What is workflow automation?Workflow automation is an approach to making the flow of tasks, documents and information across work-related activities perform independently in accordance with defined business rules. When implemented, this type of automation should be a straightforward process that is executed on a regular basis to improve everyday productivity. Show
Workflow is a series of activities needed to complete a task. Workflow automation shifts the performance of those activities from humans to a software program. To automate a workflow, an organization first identifies the tasks that make up the job. It next creates the rules and logic that govern how those tasks should be done. Finally, it programs the software with the predefined business rules and logic. The rules and logic are often a series of if-then statements that act like instructions telling the program what actions to take and how to move from one task to the next. The software uses those rules and logic to perform the series of tasks from start to finish, so that humans no longer have to handle the job. Who uses workflow automation?All organizations have areas that could benefit from automating repetitive notifications, permissions and other basic tasks. A 2021 report from automation software maker Zapier found that 94% of small and medium-sized business (SMB) workers surveyed said they perform repetitive, time-consuming tasks. The report also noted that 90% of knowledge workers found that automation improved their jobs and 66% said automation has made them more productive. In an enterprise, every department can use a workflow automation system -- including finance, human resources (HR), marketing, operations and sales. It is typically used to automate jobs that involve repetitive tasks and don't require significant levels of intellectual decision-making. Organizations generally seek to automate workflows for the following reasons:
They also implement workflow automation so employees can spend less time on tedious, low-value tasks. This approach gives workers more time to focus on jobs that require human intellect. Many workflow automation software packages on the market have low-code, drag-and-drop features that let workers themselves automate manual processes that are part of their workplace responsibilities. Some workflow automation tools include artificial intelligence capabilities, which can handle tasks that require a certain level of decision-making. Workflow automation is most often used in the following circumstances:
When used in such cases, workflow automation enables an organization to streamline its business processes and increase workplace efficiency and productivity.
Importance of workflow automationWorkflows should be automated whenever possible for numerous reasons, including to achieve faster operations and to increase the efficiency and accuracy of automated tasks. Workflow automation is important for other reasons as well, including the following:
These attributes are important because they boost an organization's ability to compete in the digital era. The Zapier report spoke to this point, noting that 88% of SMBs surveyed said automation enables their companies to compete with larger entities. Benefits of workflow automation in business processesBenefits of workflow automation include the following:
Workflow automation examplesBelow are four examples of tasks that workflow automation can handle:
Uses of workflow automationOrganizations across all industries can benefit from workflow automation. Moreover, they can use this technology in various departments and niche areas such as supporting DevOps workflows within the IT department. The following examples illustrate the applicability of workflow automation in industries and departments: Healthcare. Medical providers use workflow automation to generate staff work schedules and on-call rotations. Providers also use these tools to support patient admission and discharge and to transfer patients' electronic health records. In each of these areas, workflow automation lets healthcare workers focus on more important work, such as direct patient care. Legal. Whether in the legal industry itself or in the legal function within an enterprise, workflow automation is used to automate billing, input new client information, submit and track contract reviews and manage case deadlines. Information technology. IT departments use automation to support DevOps teams and other groups. They use it to automate the orchestration of the software development pipeline, data monitoring, data collection, testing code development, service requests, new account setup and the deployment of tests and code. For example, a DevOps group could automate the testing of a new e-commerce app. Financial. Financial businesses and groups within an enterprise use workflow automation for data entry and account approval processes. In the enterprise, they also use it to automate tasks such as paid time off requests and salary adjustments. Marketing. Workflow automation can help with various aspects of marketing automation, making tasks associated with brand management and campaigns happen automatically in a prescribed order. Sales. These departments often automate the approval of proposals and quotes, the introduction of salespeople to leads generated through website interactions and the generation of a task list once a lead schedules a meeting with a sales rep. Cybersecurity. Workflow automation speeds incident response, making the process more efficient. Human resources. Automation facilitates various HR processes, such as time sheet approvals, onboarding and offboarding employees and managing personnel changes. Operations. Workflow automation is used for a multitude of tasks, including compiling reports and assigning tasks. Workflow automation stepsImplementing workflow automation software typically involves the following seven steps:
Dynamic vs. static workflowsWorkflow automation can be either dynamic or static. When automated workflow is static, there is no variance in the steps taken. They take place in a strict sequence, whether or not there are variables that could potentially affect the outcome. When automated workflow is dynamic, software can use a schema template to determine at runtime what step should be taken next. A dynamic workflow paired with automation can promote agility. Popular workflow automation software tools and appsDemand for workflow automation is significant. Research firm MarketWatch estimated the value of the global workflow automation market to be $7 billion in 2021 and projects it will reach more than $16 billion by 2028. Vendors in this space include IBM, Oracle and Xerox, as well as newer ones such as Appian and Pegasystems. In addition to standalone workflow automation platforms, many vendors offer function-specific software that has workflow automation capabilities. For example, HubSpot includes workflow automation within its marketing, sales and customer service software. Some enterprise platforms, such as customer relationship management systems, also have tools to automate workflows. Many vendors market their workflow automation as low-code solutions. This means they do not require extensive understanding of programming to use. Instead, they have drag-and-drop features that let users automate workflows within their jobs with little or no need to involve IT professionals. Any organization seeking to implement workflow automation must pay attention to the capabilities of the software it selects. It should be easy to use, cost-effective and capable of delivering on the organization's business goals. Workflow automation software is usually distributed as a software as a service (SaaS) application. SaaS apps commonly include simple workflow tools aimed at SMBs. Vendors offering workflow automation technology include the following:
Workflow engine vs. business rules engineOrganizations can use both a workflow engine and a business rules engine (BRE), but they are not the same thing.
A workflow engine is operated with the goal of workflow management. A BRE, on the other hand, doesn't have any input on orchestrating tasks. A BRE is more of a guideline for how software will make specific decisions given certain circumstances. Nontechnical users without much coding knowledge can use a BRE to change their software's behavior based on defined business requirements. Workflow automation vs. robotic process automationRobotic process automation (RPA) technology copies how people use software for high-volume, repeatable tasks. RPA technology creates bots that then handle workflow tasks such as data entry, calculations and copying. Conceptually, RPA is similar to workflow automation. The difference is RPA is useful for automating individual discrete tasks, while workflow automation is useful for automating a series of tasks. Both workflow automation and RPA rely on technology to automate tasks, but workflow automation places more emphasis on communication between disparate elements of the workflow. For example, in a supply chain process, workflow automation software might be used to make sure the right person is notified at the right time about what work has to be next for each step of the process. RPA would only focus on one task within the process.
Learn more about RPA in our comprehensive guide. When workflow and productivity are at their best the result is an erratic?2. When workflow and productivity are at their best, the result is an erratic, inefficient business struggling to perform and succeed.
Which type of management is open to new ideas and seeks out employee suggestions?Democratic management style
These types of leaders seek input from their employees before making business decisions or delivering solutions. They engage employees by remaining open to new ideas and experimentation, and granting employees the freedom to use their voices to share their opinions.
Which of the following is considered the heartbeat of an organization?Conversation is the heartbeat of the organization and without it the center will not hold.
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