How Automations Can Save Time and Boost Productivity at Work
In today‘s fast-paced business environment, finding ways to maximize productivity and make the most of every minute is essential. Companies everywhere are turning to workflow automations as a solution for saving time on routine tasks and helping employees focus their efforts on higher-value work.
When properly implemented, automations can lead to impressive gains in efficiency. According to a survey by Zapier, 58% of businesses that leverage automation report time savings of up to 5 hours per week on routine workflows. Another 32% report even more dramatic time savings between 6-10 hours weekly. And the benefits don‘t stop there – 87% of these companies have seen their productivity increase since adopting automations.
So what exactly are automations and how do they lead to such significant improvements? Read on as we explore everything you need to know.
What are Automations?
Automations refer to any technology or software that can complete repetitive computer-based tasks automatically, without human input. They work by connecting triggers (such as receiving a new email, detecting a change in a spreadsheet, or an action taken by a user) with resulting actions you define (sending an email, moving data, reaching out to a customer, etc.)
Put simply, every time the defined trigger occurs, the linked action happens automatically in the background. These automations run 24/7 and save employees the time previously spent on mundane manual workflows.
Common Examples of Workplace Automations
Some of the most impactful automations companies leverage include:
- Scheduling meetings automatically based on open time slots when receiving appointment requests
- Populating databases/reports when new relevant data becomes available
- Sending follow up emails to leads/customers after set periods of time
- Routing inbound queries to the right department based on keywords
- Triggering notifications when inventory stocks run low
- Collecting social media content/statistics for analysis
- Assembling sales emails using pre-written templates + custom variable data
These are just a handful of examples – there are countless other workflows ripe for automation across various business functions. When simultaneously applied to key processes company-wide, it‘s easy to understand why efficiency gains can stack up quickly.
Benefits of Workplace Automations
Specifically, implementing thoughtful automations delivers significant benefits including:
1. Saves Time on Repetitive Tasks
Automations shine when applied to high volume, recurring manual workflows like sending follow ups or gathering data and reports. They handle these repetitive tasks seamlessly in a fraction of the time demanded by human effort. This leaves employees free to dedicate their hours to more meaningful and engaging responsibilities only humans can manage.
2. Increases Productivity
With time savings ranging up to 10+ hours each week on tedious tasks that eat up worker bandwidth, automations meaningfully move the needle on workforce productivity. Employees gain more time to undertake business-critical initiatives, creative projects, and strategic work that generates far more value.
3. Reduces Human Error
Automations follow predefined rules and processes flawlessly every time. There‘s no risk they‘ll accidentally forget a step, misfile a report, or send an incorrect draft. The end result is more accurate and consistent execution on key workflows.
4. Scales Effortlessly
Unlike human workers limited by hours in a day, automations can scale infinitely to handle growing workloads. Whether a company sees gradual upward trends or sudden surges in demand, automated solutions easily expand without staffing constraints getting in the way.
Getting Started With Automations
Now that you understand what automations are and how impactful they can be, here is a step-by-step guide to implementing them:
1. Identify Workflows To Automate
Start by auditing your current manual processes. Look for patterns of high effort and volume repetitive tasks bogging down employees. Common examples include data entry, sending follow up communications, transferring records between systems, filling in reports, and more.
2. Select The Right Automation Tools
Popular automation software choices include Zapier, IFTTT, Microsoft Power Automate, and Integromat. Evaluate options to determine which platform best suits your stack and workflows. Key considerations include prebuilt automations, ease of use, scalability, and cost.
3. Start Small
The most effective approach is starting with 1-2 straightforward automations, then building from there. Not only does this allow you to confirm value before making a big investment, but it leads to greater long term adoption success across your organization.
4. Set Triggers and Define Actions
With software selected and starter automations identified, officially build and connect trigger events to corresponding actions. For example, receiving a new form submission should auto-populate a spreadsheet. Review all configurations thoroughly before deploying them live.
5. Monitor and Refine
Track automation performance, watch for unused apps wasting money, check for errors or bottlenecks, and make tweaks to maximize value. Maintenance is essential to smooth operation.
Real-World Examples From the Trenches
Skeptical automations can drive game-changing efficiency? Here are just a couple real-world examples that showcase serious time and money savings:
Legal Firm Automates Meeting Scheduling
Previously, associates at law firm JurisSolutions spent upwards of 20 hours per week manually managing appointments – sacrificing highly-billable hours. By leveraging Calendly + Zapier + Office 365 automation, they now spend only 5 hours weekly on scheduling. Total estimated savings is over $30,000 annually even when account for software costs.
Startup Blackbox Uses Zaps to Handle 1,000+ Monthly Leads
As demand for their security tools grew exponentially early on, this UK startup struggled to handle repetitive sales and customer onboarding tasks essential for converting leads. By automating lead capture, follow ups, and ensuing paperwork as leads convert to customers via Zapier, their small team can now effectively manage 1,000+ inquiries monthly with ease.
Final Takeaways
- Automations handle repetitive computer tasks automatically in the background whenever predefined triggers occur.
- Common examples include scheduling meetings, sending follow up emails, moving/processing data, and creating reports.
- Key benefits are saving time on mundane tasks, increasing productivity, reducing errors, and easily scaling.
- Popular automation tools to explore are Zapier, Microsoft Power Automate, IFTTT, and Integromat.
- Start small with 1-2 automations connected by triggers and actions – then expand efforts for multiplied time savings.
Rather than manually tackling a never-ending stream of repetitive tasks that tie up employee time, leverage automation solutions. Seamlessly hand off this busywork to software running silently in the background 24/7 instead. The end outcome? A more productive workforce able to focus efforts on high-level strategic initiatives moving the business forward.
