Task automation can be defined as applying modern technology to minimize or eliminate human intervention in completing a task. People experience many forms of task automation in their daily lives. Examples of task automation are airport check-in kiosks, fast food online ordering, subscription services, etc. Human intervention in these tasks has completely been eliminated from these processes.

For instance, previously, passengers should obtain boarding passes in airports by standing in line for hours. It can be printed at home using airport kiosks or even displayed on mobile phones. Another example of automation is chatbots and personal assistants like Amazon Alexa and Apple's Siri.

How Do You Ascertain Repetitive Tasks/projects?

Hearing the word automation can be exciting, but how do you identify recurring tasks?

Getting down to the actual automation can be pretty challenging.

Typically, we go for automation because we spend much time doing the same task repeatedly. So, how do you know which one to automate? You need to ask these questions, which might help you.

• Keep a record of the tasks performed daily. Record how often the task is done and how much time it takes.
• What do you think the most effective solution might be?
• What are some available tools with efficient features and integration capabilities?

The first step can be asking your team to perform the same task for weeks and identify which tasks are repeated. The record can be maintained in a spreadsheet. Also, when you work as a team, you can quickly identify the repetitive tasks that need to be automated. Since each person has specific tasks, teamwork can help you streamline the repetitive tasks. Upon identifying, you can build an automated system where you can add recurring tasks to get them done. You can also use task automation software to simplify the process further.

Example of Task Automation

Task automation involves using a tool or software like Oas36ty's to eliminate or minimize manual effort. Here is an example of task automation done using Oas36ty's.

You can create workflows from scratch completely online with no coding using Oas36ty's. Business workflows are a predefined set of tasks converted into processes that happen in sequential order. The workflows produce predictable outcomes when automated.

The above image is a simple process to check payment requests for procurement. An employee will submit a request form for the check. If the check amount is said, for example, within $150, then the request will be reviewed by Approver 1 and finalized. If the check amount exceeds $150, then both Approver 1 and Approver 2 will review the request form. Once it is approved by Approver 1, it will be moved to Approver 2 for final validation. If this recurring process needs to be done in the procurement workflow, it can be automated using Oas36ty.

The second example is to review an e-commerce product catalog update. An update for a product catalog needs to be examined in the above image. If it is a small update, then it will be reviewed by the marketing manager and be given the final validation. If the marketing manager is unsatisfied with the update, it will be sent again for revision. If it is a major e-commerce update, then it will be reviewed by both the marketing manager and the marketing head for review, and then it will finally be validated. If the product catalog is updated regularly, then this can be automated using Oas36ty's.

How to Set Up Task Automation?

Now that you have seen the benefits, you are convinced about setting up task automation. Now, the question arises of how to begin your automation journey. The following are simple steps to follow to set up task automation. However, there is no specific task automation law, and businesses generally set it based on their operational needs.

Step 1: Configuring Your Daily Tasks and Business Processes

This is the very first step in the task automation process. Identify the daily tasks and make a list. The list should not simply contain the tasks, but it should be made with a description for each task. Highlight the frequency of the tasks, especially specific tasks with a high repetition rate. Each team in your company should make a list of tasks. Once everyone is done with the list, have a team discussion to develop effective solutions and decide on the automation tool to be used.

Step2: Exploration

In this step, the perfect tool is identified, considering all the pros and cons of the task automation tool. When your company already uses a task automation tool, check whether it has options for integrations and automating day-to-day activities. If the existing tool has no integration feature, you can look for other software that can perform the same automation operations. The automation tool should be chosen based on their business's needs and should fit your organizational workflows.

Step3: Mapping New Workflows

In this step, you need to map the new workflow by visualizing the tasks that will be automated. Mapping is an essential step as it provides a visual representation of how the automation tools will perform the job. Moreover, this will keep the teams updated about changes to avoid potential hiccups and confusion. You don't want your workers to experience sudden changes. Therefore, this map will help your team to be prepared for the changes well in advance.

Step4: Construction And Implementation

Now that you have readied the map, it is time for your workflow to be implemented. Based on the complexity level of the automation process, it may require additional time from other teams, such as IT, which may take a while to complete.

Step5: Examining And Testing

Since the automation is complete, you cannot take a rest. The automation must be evaluated and tested to ensure that it works just as implemented. You need to be vigilant to ensure that automated tasks benefit your employees and help them to be more productive. Ensure that the automation process runs smoothly and there are no backlogs or other issues that might affect the workflow operations' results.

Task Automation Software

As said earlier, task automation software varies with the complexity of your business processes. For instance, a tool like Oas36ty offers a more straightforward integration feature. Task automation tools are also gaining popularity, thanks to the user-focused tools that simplify the more complex human tasks into a series of simple tasks. Most task automation tools have a drag-and-drop interface where the tasks are arranged. The tasks are arranged so that they simulate real-life task workflows. This is referred to as "workflow automation."

Some of the best automation tools of 2022 available right now include Zapier, Oas36ty's, Integrify, Kissflow, Zoho, SMA OpCon, Microsoft System Center, and IBM Robotic Process Automation. Over 50 years ago, computer automation began operating the first batch jobs. Technology has evolved, producing thousands of tools for automating tasks, activities, and business processes. These automation tools can be crafted to suit your specific business niche.

A recent research study from McKinsey Global Institute states that 60% of occupations can have around 30% of their constituent activities automated. This doesn't mean that robots will take over these jobs. However, when automated, the mundane and complex tasks can refine employees' job responsibilities, thereby improving business value. Task and process automation are gaining widespread attention from businesses worldwide as they promptly follow this trend. Robots and artificial intelligence become more competent and wiser every day.

How to Choose the Right Tool?

From law offices to marketing professionals to sales teams, the benefits of task automation are endless. With endless benefits, you need to choose the right tool for your business, which can be overwhelming. These are some of businesses' commonly used task automation tools – Google Analytics for getting web traffic reports, Gmail for automated email responses, Dropbox for data backups, WordPress for scheduled blog posts, and Hootsuite for social media posts. Here are some ways to help you choose the right automation tool.

Before selecting the tool, ensure all members can use the software. There is no use in choosing an automation tool that takes up employees' precious time to get used to the tool.

Avoid choosing a one-trick pony. The automation tool you choose should be efficient and automate most tasks instead of only one. Ensure that it contains features relevant to your company's business operations.

The top four features you must look for in a task automation tool include – pricing, integrations, email competencies, and dependencies.

In addition to the above features, ensure that your automation tool has these features – easy drag and drop interface, integration with other software and tools, real-time scheduling of weekends and holidays, web and mobile services, search and report functionalities, automated notifications, especially the ability to configure the software tool without coding knowledge.

Cost. This is the primary point, as you want to select a cost-effective tool and justify the benefits. Ensure that the price stays within the budget.

Building Processes with Automated Tasks

Task automation software has become increasingly popular thanks to user-focused task workflow tools that simplify complex designing tasks. Tasks are usually arranged using a drag-and-drop interface, allowing various task types to be arranged and connected to simulate the real-world task workflow. This is also sometimes referred to as "workflow automation."

The tasks in a process can include forms to be completed, approvals to be provided, assignment of work, triggering of another system, data retrieval, sending emails and alerts, etc. Most task automation software includes a variety of pre-built tasks like these that can be arranged sequentially or in parallel based on the order tasks typically follow.

What Are the Benefits of Task Automation?

The reason that businesses use automation isn't just to save time. It also frees team members from tedious, time-consuming tasks so they can focus on big-picture thinking and more complex tasks that require human oversight.

Here are three ways task automation can help your business:

1. Improve Accuracy

There are some things humans can do and others that computers can do better. Play to your strengths by leaving the decision-making to humans and data entry to the machines. You'll end up with fewer errors and more accurate paperwork.

2. Stay Focused at Work

Simple tasks such as taking notes can be distracting, and multitasking has been shown to reduce Accuracy and precision. Make it easy for your team members to pay attention in meetings and stay focused by cutting down on unnecessary manual tasks.

3. Collect Better Data

When you use cloud-based apps or task management software to automate tasks, you can gather data such as how long it takes to complete different tasks. Some tools have a built-in dashboard to view performance metrics in real time, or you can use an API to integrate the data you collect with other software tools.

When Should You Use Task Automation?

Task automation has plenty of uses but isn't a one-size-fits-all solution. You'll need to think about which tasks make the most sense to automate so you can choose the right task automation software for your needs.

Here are three types of tasks that may benefit from task automation:

1. Recurring Tasks

Setting up tasks or workflow automation software takes time, so there's no point in automating tasks that only occasionally happen. Use it for recurring tasks that require a lot of time and effort but follow the same process every time.

For example, you can use customer data from your CRM to automatically generate a follow-up email based on pre-existing templates.

2. Shared Tasks

Tasks that require input from multiple team members are also a good fit for automation. Think of contracts requiring a signature, meeting minutes that need approval by multiple parties, and other tasks with multiple steps or dependencies.

When you use a task automation platform like Oas36ty's AI, you can automatically assign action items to team members and set up notifications to ensure things get done.

3. Complex Tasks

Task automation can also help you streamline complex tasks by breaking them into individual components. Let's say you have a workflow that incorporates multiple pieces of software, such as Slack, Microsoft Teams, or Salesforce.

You can use task automation software as a connector so that what happens in one collaboration tool triggers another event.

Task Automation Examples

Task automation can be hard to visualize, so let's look at a few examples of how it works in the real world. Here are three use cases of task automation in action.

1. Employee Onboarding

Have you ever started a new job and been expected to familiarize yourself with many new apps and platforms simultaneously? Task automation can streamline the onboarding process by giving new hires a clear path to follow.

You can use task automation to create user accounts for new employees, share Zoom recordings of key webinars or tutorials, and implement assessments online — helping you overcome one of the three key challenges of remote work culture.

2. Social Media Marketing

Marketing automation tools have been around for a while. Think of platforms that allow you to schedule social media posts or marketing emails. These tools spare you from logging into multiple accounts and manually posting your marketing materials.

Use them to schedule your marketing campaigns months in advance so your team members can focus on analyzing metrics or engaging with customers.

3. Task Management

Task automation can also help you keep track of upcoming tasks. Most task management platforms allow you to assign tasks to individual team members, set due dates, and send reminders when a task is almost due.

Oas36ty's AI goes one step further by identifying action items from your meeting notes or minutes. Simply invite Oas36ty's AI to your meeting, and it will automatically add tasks with due dates and assignees to your action item tracker. That's one less task you have to do manually!