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Workflow Automation Planning

| 29 :
Tips, tricks, and strategies for effective automated workflows

Increase the work your business puts out with workflow automation!

Workflow automation is an amazing software. It is quick, easy and efficient. Workflow automation helps businesses realise their true potential by automating important but mundane and repetitive tasks. Workflow automation is possible with simple algorithmic workflows that can be deployed by businesses for any team within their organization.

Workflow automation helps the employees of a company by taking off some of their burden. Every employee has a set list of tasks to complete. With workflow automation, some of these can be automated. They can be taken over by a preset workflow leaving employees time to focus on more strategic and pressing tasks.

Essentially, workflow automation integrates various software and lets them communicate directly with each other through a set of triggers and commands. Once you integrate and connect the two software, they automate tasks according to the triggers that have been set.

How to Create an Automation Workflow?

To create an automated workflow, you must use an automation software. Workflow automation software follows a concept known as IPaaS or Integration Platform as a Service. We will be using the top workflow automation software, Apiway as an example.

Apiway is a simple integration platform that uses a graphical user interface(GUI) to help you create workflows in a single click. It currently provides over a 100 different integrations for more than 150+ major software used by 95% of businesses around the world.

To create a workflow with Apiway, all you need to do is the following.

  • Log into your Apiway Account
  • Choose the software you want to integrate
  • Authenticate your software with your business ID
  • Choose a Trigger that will automate your work

It takes less than a minute to create the workflow you want!

Planning a Workflow Automation Strategy For Your Business

Creating a workflow is easy enough. Almost 20-40% of tasks in an organization can be automated. The infographic given below can give you a better perspective of how much work can be automated by the average organization.

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Many industries have achieved a high ROI after they automate their work using IPaaS platforms. However, automating a workflow requires proper planning and execution. Here is how you should strategize to automate your workflows in your business.

  • Find & Identify Repetitive Tasks

  • The first step to automate workflows in your business is to identify the tasks that are repetitive. For instance, tasks that involve data entry or a transfer of data between two software are the most basic kinds of repetitive tasks.
    To understand which tasks come under this category, you must understand your business deeply. You must review your entire organization’s workflow and map it out as a flowchart. Once you are done with that, it might become pretty easy for you to find which tasks can be automated.

  • Define their Importance to Your Business Goal

  • Once you identify the problem areas, you need to begin choosing which tasks are important and easy enough to automate. While you could automate almost every process you want, you should always start small lest you make errors in judgement.
    Automate workflows for tasks that are the most time-consuming. Keep the workflows simple and ensure that every automated workflow works perfectly before you move on to the next one.

  • Create a Workflow

  • Once you’ve defined which workflows to automate, move on to creating a workflow. You can simply do this by integrating the two software and choosing the triggers that match your use case.
    For example, let us integrate Nwicode and Salesforce with the help of Apiway. After a successful integration, every Zendesk ticket that is created, is automatically converted into leads on Salesforce. This will allow you to nurture your leads faster and more efficiently. You can also take help of a detailed guide on how to create a workflow model.

  • Train Your Users

  • After deploying workflow software it will be accessible around your company. It is necessary that you choose a workflow automation software that is easy to learn for your workforce. So that, ultimately they might come up with some amazing workflows of their own. A software like Apiway can do that with its simple, bright, and clean interface.
    Providing a clear path across the learning process for your employees will go a long way and ensure the smooth functioning of your workflows.


    Test, Maintain, and Improve Your Workflows

    After you’re through with the process above, your workflow automation will be successfully a part of your business. With time, you can request feedback related to how effective your workflows automation are and you can also ask for ideas on how it can be improved. A software like Apiway will allow you to update these workflows to meet new business challenges. The workflow will let you measure key KPIs and improve itself further.
    In the beginning you might face bottlenecks but with time, your workflow will improve as you put more specific triggers in. Overall, an optimized workflow can help you take your business to the next level of efficiency.

    Tips and Tricks to Make Your Workflows Better

    Creating a workflow is easy enough. However, not every workflow you will create will miraculously optimize your business. Some workflows might even be redundant in the long run. Hence it is important that the workflows you create are efficiently applied across your business. Here are a few tips that can make your workflows better:

    • Start Simple
    • Start creating workflows for simple business processes. Workflow automation uses rule-based logic triggers to automate your tasks. Initially, creating a complicated rule-based logic to navigate across multiple integrations might not give you the expected result. In the beginning, keep your workflows limited to simple tasks and workflow algorithms easy to understand.

    • Automate for the Long-Term
    • The workflows that you create will be an integral part of your business. Whatever workflow you create will do an important task necessary for the smooth functioning of your business. Ensure that your workflows are created for the long term.

    • Trial and Error
    • Your workflows might not be perfect at the initial stage. Once you begin automating them, you have to pass a trial and error phase where your workflows might not work smoothly. However, with a little effort and after a few mistakes, you will learn how to create and manage said workflows. Give your workflows a little time.

    • Efficiency is the End Goal
    • Remember that the end goal of your workflow is to make your business more efficient. Optimize all your workflows for efficiency and ensure that your workflows actually make your business more efficient.

    Summing Up

    That’s all you need to know before creating the perfect workflows for your business. These workflows woud go a long way in helping your business grow. Workflow automation will become more common in the future and will be a standard expense for a business.

    You can start today by creating your own workflows and future-proofing your business. You don’t need to look far for an affordable and easy to use workflow automation software. Use Apiway to create the perfect workflows. Start today!


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