Best Workflow Automation Software for Businesses in 2023

What is Workflow Automation Software? 

Every company aims to minimize its operational costs while improving its work productivity. 

Implementing workflow automation is the best way to achieve maximum ROI. 

Workflow automation software is a set of technology that aims to automate manual work like data entry based on predefined rules. It can be leveraged to carry out tasks that require a lot of manual paperwork, eliminating or reducing human intervention. 

Not only that, but it provides a complete overview of all workflows. Businesses can keep a tab and have a full report on company-wide performance. 

In short, it can help your business reduce errors, save time, and enhance productivity. 

How Does Workflow Automation Work? 

Workflow automation tools use rule-based logic to automate various tasks. 

First of all, businesses need to choose the workflow they want to automate. Once decided, there are a few steps that need to be followed to run your workflow automation solution effectively. 

1. Build a Visual Representation of Your Workflow

Visual representation is basically a workflow chart in which you use diagrams and symbols to represent the tasks you want to automate. 

This representation helps in identifying the gap and processes that can be filled and streamlined. These symbols are: 

Rectangle depicts the process that needs to be automated; Diamond represents the decisions that need to be made; Oval for the beginning of a process; and arrows connect the steps. 

2. Choose an Automation Solution

Next in line, you need to choose a suitable workflow automation tool that fits right into your requirement. 

There are plenty of options available in the market - both free and paid versions. However, after defining your workflow automation processes, you can consult and get inputs from the departments that are more likely to use it. 

The easiest way is to create a form that users can fill out to provide input on the workflow.

3. Set the Workflow KPIs

It’s crucial to identify and establish automation KPIs to measure the progress and final result. 

For instance, you can easily measure the error rate of a process or the average time it takes to compete or run a task.  It will help keep track of the performance of the automation solution. 

4. Test the Automation Process

Before finally deploying your automated workflow process, it’s safe to carry out a test to check if there are any loopholes. 

Even if you think your workflow is airtight, there are possibilities that it might have left out a critical step. That’s why businesses shouldn’t ignore automation testing. 

5. Launch Your Workflow Automation Process

The final step is launching the automation. 

Make sure that all your staff members are trained well and understand how things work. Once it is launched, regularly monitor the workflow performance based on the KIPs set earlier. 

If it isn’t performing well, make some modifications to get the best result. 

Features of Workflow Automation Software

The more complex the solution, the more features are included. 

Some of the common functionalities of enterprise workflow solutions are: 

1. Role-based Access Control

This feature allows businesses to easily define individual roles and grant them access based on their responsibilities. 

2. Task Assignment

It enables users to assign or/and reassign tasks to other users. They can either choose to automate or manually define processes for assigning tasks. 

3. Graphical User Interface

Having a user-friendly interface is highly essential. Users can learn to access and generate data with minimal training. It makes it easy for non-technical users to develop workflows with a drag-and-drop tool without typing any command. 

4. Reporting

The reporting module enables users to gain real-time visibility into business progress. Users can easily extract information and view it from the dashboard. It can generate reports on production estimates, running time, and more. 

5. Mobile Access

Given that people are always on-the-go, it becomes essential to have a solution that can be accessed from mobile devices. This enables multiple users to access the workflow simultaneously via a device with an internet connection. 

6. Automatic Notifications

This module makes it possible for users to get automatic updates on the status of a task. It sends out notifications via email or text, such as when the task was assigned, to whom it was assigned, and much more. It even notifies if another user does any modification. 

7. Form Designer

Form-designer functionality enables users to design digital forms from the built-in form designer tool.

Role of a Workflow Automation Software in an Organization

Workflow automation solutions can be used in almost every department of an organization. 

From marketing to human resources, and accounting and finance department - each one of them can benefit from workflow automation. 

Let us look at how. 

1. Marketing and Sales Automation

Workflow automation can help automate a lot of mundane or repetitive tasks. 

You can easily automate email marketing to nurture your prospects with offers. Otherwise, it generally takes seven clicks to send an email, which can be quite time-consuming. 

Besides, you can automate posting social media updates. It allows you to schedule your entire social media calendar. 

2. Human Resource Automation

Automation saves you the time and effort that would otherwise go into manually entering your new hires’ personal information, like social security numbers, contact details, and other information into the payroll system. 

Besides, automation ensures that all the data entered are accurate and reliable. 

3. Accounting and Finance Automation

You can create workflow automation to take care of specific tasks, such as building forms, designing a workflow, tracking processes. 

HR or managers can automatically process expenses or reimbursement requests, budget approval, and more. 

4. IT Automation

The IT department has to take care of various processes that can be easily automated. 

For instance, regularly updating stakeholders on the status of the projects or managing assets of the business can be a time-consuming process. The good thing is that with the help of workflow automation tools, these processes can be automated to some extent. 

Similarly, things like trouble tickets and support requests can be taken care of. 

Types of Workflow Automation Software

There are mainly three types of enterprise workflow solutions: 

1. Feature-Based Model

As the name suggests, this software option includes workflow solutions that run basic to more complex systems. Such models can even be customized to accommodate functionalities as per one’s business requirement. 

2.Technology Model

Such models take into consideration the technology services that are available to develop personalized workflow solutions. 

3. Integration-Based Model

This integration-based model focuses on the implementation of the workflow applications within other platforms, such as customer relationship management (CRM) solutions. It ensures the seamless transfer of data from one system to another.

Industries that Uses Workflow Automation Software

The best workflow automation software is so designed that it can help businesses across various industries save time and boost productivity. 

Every industry follows the same steps - break down processes into steps and automate each step methodically. Some of the industry that commonly uses workflow automation solutions are: 

1. Insurance Companies

Insurance companies heavily rely on workflow automation solutions. Their main workflow is form-based, so instead of creating and maintaining paper-based forms, they use electronic forms. 

With the help of enterprise workflow solutions, insurance claims can be submitted and processed more smoothly. Besides, they use it to deliver policies to the customers. 

And the fact that these solutions are mobile-friendly makes it possible to log critical information from the exact place where the claim was made. This helps applications get into the system quickly. 

2. Educational Institutions

Yet again, educational institutions have to deal with a huge number of forms during the admission process. Then, they need to maintain a record of the details of every student and staff member. 

Manually entering data can be such a time consuming and tiresome process. Besides, these are more prone to human-made errors. 

But with workflow automation tools, people can easily register online and request for service. It streamlines the entire operations processes and saves thousands of dollars. 

3. Courier and Messaging Service Companies

Courier services are a fast-paced industry, and it involves various steps while delivering a product, such as locating the address, getting a signature, and logging deliveries. 

When the workflow solution is mobile-friendly, it becomes easy for the delivery person to take care of each process from their mobile device itself. It eliminates the need to manually enter data into the central system at the end of the day, saving time and effort. 

Benefits of Using Workflow Automation Software

Here are some of the basic advantages that it has to offer irrespective of the industry you belong to. 

1. Improves Communication and Teamwork

Workflow automation solutions provide a convenient platform for internal communication. Thus, it makes it easy to quickly share information within your teams or different departments. 

Besides, effective solutions send out automatic notifications about the current status of the project. 

It results in improved coordination and increased productivity. 

2. Reduces Error and Saves Times

Humans are prone to error, even when they are extremely careful. 

While entering data, there are chances of duplication of entry or complete elimination. Such errors can cost a fortune in some cases. 

However, with the implementation of workflow automation software, it reduces the risk of error and saves time. 

It automates various repetitive and mundane tasks, thereby saving time and effort. Employees can then utilize the saved time in more critical tasks at hand. 

3. Improves Quality of Service

Performing repetitive tasks can affect the morale of an employee. 

Performing challenging and new tasks daily can keep them motivated while boosting their productivity at the same time. 

When they feel motivated at work, it automatically enhances their work quality. Businesses have seen a rise in the productivity level by 12 to 15 percent after implementing automated workflow solutions. 

Common Problems of Automation Process and How To Fix Them

If you want to reap the maximum ROI, the proper implementation of the workflow automation solution is highly essential. 

Here are some common mistakes that organizations can avoid to maintain their workflow efficiency. 

1. Half Implementation

It’s essential that when a new system is deployed, all the staff members are given adequate training. 

If a user finds it difficult to use, they might see the system as a hindrance rather than a productivity tool.  As a manager, you might see investing in software as an asset, but it might turn out to be flakey soon without proper training. 

2. Automating Broken Process

It’s important to note that workflow automation can’t fix a broken process. And if the process is broken, automation is not going to help either. Before digitizing a process, analyze it thoroughly to create a workflow chart that can actually work. Otherwise, it will only lead to more confusion and no result.

Related Research Articles:

• Why Automating Your Organization’s Workflows is a Must