What is workflow automation software?

Workflow automation software simplifies and improves business processes by reducing manual effort through predefined rules, sequences, and actions. This process enhances task management and collaboration along with organizational efficiency and productivity.

When companies automate repetitive tasks, employees have more time to work on strategic or creative activities. Automated workflow software fosters team members’ collaboration through centralized communication channels and shared workflows. It also enables smooth information exchange and faster decision-making.

Advantages of workflow automation software

Incorporating workflow automation software into your business processes means the following:

• Employees can focus on more complex tasks by automating repetitive tasks.
• Teams make fewer mistakes because automation helps them execute tasks consistently and accurately.
• Collaboration improves among cross-functional teams due to centralized communication and information-sharing platforms.
• Businesses can make decisions faster via centralized and shared communication channels that enable seamless information exchange.
• Productivity increases thanks to optimized processes, error-free operations, improved collaboration, and effective use of resources.

How Workflow Automation Works?

Workflow automation involves the use of technology to automate and streamline manual and repetitive tasks in a business process. The basic steps involved in workflow automation are as follows:

• Identify The Workflow:

The first step in workflow automation is to identify the business process that needs to be automated. This can be a process that involves manual tasks, such as data entry or file management, or it can be a more complex process that involves multiple steps and stakeholders.

• Map The Workflow:

Once the process has been identified, it needs to be mapped out in detail. This involves breaking down the process into smaller, manageable steps and identifying the inputs, outputs, and dependencies for each step. This helps to identify the tasks that can be automated and the tools that can be used to automate them.

• Identify The Automation Tools:

The next step is to identify the automation tools that can be used to automate the tasks in the workflow. This can include software programs, scripts, or robotic process automation (RPA) tools.

• Design The Workflow Automation:

Once the tools have been identified, the workflow automation needs to be designed. This involves developing scripts or programming logic to automate the tasks in the workflow. The automation logic needs to be designed to take into account the inputs, outputs, and dependencies identified in the workflow mapping process.

• Implement The Workflow Automation:

Once the workflow automation has been designed, it needs to be implemented. This involves configuring the automation tools to execute the automation logic and integrating the automation tools with the systems and applications that are involved in the workflow.

• Test The Workflow Automation:

Once the workflow automation has been implemented, it needs to be tested to ensure that it is working correctly. This involves running the automation logic on test data to ensure that it is producing the expected outputs and that there are no errors or bugs in the logic.

• Monitor And Maintain the Workflow Automation:

Finally, the workflow automation needs to be monitored and maintained. This involves tracking the performance of the automation, identifying any issues or errors that arise, and making updates and changes to the automation logic as needed.

Therefore, workflow automation involves a systematic approach to automating business processes, from identifying the process that needs to be automated to designing and implementing the automation logic and monitoring and maintaining the automation over time. By automating routine tasks, organizations can improve efficiency, reduce errors, and free up their employees to focus on more strategic and creative work.

What is Workflow Automation software?

A workflow automation software is a tool that streamlines and optimizes any given organizational workflow process. A workflow automation software will take over the repetitive tasks within a workflow, improving the efficiency of the entire process. Using software for workflow automation provides its users with a space where every member of the team can work harmoniously. Moreover, the employees are given an environment where they can work productively. This productive environment nurtures and strengthens the involvement of these employees by giving them the needed visibility and access to the complete workflow. An automated setup will empower an organization to focus on the impact rather than wasting energy and resources on any mundane processes. Workflow automation software can also be customized according to the desired objectives.

Who Uses Workflow Automation Software?

The tremendous impact that workflow automation software created has changed the way business processes are carried out. Undoubtedly, any organization, small, medium, or large, can acquire surplus benefits by implementing automation software. This tool can be incorporated across departments like marketing and sales, human resources, finance, etc. The ultimate goal is to enjoy the following advantages:

• Faster operations
• Increase accuracy
• Boost efficiency and productivity

Organizations that are still based on the traditional setup, where they rely on human labor, can change the dynamics of business processes with this simple software.

Reasons Why You Should Use Workflow Automation Tools

Here are some of the amazing benefits that will help you get a better insight into your own company and how workflow software tools can bring about change at every level. These strong reasons prove why you need workflow automation tools.

1. Wasted Effort and Time on Redundant Tasks

This could be a very familiar claim for you because redundant tasks shouldn’t be handled by your employees. It is highly time-consuming, wastes skilled employees’ capabilities, and can easily be automated by workflow management software rather than doing it manually.

2. Slackened Customer Engagement

Customers see your brand from a completely different perspective. All they see is a quick or delayed service provider.

Once you integrate workflow management software, you can easily witness the slowdowns and bottlenecks in your process. It gives you better insight into your business.

3. Overload On Top Management

Micromanagement is a problem in disguise because a lot of managers and team leaders assume they have to micromanage every employee to achieve the desired results.

Most employees like to take responsibility if given an opportunity and it will also free up time for top-level management to focus on overall organizational growth than managing each person.

4. Lack of Accountability

Accountability is what it’s all about because whenever someone does a job they shouldn’t blame any mistakes on another person or team.

Workflow tools will keep track of each person involved in a project and they are expected to take credit or fix any mistakes if they happen in their vicinity.

5. Lack of Communication

In every organization, lack of communication leads to delayed work and errors in tasks completed.

The workflow tool will finally bridge the gap and make it easier to send or receive messages. Everything can be done in the form of comments and approvals are done automatically. Managers will receive notifications if they don’t respond in time and delegations are much easier.

Features of Workflow Automation Tools

There is no shortage of workflow automation tools in the market. Choosing the best workflow management tool for the unique needs of your business is critical for business success. Here is a list of features you must look for in workflow automation software:

Ease Of Use/Build: The decision to automate your workflow is a significant one for the business. The ease of building and using the software is a key must-have feature of automation software. The software must help you build workflows easily using a visual drag-and-drop form builder. A low-code workflow automation software is easy and simple to build. Even complex processes can be represented through a visual flow chart, which is the foundation for automating process workflows.

Cloud-Based: Having a cloud-based business process management software (BPM) is better compared to on-premise solutions. Accessibility, reliability, and data security for web-based automation software are better than on-premise software. Data security and operability are better on the cloud.

Third-Party Integration: Workflow automation tools must seamlessly integrate with third-party applications like ERP, CRM, etc. through API tools like Zapier.

Customizability: Automated workflows must allow flexible customizations as per specific business needs. From simple to complex processes, the process workflow must be able to handle any type of workflow.

Reporting And Analytics: The data recorded by the workflow provides key business insights. Centralized access to data reports and process analytics empowers businesses with deeper process insights for process improvement and business optimization. Reports and analytics must be easily visible on a user-friendly interface.

Data Security: The workflow automation tool must provide the highest level of security for the data. End-to-end encryption of business data enables the safety and security of sensitive business data.

Mobile App: The workflow automation tools must be mobile-friendly. The mobile app enables anywhere, anytime access to the process status and approvals.

Cost-Effective Pricing: Workflow vendors usually price their workflow solutions based on the usage and number of users. The price must also include the cost of implementing, consulting, and supporting.

Oas36ty is a workflow automation tool that can set up workflows, and build forms and workflows within minutes. It comes with a rich feature set that creates workflows and automates tasks for key business functions like Human Resource Management, Sales, Finance, Administration and Facilities, IT, Marketing, and Purchases.

Workflow Automation Benefits

Yes, workflow automation provides several benefits over manual processes, including:

1. Increased Efficiency: Automating repetitive tasks can save a significant amount of time and reduce the potential for errors. This allows employees to focus on higher-value tasks and helps the organization to become more productive.

2. Compliance: Workflow automation can help ensure that business processes are compliant with relevant policies and regulations. This is because automated workflows are designed to follow specific rules and guidelines, and they can enforce these rules consistently across all instances of the workflow.

3. Improved Accuracy: Automation reduces the potential for human error, which can lead to costly mistakes. Automated workflows ensure that tasks are completed consistently and accurately, reducing the likelihood of errors and increasing the quality of the output.

4. Reduction In the Number of Approval Cycles: Workflow automation can streamline approval cycles by automatically routing tasks and approvals to the appropriate individuals or teams. This can reduce the time it takes to complete a process, which can improve overall productivity and efficiency.

5. Reduction In Manual Processing: Automated workflows can reduce the need for manual handling of documents, data, and other types of information. This can save time and reduce the risk of errors or data loss.

6. Enhanced Communication: Workflow automation can improve communication between different teams or departments involved in a process. Automated workflows can send notifications and updates to relevant parties, which can help ensure that everyone is informed and on the same page.

7. Cost Savings: Automating workflows can lead to significant cost savings over time. By reducing the need for manual labor, organizations can lower their staffing costs and improve their bottom line.

8. Enhanced Visibility: Workflow automation can provide greater visibility into the status of a process or task. This can help managers and other stakeholders monitor progress and identify potential bottlenecks or issues that need to be addressed.

9. Employee Satisfaction: Automated workflows can reduce the amount of repetitive or mundane work that employees need to perform. This can help improve job satisfaction and reduce the risk of employee burnout.

10. Process Improvement: Workflow automation can provide data and insights into how a process is performing. This data can be used to identify areas for improvement and optimize the workflow over time.

11. Better Managing Your Workloads: Automated workflows can help managers allocate tasks and workloads more effectively. This can help ensure that employees are working on tasks that are aligned with their skills and capabilities, which can improve overall productivity and quality.

12. Improved Customer Service: Automated workflows can help organizations to provide better customer service. By automating tasks such as order processing and customer support, organizations can respond more quickly and effectively to customer needs, leading to increased satisfaction and loyalty.

13. Minimal Errors: Automated workflows can help reduce the risk of errors or mistakes in a process. This is because automated workflows are designed to follow specific rules and guidelines, and they can enforce these rules consistently across all instances of the workflow.

Workflow Automation Examples

If you take any workflow, you can witness that many tasks are common to all workflows of different processes, like email replies, task creation, data entry, review, approval, etc. Automation exponentially elevates the expertise of these processes, making them more efficient than when done manually. Any kind of workflow can be automated using the right kind of tool. Here are some examples of where workflow automation can improve efficiency.

• Invoice processing: The process of accounts payable not only data entry is optimized, but automation software will also carry out the reviewing and matching of the invoice as well. Gradually, the approval or rejection of the invoice can be performed on the same platform. Automating the processing of invoices can help streamline accounts payable processes by reducing the amount of manual data entry required. The software can automatically scan invoices and extract relevant information to be processed in a company’s accounting system.
• Data entry: Data entry, being the common task in almost all of the process workflow, is automated to make it extra efficient. Workflow automation can be used to automatically transfer data from one system to another, reducing the amount of time spent on manual data entry.
• Order fulfillment: The order fulfillment process is made more efficient with automatic status updates after each stage. The traditional approach of order management is labor-intensive and complex, affecting the fluidity in communication and time delay. With automation software, this complexity and limitations are removed. Automation can be used to manage the entire order fulfillment process, from order intake to shipping, with minimal human intervention.
• Expense management: Money invested should be put to use wisely. Expense management is one such area that requires utmost attention and precision. Keeping track of all of the financial transactions with multiple clients can end up in bottlenecks. Workflow automation software can help you avoid such scenarios. Workflow automation can be used to streamline the expense reporting process by automatically capturing and categorizing expenses, generating reports, and tracking reimbursements.
• Recruitment: Hiring processes often extend over a long period due to the time invested in assessing and shortlisting the candidates. Without an automated system, the hiring managers have to spend time on each candidate individually to find the right fit for the criteria of the role. Automation can be used to manage the recruitment process, from resume screening to scheduling interviews, making the hiring process more efficient.
• Performance tracking: A workflow automation platform can effectively monitor the performances of employees. Both the managers and the workforce will have access to the platform, where both of them can monitor everything, anytime and anywhere. Workflow automation can be used to track employee performance, monitor progress, and provide feedback on goals and objectives.
• Document management: Conventional documentation has always been paper-based. This method has reduced its trackability and maintenance. All the technological advancements that have occurred to date have more or less eliminated the involvement papers from many industries. Automation is one such tech development that has successfully removed the use of paper for documentation in several industries. Automation can manage documents and files, including version control, tracking changes, and routing for approvals.
• Travel booking: Travel bookings are always hectic and involve multiple bookings like travel, transport that may include flight, train, or a cab, and hotel stay. All these bookings are generally done separately on different platforms which induces a waste of time. Automation can bring this all in one platform. Workflow automation can be used to manage travel bookings, including flights, hotels, and transportation, making the process more efficient and cost-effective.
• Social media management: Most often planning and scheduling social media posts can seem like an off-track task when the employee invests this time in a more productive task. This management can be seamlessly achieved through automation. Automation can be used to schedule social media posts, monitor engagement, and track performance across multiple platforms.
• Healthcare management: As the healthcare industry demands to be the most efficient one, automation undoubtedly achieves this effortlessly. Proper planning and organizing are brought into patient management. Automation can be used to manage healthcare workflows, including appointment scheduling, patient intake, and insurance processing.
• Project management: Managing a project involves a list of tasks from planning to final review of the completed project. A large number of employees are involved in any given project and hence there is a necessity to streamline these processes for better outcomes. Workflow automation can be used to manage projects, including task assignments, progress tracking, and budget management.

Here are the stages in a task-based workflow:

• Task Assignment
• Task-initiator Review
• Quality Assurance Review
• Project Manager Review
• Approval

Workflow automation offers a customizable workflow template that is readily available. The layered structure of the flowchart clearly defines each stage in a workflow. For example, for project management, the above task-based workflow will give a complete view of the process.

• IT support: Customer management is a prime factor in a business. Depending on the size of the organization, this particular management can become challenging. To manage all the requests, tracking, and feedback, it is essential to shift to a system that can cancel this hurdle. Automation can be used to manage IT support requests, including ticket routing, resolution tracking, and user feedback.
• Manufacturing processes: The manufacturing industry deals with several vendors to procure raw materials for manufacturing their products. Maintaining track of all the procurement processes increases the chances of mixing up or certain prospects ending up getting missed. To negate this possibility automation can be implemented. Automation can be used to manage manufacturing processes, including production scheduling, quality control, and inventory management.
• Sales pipeline management: Sales is the lifeline of any business. There is a need to be consistent at every stage of acquiring a client. Only errorless and smooth management of your prospects can achieve perfection in your sales. Streamlining these processes is a simple process through automation. Workflow automation can be used to manage sales pipelines, including lead tracking, sales forecasting, and pipeline analytics.
• Customer feedback: There is a humongous waste of time when customers are approached individually through messages and emails for their reviews or survey responses. Most of the time, these approaches remain unnoticed and hence unanswered. Automation becomes an ideal solution to capture customer feedback on any platform. Automation can be used to capture and analyze customer feedback, including survey responses, social media comments, and online reviews.
• Content creation: Managing content is essential to avoid unnecessary confusion and delays. The content creation process is made more efficient through workflow automation. Workflow automation can be used to manage content creation processes, including writing, editing, and publishing, for a more efficient and streamlined process.
• Inventory management: Inventory management and tracking is quite challenging. Proper documentation regarding the movement of different materials needs to be assessed with accuracy. Automation can be used to track inventory levels, reorder supplies automatically, and keep stock levels optimized.
• Legal document management: Being implemented in one of the most principal areas of any sector, automation has quite proven to be proficient in managing legal documents too. Workflow automation can be used to manage legal documents such as contracts and agreements, including version control, approval workflows, and digital signatures.
• Quality control: An automated workflow for quality control will enhance the performance of the quality control team. This further improves the quality of the product or service gathering positive customer response and retention. Automation can be used to monitor quality control processes, track errors, and identify areas for improvement.

Comparison of the Top 10 Workflow Automation Tools

1. Oas36ty Workflow Automation Tools

Oas36ty offers comprehensive workflow automation tools designed to streamline business processes, enhance productivity, and ensure seamless operations.

Key Features:

• Automated Task Management: Automatically assign and track tasks to ensure deadlines are met and responsibilities are clear.
• Customizable Workflows: Tailor workflows to fit specific business needs, allowing for flexibility and adaptability.
• Integration Capabilities: Easily integrate with third-party services and applications to create a cohesive operational environment.
• Real-Time Notifications: Keep teams informed with real-time updates and alerts on task progress and changes.
• Advanced Analytics: Generate detailed reports and insights to monitor performance and identify areas for improvement.

Pros:

• Efficiency Boost: Automates repetitive tasks, reducing manual effort and increasing overall efficiency.
• Improved Accuracy: Minimizes errors associated with manual processing.
• Enhanced Collaboration: Facilitates better communication and coordination among team members.
• Scalability: Easily adapts to growing business needs without significant changes to existing workflows.

Cons:

• Implementation Complexity: Initial setup and customization can be time-consuming.
• Learning Curve: Teams may require training to fully utilize all features and functionalities.
• Dependence on Technology: Heavy reliance on software may pose risks if technical issues arise.

Best Use Cases:

• Project Management: Streamlining task assignments, tracking progress, and managing deadlines.
• Customer Support: Automating ticket assignments, responses, and follow-ups to improve service efficiency.
• Sales and Marketing: Managing leads, automating follow-ups, and tracking campaign performance.

Oas36ty’s workflow automation tools are ideal for businesses looking to enhance operational efficiency, improve accuracy, and foster better team collaboration.

2. Trello

• Key Features: Kanban boards, task cards, checklists, labels, due dates, attachments, and integrations with apps like Slack, Google Drive, and Jira.
• Pros: Intuitive interface, flexible organization, good for visual planning.
• Cons: Limited features in free version, can become cluttered with large projects.
• Best Use Cases: Simple project management, small teams, personal task tracking.

3. Asana

• Key Features: Task lists, project timelines, task dependencies, milestones, custom fields, and extensive integration options.
• Pros: Robust feature set, good for detailed project planning, multiple views (list, board, timeline).
• Cons: Steeper learning curve, can be overkill for small projects.
• Best Use Cases: Comprehensive project management, medium to large teams, detailed task tracking.

4. Monday.com

• Key Features: Customizable workflows, timeline views, dashboards, time tracking, automation, and integrations with tools like Slack and Google Drive.
• Pros: Highly customizable, visually appealing, good collaboration features.
• Cons: Can be expensive, requires setup time.
• Best Use Cases: Complex workflows, large teams, detailed project tracking.

5. Smartsheet

• Key Features: Spreadsheet interface, Gantt charts, automated workflows, resource management, and extensive reporting tools.
• Pros: Familiar spreadsheet interface, good for data-heavy projects, strong reporting.
• Cons: Interface can feel outdated, less intuitive than some competitors.
• Best Use Cases: Data-centric projects, construction, operations management.

6. Jira

• Key Features: Agile project management, Scrum and Kanban boards, custom workflows, reporting, and integration with development tools.
• Pros: Powerful for software development, good for Agile methodologies, extensive customization.
• Cons: Complex to set up and use, can be overwhelming for non-developers.
• Best Use Cases: Software development, Agile project management, bug tracking.

7. ClickUp

• Key Features: Task management, docs, goals, time tracking, custom fields, multiple views (list, board, Gantt), and automation.
• Pros: Comprehensive feature set, highly customizable, affordable pricing.
• Cons: Interface can be overwhelming, steep learning curve.
• Best Use Cases: All-in-one productivity, remote teams, businesses needing customization.

8. Notion

• Key Features: Notes, databases, task management, wikis, calendars, and extensive template library.
• Pros: Flexible and customizable, combines multiple tools into one, good for knowledge management.
• Cons: Can be complex to set up, performance issues with large databases.
• Best Use Cases: Personal productivity, small teams, knowledge management.

9. Wrike

• Key Features: Task management, Gantt charts, time tracking, workload management, and extensive integrations.
• Pros: Strong project management features, good for detailed planning, multiple views.
• Cons: Expensive, complex interface.
• Best Use Cases: Marketing teams, large projects, detailed planning.

10. Basecamp

• Key Features: To-do lists, message boards, schedules, file storage, and real-time group chat.
• Pros: Simple and easy to use, good for team communication, fixed pricing.
• Cons: Limited features compared to competitors, not suitable for complex projects.
• Best Use Cases: Team collaboration, small to medium-sized projects, businesses looking for simplicity.

Summary Table

Each tool has its strengths and weaknesses, making them suitable for different types of projects and team needs.

Workflow Automation Tools FAQs

What Is Workflow Automation?
Workflow automation is the use of technology to automate repetitive, manual, or time-consuming tasks, reducing the need for human intervention and streamlining business processes.

Why Is Workflow Automation Important?
Workflow automation is important because it can save time, reduce errors, increase productivity, and improve the overall efficiency of business processes. It can also help free up human resources to focus on more complex or value-added tasks.

What Are The Benefits Of Workflow Automation?
The benefits of workflow automation include improved efficiency, increased productivity, reduced errors, faster response times, cost savings, and improved customer satisfaction.

How Can Workflow Automation Be Implemented?
Workflow automation can be implemented using a variety of tools and technologies, including software applications, robotic process automation (RPA), artificial intelligence (AI), and machine learning (ML).

What Types Of Workflows Can Be Automated?
Any type of repetitive or manual process can be automated, including data entry, order processing, invoice management, HR processes, customer service, and more.

Can Workflow Automation Be Customized To Fit Specific Business Needs?
Yes, workflow automation can be customized to fit specific business needs, with different tools and technologies available to address a variety of workflows and processes.

What Are The Costs Associated With Implementing Workflow Automation?
The costs of implementing workflow automation will vary depending on the specific tools and technologies used, the complexity of the workflow, and other factors. However, the long-term benefits of automation can often outweigh the initial costs.

How Can Businesses Measure The ROI Of Workflow Automation?
The ROI of workflow automation can be measured by tracking key performance indicators (KPIs) such as productivity, error rates, response times, and cost savings, before and after automation is implemented.

Are There Any Risks Associated With Workflow Automation?
Some potential risks associated with workflow automation include security concerns, data privacy issues, and the risk of errors or system failures. However, these risks can be mitigated through proper planning, implementation, and monitoring.

How Can Businesses Get Started With Workflow Automation?
Businesses can get started with workflow automation by identifying the processes that are most in need of automation, selecting the appropriate tools and technologies, and working with experts or consultants to ensure a successful implementation.

What Are Some Common Misconceptions About Workflow Automation?
Common misconceptions about workflow automation include the belief that it will replace human workers entirely, that it is only useful for large businesses, and that it is too complex or expensive for smaller organizations. However, workflow automation can be customized to fit the needs of businesses of all sizes and is often used to augment rather than replace human workers.

How Can Workflow Automation Improve Collaboration And Communication Within Teams?
Workflow automation can improve collaboration and communication within teams by providing a centralized platform for team members to access and share information, track progress, and receive notifications or alerts. This can help reduce the need for manual follow-up and ensure that everyone is on the same page.

How Can Workflow Automation Help Businesses Adapt To Changing Market Conditions?
Workflow automation can help businesses adapt to changing market conditions by providing greater flexibility and agility in responding to new challenges or opportunities. Automated workflows can be modified or adjusted as needed, without the need for extensive manual intervention.

What Role Does Data Analysis Play In Workflow Automation?
Data analysis plays a critical role in workflow automation by providing insights into process efficiency, identifying areas for improvement, and tracking key performance indicators. Data analysis can help businesses make informed decisions about how to optimize their workflows for greater efficiency and effectiveness.

How Can Businesses Ensure That Their Workflow Automation Processes Remain Compliant With Regulatory Requirements?
Businesses can ensure that their workflow automation processes remain compliant with regulatory requirements by working with experts in their field, staying up-to-date on relevant regulations and requirements, and implementing appropriate safeguards such as encryption, access controls, and audit trails.