Thanks to this handy ultimate workflow automation checklist, you’ll have a clear path to go from time-consuming manual tasks to efficient automation.
The best advice – don’t rush the process. Take your time to decide what to automate and ensure the new process helps your business reach its goals.
Every business wishes they could increase productivity. Yet, 90% of employees struggle through the day doing the same boring, repetitive tasks, many of which could be automated. This study also found that businesses could save as many as 19 work days per employee every year by automating repetitive tasks.
Talk to your employees to uncover the most repetitive tasks. These are the ones that need automating the most to help increase productivity and efficiency.
While the idea of saving 19 work days per year sounds great, don’t get overly ambitious right out of the gate. Instead, take it slow. Start with one or two non-critical tasks to test workflow automation in your business. If you try to do too much too soon, you’ll get overwhelmed and miss out of most of the benefits. It’s perfectly fine to start off small and build as you master the steps in this workflow automation checklist.
No matter what you automate, you need to have a clear goal in mind. Why are you automating employee onboarding? How much time do you want to save? What other tasks do you want employees to handle? The best way to measure results is to have a clear goal.
To avoid confusion, set a process owner to any process you automate. When there are questions about the workflow, this is the person to consult. When exceptions come up, this will be the person to decide how to handle them. It’s far more efficient to have an owner of the workflow versus scrambling to figure out who’s responsible when something doesn’t go quite as planned.
How long does the manual workflow currently take? While this might not seem important on a workflow automation checklist, it’s vital to measuring how effective automation is for your processes. Analyze the unautomated version to see how long it takes, how employees feel and how it affects other processes.
When you do automate the process, you’ll be able to see just how much automation helps.
You might be hesitant to introduce automation in your business for fear that it’ll reduce employee morale. However, studies show that businesses with automation are 33% more human-friendly and employees are up to 31% more productive.
Instead of anyone losing their jobs, they get to enjoy them more and accomplish more. To make the process easier, involve every employee who is currently involved in the workflow. Ask them more about the task, what they like and don’t like and how they’d make it more efficient. This helps you create better automation.
This one should go without saying, but always ensure your automated workflow is compatible with all your current software and tech solutions. It won’t be as efficient as it could be without 100% compatibility. Now might be a good time to upgrade your system for more integrated solutions, which also help with workflow automation.
This is the single most important part of any workflow automation checklist. Don’t immediately go live. Test first. Don’t just test once either. Test numerous times throughout a week or more to ensure the new workflow goes smoothly.
Once the workflow is perfected, it’s time to train employees. Since it is a new process, it may take a few days or weeks for employees to learn how everything works and how to make the most of all the time they’re saving. Proper training is crucial to making workflow automation more beneficial.
Finally, measure the results. Are you saving time? Are you meeting your goals? Is there anything you need to change? Based on your goals and past workflow, you should be able to quickly see the ROI on automating workflows in your business.
Once all of this is done – it’s time to start all over with a new workflow. Go ahead and have fun saving time and money in your business.
At KOI, we love doing what we can to make businesses more efficient while making business owners and employees happier. We fully believe every business of every size and budget should have access to the tools necessary to automate tasks and save time. This is why we built our all-in-one business management software so you can do more while paying less. Consider partnering with KOI today and find out for yourself why KOI is the best and last Business Management Software you’ll ever need.