Workflow Automation: Definition, Importance, Tools and How You Can Use It

Every business or organization has a workflow that employees must follow. However, sometimes these tasks can be really time consuming and prone to errors. This, even if companies make use of project management tools and Excel to tackle them.

To streamline these redundant tasks thus, workflow automation platforms are crucial. But what exactly is workflow automation and how does it help businesses? Let’s explore, one key aspect at a time. Let’s go!

What is Workflow Automation?

Workflow automation is defined as the technique that automates repetitive tasks to make the workflow smoother and faster. For when you set the rules, automation software can schedule tasks, send emails, start marketing campaigns, and more without any regular supervision.

It is, as such, a way of working that makes things more efficient, saves time, reduces mistakes, and makes people more productive. Let’s try and understand the concept better with this example of how workflow automation works for marketing agencies.

Suppose you work at a marketing agency, and you send out daily reports to your clients. Instead of compiling the data from multiple sources manually, you can use a workflow automation platform to create a setup that automatically extracts necessary details, formats it into a report, and schedules the mail daily.

This will not only save time and reduce errors but also ensure that your clients receive their reports promptly every day.

All in all, workflow software can help you with the following…

• Automate lead capturing to identify potential clients
• Schedule and publish social media posts across multiple platforms
• Automate content creation tasks
• Automatically generate and send performance reports
• Send welcome emails and set up initial meetings
• Gather customer feedback and send follow-up communication

List of Top 5 Workflow Automation Platforms

Now that you have understood what automation is and its importance, let’s discover some of the best workflow management software for automation examples.

Top Workflow Management Tools to Boost Productivity

1. ClickUp

ClickUp is an all-in-one cloud-based project management tool with various rule-based automation features to offer. It helps you easily create and automate routine tasks using process templates. It can automatically assign work, provide reviews, track statuses, and much more. ClickUp also integrates with other tools like Slack, Dropbox, GitHub, Bugsnag, etc.

Clickup

4.2

Starting Price

$ 10.00      

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Key Features of ClickUp:

• Supports no-code customization with ClickApps and templates
• Offers Gantt charts, Kanban boards, and workflow libraries
• Facilitates team collaboration through chat, docs, and whiteboards
• Provides real-time reporting with visual dashboards
• Supports time tracking and task management tools
• Offers AI tools like ClickUp Brain for smart automation
• Integrates with over 1,000 third-party apps
• Automates workflows with triggers, actions, and conditions

ClickUp Pricing & Plans:

2. Jira

Jira is a no-code automation builder that serves as an ideal solution for non-technical teams to streamline their tasks. It is good in project and task management and enables teams to assign, track, and create tasks efficiently. The software also offers customizable workflows, enabling businesses to modify it according to their needs.

Jira

4.4

Starting Price

$ 17.00      

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Key Features of Jira Workflow Automation Software:

• Supports auto-assigning and syncing of tasks across projects
• Offers hundreds of ready-to-use automation templates
• Provides drag-and-drop rule builder for no-code automation
• Facilitates integration with tools like Slack, GitHub, and Microsoft Teams
• Supports Scrum and Kanban boards for task organization
• Provides real-time reports and customizable dashboards
• Enables advanced workflow orchestration with branching and conditions
• Automates issue transitions, notifications, and sprint management

Jira Pricing & Plans:

3. Zapier

Just like Jira, Zapier is a no-code drag and drop process making software. Using it, you can automate everything, from simple tasks to complex workflows. What truly sets it apart is its ability to connect with over 5,000 different apps.

Whether you use Gmail, Slack, Trello, or Stripe, Zapier, as a renowned workflow automation platform, can help you automate tasks for all your business processes.

Key Features of Zapier:

• Supports multi-step Zaps to automate complex workflows
• Offers logic-based paths to perform different actions
• Provides filters to control when Zaps run
• Facilitates scheduling of workflows and delays
• Converts currency, dates, and text using Formatter tools
• Receives and sends data using webhooks
• Includes built-in tools for data manipulation and AI actions
• Connects over 7,000 apps for seamless integration
• Provides visual tools like Tables, Interfaces, and Canvas

Zapier Pricing & Plans:

4. Microsoft Power Automate

Microsoft Power Automate is one of the most well-known business process automation tools that helps users automate tasks between different apps and services. It can automate desktop apps and websites with AI and digital and robotic process automation.

Users can, as a result, sync, gather data, receive notifications, and automate emails or approval requests with Power Automate.

Microsoft Power Automate

4.5

Starting Price

₹ 1351.00 excl. GST

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Key Features of Microsoft Power Automate:

• Supports AI-powered automation and document processing
• Offers desktop automation using robotic process automation (RPA)
• Facilitates task and process mining to identify bottlenecks
• Provides reporting and ROI dashboards for performance tracking
• Enables data-driven automation using analytics and insights
• Includes Copilot for natural language flow creation
• Connects with over 1,000 apps and services
• Automates workflows across cloud and legacy systems

Microsoft Power Automate Pricing & Plans:

5. Kissflow

Kissflow is a workflow management software that lets you automate processes and create apps with both low-code and no-code approaches. It can as such be used for marketing automation, project management, and workflow management.

The said workflow automation platform also offers you an analytics dashboard with an easy-to-use interface. Using which, you can check simple reports with basic metrics to see how your automation system is doing or create your custom reports.

Kissflow

4.5

Starting Price

$ 1500.00      

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Key Features of Kissflow:

• Supports cross-functional collaboration across teams
• Offers a clutter-free and organized dashboard
• Provides security and access controls for data protection
• Facilitates API integration with external systems
• Enables users to customize and define workflows easily
• Includes drag-and-drop builders for forms and processes
• Provides reporting and analytics for performance tracking
• Supports low-code and no-code app development
• Connects internal and external users via portals

Kissflow Pricing & Plans:

Importance of Workflow Automation Platforms & Why You Should Opt for Them?

Workflow automation tools have become a must-have for businesses of all sizes. In fact, as per a recent study at Zapier, over 66% of SMBs rely on these automated tools to make their business more efficient. ‘Why?’ You ask. Let’s sought to answer…

1. Increased Efficiency and Productivity

If routine business operations are conducted using workflow system software, your employees are no longer required to waste their time on repeated activities or tasks. This helps organizations simplify the job process, better manage their time, and improve an employee’s overall performance and productivity.

2. Reduced Errors and Improved Accuracy

Humans are prone to errors, and it is natural to encounter issues while working manually especially with a large set of data. With work management platforms however, there will be fewer human touchpoints and minimal scope of mistakes which can help businesses reduce errors and improve accuracy.

3. Enhanced Collaboration and Communication

When you work in a remote setting, you tend to deal with a lot of emails and messages, which can get overwhelming at times. But workflow automation tools, by keeping track of your interactions and organizing them neatly, makes stuff easy to handle.

These automated tools can be customized as per your company workflow, making it goal oriented. This means everyone in the company can work together for better collaboration and communication.

4. Cost Savings and Resource Optimization

When workflow and automation join hands, labour costs get minimized and efficiency soars. For example, automating routine work can free up employees to focus on more important tasks, reducing the need for additional staff or overtime pay.

How to Implement Workflow Automation?

You can automate your business workflows by identifying repetitive tasks, analyzing workflow steps, and testing the automation and monitoring results. Here’s a step-by-step guide to help you understand the process better…

1. Identify Repetitive Tasks and Workflows

The very first step in implementing workflow automation is to identify repetitive tasks and workflows. Check which tasks are good for automation, i.e., tasks that are repetitive and done manually. Additionally, consider the tasks which are more prone to human errors.

2. Analyze Workflow Steps and Identify Triggers and Actions

Once you have discovered the tasks for automation, break down the workflow into detailed steps to understand the process clearly. Then identify triggers that can start any specific actions within the workflow.

For example, if you are automating your hiring process, the workflow automation can trigger once someone has applied for a job or sent their resume.

3. Choose the Appropriate Tool and Set Up Automation Rules

Select the best workflow automation platform based on your business needs and the complexity of tasks. Check all the automation rules within the chosen tool and map your trigger accordingly.

4. Test and Refine the Automation Process for Optimal Performance

Now conduct thorough testing of the automated workflow in your chosen software. Identify and address any issues, errors, or inefficiencies during the testing phase. Also, gather feedback from users involved in the workflow to refine and improve the automation.

5. Monitor and Measure Results

Once you have successfully tested your workflow, monitor and measure the results to track progress and identify areas for improvement on a regular basis.

Monday.com

4.1

Starting Price

$ 12.00      

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Conclusion

In the end, automation with rules and logic is a great way to make your work easier. For workflow and automation, when clubbed together, help organize tasks and reduce errors in best possible manner. Workflow automation platforms also make things more reliable. These help you finish tasks quickly and easily, rendering employees more accountable and saving money, all at the same time.

While we agree that every organization has its own way of making tasks easier based on what they need, but workflow software is something everyone should consider. For as your organization gets bigger and work doubles, only automation can act as your one true saviour. If we have managed to convince you into buying a good workflow management system somehow, give Techjockey a call right away!

FAQs Related to Workflow Automation