you can begin automating workflows, it’s essential to identify which tasks are consuming too much business time. This could include daily tasks such as data entry, email management, or report generation. Business leaders or managers should create a comprehensive list of the repetitive tasks performed daily, weekly, or monthly. By mapping out these tasks, teams clearly understand where time is going and which processes are prime candidates for automation.

    

2. Determine where the majority of business time is spent
   

   Organizations need to know exactly where they spend their time to get the most from workflow management software. According to one source, the average entrepreneur spends 68.1% of their time working “in” their business (mostly on manual tasks) and a mere 31.9% working “on” their business, such as pursuing long-term goals or engaging in strategic planning.

   As organizations consider automating tasks, it’s critical to determine which tasks take up the most time. Additionally, organizations should look at tasks that are the most time-intensive or prone to human error. From here, teams can begin automating tasks that will significantly impact productivity and efficiency.

    

3. Choose a solution that simplifies workflow setup

   Once organizations have identified which tasks to automate, it’s time to choose their workflow management software. With a myriad of options on the market—from simple task automation tools to complex business process management systems—it can be difficult to determine which vendor to choose. Keep the following in mind when evaluating providers:

   • User-friendliness: Opt for software that’s easy to set up and use. This is particularly important for organizations with teams with little coding experience.
     

   • Integration capabilities: Ensure that the software can seamlessly integrate with the tools and applications teams use on a daily basis, including email platforms, project management tools, CRM software, and more.

   • Scalability: As businesses grow and expand, workflow management software should grow and expand as well.
     

     • Customizability: Every organization has processes and procedures unique to them. When choosing software, look for platforms that enable organizations to tailor workflows to their specific requirements.

4. Automate the most time-intensive tasks first and then add on

   Once workflow management software has been established, it’s time to set up automated workflows. Organizations should begin with the tasks they’ve identified as the most time-intensive as these are the ones that will yield the most immediate benefits and time savings.
   
   Below is a general process organizations can follow when creating automated workflows:

• Create a workflow: Use the chosen software to design a workflow that outlines the steps and conditions for automation.

  • Set triggers: Define the conditions that trigger the workflow to start, such as receiving a new email or file.

  • Define actions: Specify the actions the software should take when the trigger conditions are met. This could include sending emails, updating spreadsheets, or generating reports. 

  • Test and refine: Before fully implementing automation, teams should thoroughly test workflows to ensure they operate as expected. Teams should make adjustments as needed or as the business changes. 

Workflow management software can transform how organizations operate by automating repetitive tasks, giving teams the time to focus on strategic and creative endeavors. The steps outlined above start teams on the right path to streamlining workflows and boosting productivity.

If your business is searching for a workflow management software platform, Vasion can help. Schedule a live demonstration to see how to create and implement automated workflows and how businesses can eliminate repetitive tasks.