A workflow is a compilation of tasks that allow a business to complete a specific process. Automating them can assist with refining them. They are a part of every business no matter the industry, with dozens of tasks making up a typical workday.
One example of a workflow is onboarding new hires. The tasks involved in the process include sending an acceptance letter, formalizing a benefits package, creating digital accounts, and setting up a workspace within a physical office. Each individual task would take time from a human operator. In this case, the operator would be either the office manager or a human resource representative.
→ 4 Reasons to Automate Approval Workflows
We have seen workflows before. Businesses want to streamline processes and reduce the time invested in tedious yet necessary tasks. Technology allows us to go beyond lab experiments and changes to regimens; we can reduce the amount of effort needed to make work processes different, and with even less human involvement.
Workflow Automation Definition
Workflow automation goes a step beyond the standard workflow improvement. It generally refers to having an intuitive, integrative, and intelligent digital program deployed along your business. The software can streamline the tasks involved in various processes, before organizing the latter. By intuitive, we refer to its simplicity, which allows any user to use the program and create a sensible workflow in a matter of minutes, rather than days or even weeks.
Digital workflows take process automation to the next level. The main reason is that you can automate end-to-end processes integrating different platforms within your digital processes and documents. These changes can also factor in necessary repetitive tasks, irregular deadlines, and unique obligations depending on the business in question.
Why should Businesses care about Workflow Automation?
Business workflow automation leads to the faster decision making, helps in effectively managing work by increasing production capacity, and also helps in enhancing internal communication. Many businesses will find their competitors grabbing workflow automation and implementing it rapidly. Fact.MR believes that the industry will grow within the United States by as much as 9.6 percent, with projected revenue of 5,247.2 million by 2026. Small and medium enterprises will want a cloud-based solution for this.
Healthcare and pharmaceuticals will become the largest users of workflow automation, forecasting an investment of as high as 900 million US dollars by the end of 2026. If you’re already in these industries and not using the software, then you’re behind!
3 Manual tasks to Automate with Digital Workflows
Digital workflow automation can be applied to a fair amount of tasks and processes within the workplace. It can allow internal users to not let busywork take up a big portion of their day. Such a priority would have a positive impact in time-critical jobs like healthcare or banking. Some are already being put into place, like scheduling meetings on a universal work calendar to avoid time conflicts rather than calling everyone in the office to ask about their availabilities. There are still other areas with great potential.
1. Data Entry
Data entry on the surface seems straightforward. A human operator, usually an intern or an entry-level employee, takes information and copies it onto a database. These can include customer loyalty program rewards, news items related to the business, or results from algorithms. Even so, data entry can prove to be very time-consuming.
In healthcare, for example, having this data entered manually can result in critical errors. Even with doctors moving to electronic charts as opposed to paper ones, backlog can occur. When health care facilities face bottlenecks processing data, patients’ health are at stake. We can confidently say that doctors would rather focus on the patient in a hospital or clinic.
Automating data entry would remove the bottleneck once and for all. A software program could pull algorithm results and organize them quickly.
2. IT Processes
The IT department handles daily tickets, updates to current digital systems, and installation of equipment for new hires. Professionals may become concerned about having to handle every incoming email and customer service inquiry. Especially if the department is small, there is a risk of overwhelm and inaccurate measurement of team performance.
Workflow automation software can ensure better customer experience and reduce human error. A good program will integrate with current processes and identify the areas of improvement. The IT department can cut the processing time for tickets significantly.
The programs can prioritize tickets that need instant responses, and note which customers need help the soonest. They can also automate requests and routine controls, internal audit checklists, and automatically assign the right user for a specific task.
3. Human Resource Management
The human resources department often has its hands full with various obligations. These include seeking, hiring, and training new employees. In other cases, human resources representatives need to handle ample paperwork for tax reasons and to handle onboarding and off-boarding.
The paperwork ensures their new hires have affairs in order. Such data can include Social Security numbers and drug tests if the businesses require them. Even if IT creates digital forms, that creates even more work for Human Resources. There is a risk of adding a potential bottleneck to obtaining important documents or a security risk.
With automation, all employee information can be filled out fast on smart forms, both during and after their hire. The HR managers and reps don’t have to rely on the IT department to create these forms.
They also won’t have to learn how to manage them in hours-long training. New hires can have the best insurance and benefits plans chosen for them. Their paperwork can be organized so that the sign-up process takes seconds rather than an hour.
Smart forms have a low learning curve so that any internal user can manage them. They can also share them across various departments and multiple people with the utmost convenience and archiving. Every individual can stay organized regarding their confidential information and employment.
Choose the right Workflow Automation partner with Virtus Flow
Virtus Flow wants to usher businesses into a new era of automation, to reduce human involvement and the physical costs that come with internal processes. With our Digital Workflows, we are ready to introduce you to the world where everything can be done with easy-to-learn software. We believe in changing the game for your benefit.
Reach out to us today to schedule your first demo. Virtus Flow is ready to automate your processes and ensure that you can focus on other business operations and get a higher return on your digital investment. Let us save you time on the mundane yet necessary tasks that make up your business.
