Business Tips & Tools — Africa

How to automate your business workflows

As the world is moving with the latest technology trends, so is the business sector with automation.

What is automation?

Automation is the process of digitizing a process or workflow that is either done manually or with outdated technology for faster completion of tasks and more quality results. 

Many automation tools are not only implemented and maintained by professional software developers. The year 2022 saw the rise of low code and no code tools that anyone could integrate into their systems and workflows to automate tasks that may seem repetitive. This year, many businesses are expected to embrace automation as it brings about productivity. 

The big question however is, what workflow processes are fit for automation and where can you start as a business? Without further ado let's get into it. 

How a business can get started with automation

As an entrepreneur, you might be wondering how to tap into the latest technology trends to increase sales and productivity in your business. Let’s jump into the steps to getting started with automating your business:

1. Map your current business process- By doing this, you are determining the actual workflow tasks processes that go on in your business. A good way to do this is by using a flowchart or just a table that shows the flow of a work process from one chart to another.

Below is a list of the elements that could go into your workflow flowchart.

  • Name of the task and department 
  • How long the task usually takes to get done
  • Teammates responsible in the execution of the process
  • Systems or applications that are used in this process for example spreadsheets or phones
  • Overall statement of the task process

2. Identify the poorly performed task process in your workflow flowchart or table- At this stage, it is easy to identify the processes that may need automation intervention due to a number of things. These determinants can be:

  • The task that takes the longest time to execute
  • The task that has fewer teammates assigned to it
  • The task that has a negative overall statement

3. Research on the right automation tools according to the poorly performed tasks- Here is a list of guidelines you can use when choosing the right tools.

  • Consider low to no code tools. The main reason and advantage of these is because of the ease of integration with the workflow process of a business. 
  • Consider tools that are flexible enough to allow new entry fields to store data
  • Consider tools that can accommodate a number of users for the sake of your teammates

4. Compare information collected from step 2 and step 3 and match the best automation software. For example, if a business identified that their most poorly performed task process is in record keeping and access of data, the most suitable automation that could be integrated is a Customer Relationship Management System (CRM) software. CRMs like HelloDuty connect all data from an organization's sales leads and customers in one place. This data may include client forms, documents, quotes, sale purchases, calls, emails, text messages, meetings, tasks and many more.

5. Select the automation software that meet all the needs of the previous step and perform a test run to ensure it is user friendly and budget friendly.

Last updated
June 12, 2024
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