Making the Case for Workflow Automation

Making the Case for Workflow AutomationThe rate of accuracy and level of efficiency with which organizations operate can have a direct impact on profitability, sustainability and overall success. This depends greatly on smooth and cohesive workflows in every department across the entire infrastructure. Thankfully, as new and better technologies are being developed and adopted, companies are becoming more adept at creating centralized frameworks through which all processes can be managed most effectively. One such technology is workflow automation.

When a business adopts and deploys an advanced workflow automation tool, the process of workflow management can more easily adapt to the changing demands of the corporate landscape, providing key decision makers and business leaders with the control and visibility they need to facilitate efficient, productive workplace environments. Furthermore, because the available solutions continue to improve in both intuitiveness and affordability, there’s never been a better time to invest in better workflow management is now.

For those organizations that have not yet adopted workflow automation, the ability to achieve and successfully attain optimal operational efficiency is going to be significantly more challenging than those that have already begun leveraging these tools to their benefit. This is due in large part to the face that the rules surrounding workflow management are changing at a rapid rate – just about as quickly as technology is progressing. Companies that continue to take a more traditional approach to these areas will undoubtedly risk getting left behind.

One rather surprising thing to note is the role the federal government currently plays in the area of workflow management, particularly in the way of developing strategies that enhance accuracy and facilitate greater effectiveness. By all accounts, the US government has been a long-time proprietor of cloud computing deployments, and recent reports indicate that several agencies are currently working to create better systems and policies in an effort to support greater intelligence in IT oversight and investments. In other words, even Uncle Sam is on board with workflow automation.

What it most of it comes down to – public or private sector alike – is the ability to better meet and/or exceed customer demand. This includes both internal and external customers and therefore does not necessarily have to relate to one specific process or workflow, nor does it need to be associated with just one communications system. The significant and growing shift away from traditional IT toward cloud computing and other intelligent systems and applications is further strengthening and supporting the adoption of workflow automation.

In reality, workflow is comprised of such a vast system of various procedures, processes and business operations, which makes oversight and management of it all a daunting task. It also leaves the organization vulnerable to costly mistakes, inaccuracies and potential failures. Couple this with the rapidly changing landscape and increasingly complex customer demands, and the struggle becomes even more challenging.

Workflow automation is poised to become the ideal solution to these and many other business needs, covering a broad range of processes to significantly improve operational efficiency, reduce the investment of time and money and facilitate more timely and effective real-time decision-making.

Are you leveraging this powerful tool for the benefit of your organization? Don’t risk getting left behind. Start your free trial of eyeShare today and get your workflows under better control for a more competitive and profitable outlook.

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eBook: 10 time consuming tasks you should automate

6 Ways You Can Use Workflow Automation to Improve the HR Function

6 Ways You Can Use Workflow Automation to Improve the HR FunctionIf there’s any department that could benefit from workflow automation, it’s HR. Between processing applications and conducting interviews to hiring and onboarding and the mountains of paperwork that come along with it, it’s easy to see where someone in this role could get bogged down with manual tasks. With automation, however, the majority of these things can be shifted from human to computer, dramatically improving efficiency levels, boosting productivity and freeing up skilled workers to focus on other, more important mission-critical projects. Here are 6 specific examples.

Streamline the hiring process.

How much money does your organization pay your skilled HR staff members to handle the hiring process? Even at minimum wage, the amount of time wasted on so many manual tasks could easily be better spent elsewhere. Implementing workflow automation will streamline this entire process. It will also eliminate the risk of miscommunication between the HR team and manager while providing real-time overview of the process so nothing falls through the cracks.

Faster, easier onboarding.

Another necessary but highly time consuming task is that of onboarding new employees. For some organizations, this can take days or more. Imagine the experience of a new hire having to wait for system access and all the subsequent delays this causes. When you automate this process, however, the time it takes to get a new employee up and running can be cut down to just a few hours (or less). This improves the employee experience and keeps operations running smoothly.

Keep closer tabs on time sheets.

On average, managers spend 15 or more hours each and every month just sorting through, verifying and approving employee time sheets. Using spreadsheets and other antiquated methods is not only arduous and inefficient, but it’s also riddled with the potential for human error. Introducing workflow automation into the time sheet approval process makes collecting, validating and tracking data fast, straightforward and error-free. It also saves HR the hassle of having to manually update employee records.

Simplify performance appraisals.

The managers in your company have little time to spare, which means updating employee performance records is likely a huge and dreaded chore. When this isn’t made a priority, however, the employee experience will suffer as well the overall performance of the entire organization. Adding workflow automation into the mix will simplify the performance validation process, ensuring that records are systematically updated and that accurate, data-backed metrics are readily available.

Manage leave requests.

Depending on the size of your company, the number of leave requests flowing through management and into the HR department could be monumental. Sorting through these requests, validating them and processing them in a timely manner can be incredibly cumbersome. There’s also the serious risk of requests slipping by unnoticed, resulting in delays in approvals and a subsequently frustrating employee experience. When HR automates this process, leave requests become simple and track-able, and employee records are updated instantly.

Quick, efficient offboarding.

Offboarding a departing employee is one of the most important things a company can do to protect sensitive data and ensure business continuity. Automated workflows provide a secure, reliable platform upon which to gather and process employee discharges, including system access removal, return of equipment and termination of wages and benefits. This saves HR a significant amount of time and effort while ensuring that nothing slips through the cracks.

When it comes to the human resources function of business, the need to streamline processes, improve communication, keep track of tasks and reduce errors is absolutely critical. Otherwise, your HR team will waste hours each day on error-prone manual tasks. Workflow automation provides the ideal solution to all of the main HR functions, delivering speed, accuracy and efficiency and improving the overall department operations.

If you haven’t yet adopted this technology for your organization, the time to do so is now. Click here to start your free trial of eyeShare today.


4 Distinct Benefits of Workflow Automation

4 Distinct Benefits of Workflow AutomationWorkflow automation is virtually revolutionizing the way organizations conduct business. If you’re not yet familiar, this basically involves the creation and execution of a series of automated steps that make up a particular business process. Workflow automation is incredibly versatile. In fact, it’s currently being used in virtually every business function, from IT to HR and marketing. Why are so many adopting this innovative technology? Well, for starters, it offers the following 4 distinct benefits.

Faster, Error-Free Work – Like it or not, humans are…well, human. That means they can only produce so much output of work in a given amount of time. It also means that the work they produce will inevitably be prone to error. Workflow automation can process work at a much faster rate and also eliminates the risk of costly human mistakes. Better, error-free work is always a plus.

Better Allocation of Resources – More than likely, the people you have working for your company possess a great number of valuable skills (otherwise, you probably wouldn’t have hired them). Many of these skills and abilities cannot be duplicated by machine. What workflow automation can do, however, is free up those experienced professionals to whom you’re paying a salary to be able to focus their efforts on more important business critical tasks.

Empower Employees for Greater Efficiency – When manual tasks and processes are shifted to workflow automation instead of human personnel, efficiency levels will go up in every facet. For instance, let’s say you’ve set up an automated process for password resets. Previously, this would require the end user to open a helpdesk ticket and wait for it to be processed. Likewise, IT workers would be bogged down by menial requests such as this. With automation, however, workflows are executed instantly.

Improved Communication and Visibility – Many workflows and processes involve more than one component. Some even require input from different departments altogether. When workload automation is adopted, it brings everyone together to communicate what needs to be done and how. And because these processes are being handled electronically, with the right tool, visibility and accountability also improve.

When faced with the many advantage workflow automation can provide, the question should then shift from ‘should you adopt this technology for your organization’ to ‘why haven’t you done so already’?

Get started today by downloading a free 30 day trial of eyeShare and start leveraging the power of workflow automation to power-up your business.

eBook: 10 time consuming tasks you should automate

What is Workflow Automation?

What is a Workflow?At Ayehu, we spend a lot of time thinking, talking and writing about workflows. It occurred to us, however, that for some, the concept of a workflow may not be such a huge part of their day to day lives. In fact, many are new to workflows or have only recently begun encountering them. To make things a little bit easier, we thought we’d take a few moments to break down precisely what a workflow is, as well as when and how workflow automation is used to get those who are unfamiliar up to speed.

To start, let’s take a look at the components that must be present in order for an activity to be considered a workflow.

  • It must include a series of predictable steps
  • It must be repetitive
  • Done manually, it must involve 2 or more people

If any of these three things are not present, the activity isn’t a workflow. This makes sense if you think of how workflow automation works by taking a repetitive task and automating its predictable steps so they no longer have to be done manually. The steps of a workflow may be either concurrent or sequential, in which each one depends on the previous.

Now that you know the definition of a workflow, let’s delve into how to actually map one out. Chances are you’re encountering workflows every day, without even realizing it. For instance, if you’ve ever found that you couldn’t complete a particular task because you were waiting for someone else to complete his or her piece of the process, you’re probably taking part in a workflow. To draw one of these out, grab a pen and paper and do the following.

  1. Verify that the three elements listed above are present (to determine whether it is, indeed a workflow)
  2. Determine the purpose of the workflow (i.e. is it meant to increase productivity, speed up a particular process, etc.?)
  3. List out the steps, one by one, from start to completion
  4. Assign a role to each step (who is responsible for ensuring that each component gets completed)
  5. Account for deviations (what happens if one or more steps aren’t completed, or some other scenario arises?)

Once you’ve mapped out the details of a particular workflow, the next step is determining whether that process could be automated. With workflow automation, you can achieve a number of significant benefits right from the start, such as:

  • Maximize efficiency and productivity levels
  • Eliminate mistakes and redundancies
  • Increase speed of processing, which can boost service levels
  • Enhance visibility of progress and establish greater accountability

Of course, the best way to see how beneficial workflow automation can be is to experience it for yourself.

If you’ve taken the steps listed above and mapped out one or more workflows, why not test out how automation can improve the process?

Download your free trial today to get started.

IT Process Automation Survival Guide

5 Ways Workflow Automation Can Save Your Business Money

5 Ways Workflow Automation Can Save Your Business MoneyThere are a lot of things that cut into a business’ profits. One of the biggest is inefficiency. In fact, a lack of efficiency in business processes and workflows can cost an organization as much as 20-30% of its revenue. Imagine what your company could do with even just 10% more money, let alone 30%. So, what’s the best way to overcome this obstacle? Workflow automation is one of the easiest yet most effective tools for maximizing efficiency levels, which means more money in the bank for your company. Here are 5 reasons why.

Eliminates Errors – Even the most careful of employees will be prone to mistakes from time to time, especially if the demands on your human workers are exceeding their capacity. One tiny error can cost your business thousands of dollars, maybe more. Couple this with the time and resources it takes to find and correct said error, and you’ll probably end up in the red. Workflow automation eliminates this problem.

Optimized Processes – Another area that not only causes delays, but also costs your organization money is in task duplication. It’s a huge waste. It’s also incredibly frustrating to your employees. Shifting workflows and businesses processes over to an automation tool, on the other hand, ensures that nobody is duplicating anyone else’s work.

Speed – Simply put, workflow automation is infinitely faster than human workers could ever be. This doesn’t necessarily mean that your employees will no longer be needed. Their duties may just need to be refocused on areas in which technology cannot do all the work. In the meantime, by leveraging an automation tool, all processes that can be streamlined can and will be to achieve optimum efficiency levels.

Do More with Less – This concept is becoming a reality for many organizations these days. How can one increase output while simultaneously improving efficiency and cutting costs, all while maintaining the same staffing levels? What once may have seemed like an impossible task is now completely feasible thanks to workflow automation. Getting more done with the same (or fewer) workers will help keep operational costs down and production levels up.

Fewer Resources – One area many businesses forget to consider when it comes to cutting costs is the amount of resources, such as paper and toner that they use in their day to day operations. These things aren’t cheap. Because workflow automation supports and promotes cloud technology, going paperless (or at least reducing the amount of resources used) is much easier to do. As a result, your organization can save hundreds or even thousands of dollars each year.

Still not sure if workflow automation is a wise investment? Why not try it for yourself?

We’re so sure you’ll be amazed by how this type of tool can improve your business operations that we’re willing to offer it free for 30 days.


Download your free trial today to get started.


eBook: 10 time consuming tasks you should automate

5 Ways to Use Workflow Automation to Transform Your Help Desk

5 Ways to Use Workflow Automation to Transform Your Help DeskThe help desk is somewhat of a necessary evil for most larger organizations. Without such internal functionality, end users would run into regular issues that could significantly impact productivity, and as a result, the company’s bottom line. Yet, perhaps paradoxically, this department is often wrought with bottlenecks and inefficiencies that can actually cost the company money. The good news is, thanks to workflow automation, this function can be transformed for optimum efficiency, providing superior end-user support while maximizing staff skills for the benefit of the company as a whole. Here’s how.

  1. System Integration

    In the interest of time and money, most companies – particularly at the enterprise level – cannot afford to completely replace all of their systems. One of the nice things about workflow automation is that, with the right tool, legacy systems can be easily and seamlessly integrated. That means complete optimization of existing systems for peak performance

  2. Self-Service

    For most help desk issues, time is of the essence – even if it’s a simple password reset. When an end-user is locked out of his or her workstation, productivity doesn’t just suffer, it grinds to a halt. The problem is, when IT personnel are busy putting out other fires, it can inevitably cause costly delays. Workflow automation via a self-service portal allows common issues to be resolved instantly, without the need for help desk intervention.

  3. Automatic Escalations

    With manual escalations, not only are there delays during the process, but important issues can sometimes slip through the cracks. By incorporating workflow automation into your organization’s help desk function, you’ll ensure that any and all serious issues are adequately identified, evaluated and prioritized and that the right party is notified to take action in a timely manner.

  4. Round-the-Clock Monitoring

    Like it or not, your IT personnel can’t be on all the time. Very few organizations can afford to implement multiple shifts to achieve 24/7 coverage. The problem is, critical incidents don’t always occur during normal business hours. This is another area that workflow automation can help, with technology providing round-the-clock monitoring and automatic execution of appropriate actions as needed.

  5. Reduced Errors

    Your IT department might be amazing, but they’re still human and people make mistakes. Unfortunately, when it comes to IT issues, one seemingly minor error can have catastrophic consequences. Because workflow automation handles entire processes electronically, the risk of these types of errors drops to almost zero.

The help desk function will likely never completely go away, but it’s an area that presents ample opportunity for further optimization. Workflow automation can be the missing puzzle piece that pulls everything together and makes your organization’s IT department as efficient and productive as possible, while also improving IT operations across the board.

Could your help desk benefit from workflow automation?

Why not try for yourself by downloading a free 30 day trial?

You’ll be amazed at how powerful and effective this tool can be for your business!

5 Ways to level up your service desk using it process automation