How to Create a Workflow Automation?

Laura Parker
May 2024

In business today, efficiency and accuracy are paramount. One of the most effective ways to achieve these goals is through workflow automation. But what exactly is workflow automation, and how can it benefit your organization? This guide will walk you through the essentials of creating a workflow automation using the best workflow automation tools and workflow software. By leveraging these technologies, you can streamline your processes and enhance productivity. Whether you’re new to the concept or looking to refine your current systems, this article will equip you with the knowledge you need to leverage workflow automation effectively.

How to Create a Workflow Automation?

What is a workflow in automation

Workflow automation meaning the use of technology to automate complex business processes, involves the orchestration of tasks, data, and interactions within a defined set of rules to streamline workflows. The meaning of workflow automation extends beyond merely digitizing tasks; it integrates various tools and software to ensure tasks are performed efficiently and accurately without human intervention.

At its core, workflow automation is designed to reduce manual effort, minimize errors, and increase productivity. By implementing workflow automation tools and workflow software, businesses can ensure that every task is completed correctly and on time, which is particularly crucial for highly regulated industries. These tools often come with features such as task assignments, progress tracking, and real-time notifications, all of which contribute to smoother operations.

For instance, in a typical business setting, a workflow automation system can handle everything from customer relationship management (CRM) updates to inventory management and employee onboarding processes. By automating these workflows, companies not only save time but also improve accuracy and consistency across their operations.

By understanding the meaning of workflow automation, businesses can better appreciate its benefits and potential impact. It’s not just about adopting new technology; it’s about fundamentally transforming how tasks are managed and executed, leading to a more efficient and productive organization.

How to create a workflow automation

Creating a workflow automation involves several key steps, and with the availability of free workflow automation tools, it’s easier than ever to get started. Here’s a step-by-step guide to help you build an effective workflow automation system:

  • Identify the Process: Start by selecting the process you want to automate. This could be anything from invoice approvals to employee onboarding. Choose a process that is repetitive and time-consuming, as these are often the best candidates for automation.
  • Map Out the Workflow: Document each step of the process. Use flowcharts or process mapping tools to visualize how tasks are currently performed and identify potential bottlenecks or inefficiencies. This stage is crucial for understanding how the process flows from start to finish.
  • Select the Right Tools: There are many workflow automation tools available, including free workflow automation options. Free tools can be a good starting point, but they often come with limitations in features and scalability. Low cost, paid options, like beSlick, offer more comprehensive functionalities, such as advanced task management, dynamic due dates, and better integration capabilities. beSlick, for instance, provides a user-friendly platform that allows for detailed process documentation and execution, ensuring that your workflows are not only automated but also optimized for performance.
  • Set Up the Automation: Once you’ve chosen your tool, start setting up the automation. This typically involves configuring triggers (events that start the workflow), actions (tasks that the workflow performs), and conditions (rules that determine when actions should occur). For example, you might set up an automation where receiving an invoice triggers a series of approval tasks that move from one department to another until completion.
  • Test and Refine: Thoroughly test it to ensure it works as expected. Look for any issues or areas where the workflow might need adjustment. Gather feedback from users who will interact with the automation to make necessary refinements.
  • Deploy and Monitor: After testing, deploy the automation and monitor its performance. Use the tool’s analytics and reporting features to track the efficiency of the automated workflow, collect feedback, and make further adjustments as needed.

By following these steps, you can create a robust workflow automation that saves time, reduces errors, and enhances productivity. Leveraging free workflow automation tools can be a great way to start, providing valuable insights and efficiencies without the initial investment. However, for a more feature-rich and scalable solution, consider investing in paid options like beSlick, which offer advanced capabilities and greater control over your business processes.

What is a workflow automation example

To better understand workflow automation, it’s helpful to look at real-world examples of how businesses implement these systems. Workflow automation companies provide various tools and services that streamline operations, reduce manual effort, and enhance overall efficiency.

One notable example is how you might automate the employee onboarding process. Traditionally, onboarding involves numerous manual tasks, such as sending welcome emails, collecting documents, setting up IT accounts, and scheduling training sessions. With workflow automation, these tasks can be automated to ensure consistency and save time.

Here’s a breakdown of how this might work:

  • Trigger: The process begins when a new hire’s information is entered into the HR system.
  • Actions:
    • Automatically send a welcome email with introductory materials and first-day instructions.
    • Notify IT to set up necessary accounts and hardware.
    • Schedule orientation and training sessions, sending calendar invites to the new hire and relevant staff.
    • Track the completion of each task and send reminders for any pending actions.

Another example involves customer support ticket management. Workflow automation companies often help businesses streamline their support processes by automating ticket routing, prioritization, and resolution tracking. For instance:

  • Trigger: A customer submits a support ticket through the company’s website.
  • Actions:
    • Automatically categorize the ticket based on keywords and route it to the appropriate support team.
    • Assign a priority level based on the issue’s severity.
    • Notify the assigned support agent and provide them with the customer’s details and issue history.
    • Update the customer on the ticket’s status and estimated resolution time.
    • Escalate the ticket to higher support levels if not resolved within a certain timeframe.

These examples illustrate how workflow automation can transform business processes, making them more efficient and less prone to errors. By automating routine tasks, companies can focus more on strategic activities and less on operational minutiae.

How to build workflow automation

Building workflow automation involves careful planning and implementation, often requiring the assistance of specialized workflow automation services. These services provide the expertise and tools necessary to create efficient and effective automated workflows tailored to your business needs. Here’s a detailed guide on how to build a successful workflow automation system:

  • Analyze Your Current Processes: Begin by thoroughly analyzing your existing workflows. Identify repetitive tasks, bottlenecks, and areas where errors frequently occur. This analysis will help you pinpoint the processes that will benefit most from automation.
  • Define Clear Objectives: Set specific goals for your workflow automation. These objectives could include reducing processing time, minimizing errors, improving compliance, or enhancing customer satisfaction. Clear objectives will guide the design and implementation of your automated workflows.
  • Choose the Right Workflow Automation Service: Selecting the appropriate workflow automation service is crucial. Look for providers that offer comprehensive solutions, including customizable templates, integration capabilities, and robust support. BeSlick, for example, provides a platform that not only automates workflows but also allows for easy documentation and process improvement tracking.
  • Design the Workflow: Using the insights from your process analysis, design the workflow. Outline each step, define the triggers, and specify the actions and conditions. Tools provided by workflow automation services can help you create detailed flowcharts and process maps, ensuring that every aspect of the workflow is covered.
  • Implement and Integrate: Implement the designed workflow using your chosen automation service. Ensure that it integrates seamlessly with your existing systems, such as CRM, ERP, or HR software. Proper integration is vital for smooth operation and data consistency across platforms.
  • Test Thoroughly: Before going live, conduct extensive testing. Simulate different scenarios to ensure the workflow behaves as expected under various conditions. Testing helps identify any issues or gaps that need addressing before full deployment.
  • Deploy and Train: Once testing is complete, deploy the workflow automation. Provide comprehensive training to all users to ensure they understand how to interact with the new system. Effective training is essential for user adoption and maximizing the benefits of automation.
  • Monitor and Optimize: After deployment, continuously monitor the performance of your automated workflows. Use analytics and reporting features to track efficiency, identify areas for improvement, and make necessary adjustments. Regular optimization ensures that your workflows remain effective and aligned with your business objectives.

By following these steps and leveraging the expertise of workflow automation services, you can build robust workflow automations that enhance productivity, reduce errors, and streamline your operations. Investing in the right service provider, like beSlick, can provide the tools and support needed to ensure your automation efforts are successful and sustainable.

How to Create a Workflow Automation?
Incorporating workflow automation into your business processes can lead to significant improvements in efficiency, accuracy, and overall productivity. By understanding the meaning of workflow automation, exploring various tools, and following the steps to create and build effective workflows, you can transform your operations. Real-world examples highlight the practical benefits of automation, and utilizing workflow automation services ensures you have the expertise and support needed for success.

Now is the perfect time to take the next step towards optimizing your business processes. Consider leveraging beSlick’s comprehensive platform to automate your workflows, streamline your operations, and achieve your business goals. Visit our workflow software page to learn more about how beSlick can help you implement efficient and scalable workflow automations.

Ready to streamline your processes and boost productivity? Discover how beSlick can revolutionize your workflows. Contact us today to schedule a demo and start your journey towards seamless workflow automation.

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, Author of The Dirty Word and CEO at beSlick

Alister Esam is a successful entrepreneur and investor, having bootstrapped his fintech software business eShare to international status operating in over 40 countries and servicing 20,000 board directors, before successfully exiting to a multibillion-dollar organisation in 2018. He now invests in a variety of startups and on a global mission to make work, work.