Learn about workflow automation — benefits, uses, and more

While sending an email or updating a database might seem like a trivial task, the repetitive nature of these activities can accumulate into a significant chunk of your workday. These are tasks that could be easily automated, saving valuable time and resources.

Manual and repetitive tasks not only slow down work but also make it more challenging and less consistent compared to tasks completed by software automation. The good news is workflow automation can enhance your team’s efficiency and effectiveness.

Understanding automated workflows can empower organizations to streamline their processes, leading to enhanced operational efficiency, heightened workplace accountability, and a reduction in human errors. By embracing automation, businesses can transform their workflows to drive innovation, creativity, and ownership.

This post will explain:

• What is workflow automation?
• Benefits of workflow automation
• Who uses workflow automation?
• Types of workflow automation
• Workflow automation examples
• Workflow automation steps
• Workflow automation software
• Use cases

What is workflow automation?

Workflow automation is a digital strategy that uses software to execute a series of tasks automatically, reducing the need for manual intervention. It operates on a set of predefined “if-then” rules that dictate the sequence and conditions under which tasks are carried out. This approach is helping businesses operate more efficiently.

Benefits of workflow automation

Workflow automation is a powerful tool that businesses of all sizes can use to enhance labor- and capital-intensive processes on a large scale. By automating repetitive tasks, organizations can focus their resources on innovation and creativity. Here are some of the key benefits:

1. Higher productivity. Workflow automation frees employees from repetitive and time-consuming tasks. This allows them to channel their energy towards higher-value tasks.
2. Cost savings. Automation reduces the need for human intervention in certain tasks, leading to significant labor cost savings. It also minimizes human error, thereby reducing the potential for costly mistakes.
3. More accuracy. Automation enhances accuracy by eliminating unnecessary human inputs.
4. Greater speed. With automation, delays associated with human intervention are no longer a concern. Workflows are streamlined, ensuring tasks reach the right places in the shortest possible time.
5. Better communication. Automation ensures that work items, feedback requests, and notifications reach the right people without delays or gaps.
6. Increased visibility. With workflow automation, managers can track the real-time progress of tasks and identify who’s involved. This transparency makes it easier to monitor tasks and stay ahead of deadlines.

Who uses workflow automation?

Workflow automation can help any organization seeking to complete tasks more efficiently and precisely. It’s a versatile tool that can be used across various departments within a company — including finance, human resources, marketing, operations, and sales.

However, the transformative power of workflow automation is particularly evident in certain sectors. Let’s delve into where workflow automation truly shines.

Developers and operations (DevOps)

In the traditional setup, development and operations teams often function in silos, but workflow automation has enabled a seamless integration of these two critical units. This synergy eliminates potential bottlenecks and promotes better collaboration.

DevOps teams, with the aid of workflow automation, can efficiently manage the software development pipeline. This includes crucial stages such as monitoring and collecting data, testing code, and handling service requests. The result is a more efficient, error-free, and productive development.

IT network administration

IT network administration is a complex domain, encompassing various elements such as cloud management, network operations, and system administration. Workflow automation serves as a powerful tool in this context, providing administrators with a comprehensive view of all these components. This enhanced visibility empowers them to proactively identify and address potential network health and security concerns, averting expensive complications. With automated workflows, IT network administrators can ensure a robust, secure, and efficient network infrastructure, thereby driving operational efficiency and fostering a culture of innovation and ownership.

Types of workflow automation

In the realm of workflow automation, there are two primary types that organizations can employ: static and dynamic.

• Static: Static workflow automation is a rigid, unvarying process where the steps taken are predetermined and unchanging. It operates on an “if-then” principle, where actions are triggered only when specific conditions are met. This type of automation does not consider external variables that could potentially influence the outcome.
• Dynamic: On the other hand, dynamic workflow automation is a more flexible approach. It determines the steps in real time, using a schema template that can handle varying inputs and consider different variables before initiating an action. This type of automation promotes agility and requires minimal long-term maintenance.

Another concept that often comes up in discussions about workflow automation is robotic process automation (RPA). RPA is a technology that uses a block of code — known as a “bot” — to complete a single task. While it shares conceptual similarities with workflow automation, the key difference lies in their application. RPA is ideal for automating individual tasks, while workflow automation is designed to automate a series of tasks. It’s not uncommon for organizations to utilize both RPA and workflow automation in tandem, harnessing the strengths of each to drive efficiency and productivity.

Business process management (BPM) is another type of workflow automation that deserves mention. BPM is a holistic methodology that structures processes to best serve customers and drive business workflows towards increased efficiency. It aims to achieve mission-critical business goals by optimizing the entire process, rather than individual tasks. Many workflow automation software solutions are designed with a BPM philosophy, providing businesses with a comprehensive tool to manage multiple workflows and drive transformation.

Workflow automation examples

The following examples illustrate some of the common tasks that can be effectively managed by workflow automation software.

1. Sending data between applications and systems of record for unified and accurate reporting. Automating data transfers between different applications and systems ensures that all your reports are accurate and up to date. This eliminates the need for manual data entry, reducing the chances of errors and saving valuable time.
2. Auto-populating calendars based on resource availability. With workflow automation, calendars can be automatically updated based on the availability of resources. This ensures optimal resource allocation and helps in avoiding scheduling conflicts.
3. Distributing tasks to the appropriate team member. Workflow automation can intelligently assign tasks to team members based on various factors such as due dates, current workload, and skill set. This ensures that tasks are evenly distributed to prevent burnout and maintain productivity.
4. Reflecting budget changes on a marketing project in your financial system. Automatically updating budget changes keeps all records accurate and up to date, facilitating better financial management.
5. Routing customized reports to the relevant stakeholders. Workflow automation can automatically send customized reports to the relevant stakeholders, so that everyone is on the same page. This enhances communication and collaboration, leading to better decision-making.
6. Sending handoffs between people, teams, and departments. Workflow automation can streamline the handoff process between different people, teams, and departments to ensure a smooth transition of tasks.
7. Syncing data to one place for work statuses across different tools and teams. Workflow automation can consolidate data from different tools and teams into a single location. This provides a comprehensive view of the work status, facilitating better project management.

Workflow automation steps

Workflow automation is a transformative tool that can streamline your business operations, but it requires careful planning and execution. Here’s a step-by-step guide to help you implement workflow automation effectively.

1. Define the workflow. Start by identifying the areas in your business where automation can save time. Understand the start and end points of your workflows. What triggers a workflow? What signifies its completion? Document the entire journey of the workflow at this stage.

2. Identify the processes. Once you’ve outlined the workflow, it’s time to connect the dots. Identify all the individuals involved in the workflow and understand how data moves from one point to another.

3. List the tools. Make a list of all the tools, apps, and systems you use to execute the workflow. This includes collaboration apps, shared inboxes, databases, or any legacy components. This will help you choose the most suitable automation solution.

4. Note the input avenues. Successful automated workflows rely on well-structured inputs. These could be forms that capture emails, requests, or data from an app or system. Make sure you have a clear understanding of all the input avenues in your operations.

5. Understand the handoffs. This step involves setting up work handoffs from one person to another. Make sure everyone is clear on who is responsible for a particular task and when and how handoffs occur in a workflow.

6. Create an automation wish list. With a clear understanding of your workflows, you can now identify areas for improvement. List all the tasks you’d like to automate and any inefficient tasks that could be enhanced through automation.

7. Build the new workflow. Now, it’s time to start building. Choose your preferred automation solution and create a new, optimized version of your workflow. This might involve some trial and error, but the result will be worth it.

8. Test the new workflow. Once your new workflow is ready, test it thoroughly. Check if the output meets its targets at each step. Look out for any bottlenecks, data leaks, or other potential issues.

9. Train your team. Your team might need some time to adapt to the new automated workflow. Prepare them for this change, and if they’re already familiar with automation, brief them on the new workflow.

10. Deploy, monitor, and optimize. Finally, put your new workflow into action. Deploy it, monitor its performance, and make necessary optimizations to ensure it’s efficient and productive.

Workflow automation software

Workflow automation software — also known as workflow management systems or workflow systems — is a powerful tool that can transform the way organizations operate. While some software is designed to cater to the needs of any organization, others are tailored to meet specific niche requirements. Regardless of the type, there are several key features to consider when selecting a workflow automation software.

A robust workflow automation software should offer features such as:

1. Integration capabilities. This feature allows the software to seamlessly connect with other applications and systems, expanding the scope of automation that can be implemented.
2. No-code builders. This feature reduces the need for IT support in the implementation and maintenance of the software. It empowers users to fully take advantage of the benefits of automation, even without extensive programming knowledge.
3. Simplicity. A user-friendly interface and no-code solutions make the software easy to use, even for those with limited technical expertise.
4. Real-time data and centralized dashboards. These features enable users to generate reports effortlessly, providing them with up-to-date insights for informed decision-making.
5. Visual resource tools. These tools allow users to analyze requests against priorities and balance workloads effectively, enhancing operational efficiency.
6. Built-in reporting. This feature allows users to identify bottlenecks, monitor tasks, and implement improvements, driving continuous optimizations in workflow processes.
7. Mobile capabilities. This feature lets users access the software from any location and on any device for flexibility and convenience.

Workflow automation use cases

Workflow automation has the potential to revolutionize a multitude of industries. The following sectors stand to benefit from its implementation.

Cybersecurity

In the cybersecurity realm, time is a critical factor. Workflow automation can significantly expedite incident response, enhancing overall efficiency. In the event of a cyberattack, automated workflows can instantaneously activate alerts and categorize incidents, letting analysts swiftly identify and counteract threats. Moreover, security playbooks can be promptly deployed for specific types of incidents to streamline the response process.

For instance, consider a scenario where a company’s network experiences a sudden surge in traffic, indicating a potential distributed denial of service (DDoS) attack. With workflow automation in place, the system can automatically detect this anomaly and trigger an alert. Simultaneously, it can initiate a security playbook designed to mitigate DDoS attacks, such as rerouting traffic or activating additional server resources. This rapid, automated response can significantly reduce the impact of the attack, safeguarding the company's digital assets and maintaining operational continuity.

Finance

In the finance sector precision and accuracy are paramount, making accurate data entry a critical yet time-consuming task. This makes data entry ripe for automation, along with processes like account approvals, leave requests, salary adjustments, and invoicing. Workflow automation can streamline these tasks, ensuring accuracy and saving valuable time. For instance, automated workflows can seamlessly send invoice statements between clients and team members, eliminating the need for manual intervention.

Healthcare

In the healthcare sector, workflow automation can significantly streamline operations, allowing professionals to focus more on patient care. For instance, automated systems can efficiently generate staff schedules and on-call rotations. Additionally, the seamless transfer of electronic health records between providers can be facilitated through automation, ensuring that patient data is accurate, up-to-date, and readily accessible.

Human resources

In human resources (HR), automation can be transformative. It can streamline tasks, from timesheet approvals and personnel management to onboarding and offboarding processes.

Information technology (IT)

In IT, workflow automation serves as a powerful ally in streamlining the software development pipeline. Tasks such as data monitoring, data collection, code testing, and service request management can be efficiently automated using workflow software.

Marketing

Marketing departments are constantly striving to optimize their return on investment (ROI). Workflow automation can be a game changer by taking over mundane tasks and freeing up the marketing team to focus on strategic initiatives. From scheduling social media posts to managing email marketing campaigns, automation can handle it all.

Operations

Workflow automation significantly streamlines the management of tasks across various departments, including sales, finance, legal, and administrative teams. It provides managers with a clear view of task responsibilities, availability of team members, and real-time progress.

For instance, consider an operations team managing a complex project involving multiple departments. Traditionally, tracking the progress of each task, identifying who’s responsible, and determining who’s available for new tasks would require significant manual effort. However, with workflow automation, these processes can be automated. The system can provide real-time updates on task progress, automatically assign tasks based on team member availability, and even reassign tasks if necessary.

Sales

Sales teams can significantly increase their lead engagement volume using automation. It can take over mundane tasks such as approving proposals, generating quotes, managing website interactions, freeing up sales reps to focus on building relationships and closing deals.

Manage great work at any scale with automated processes

In the fast-paced business world, efficiency is key. Workflow automation is a powerful tool that can help organizations streamline their processes, allowing them to work smarter, not harder. Adobe Workfront is at the forefront of this revolution, providing businesses with the tools they need to automate their workflows and achieve greater efficiency.

With Adobe Workfront, businesses can harness the power of automation to accelerate their campaigns. As market demands shift, Workfront’s automation capabilities can swiftly update plans and assignments, ensuring accuracy and speed. Its intuitive visual resources and robust automation features allow businesses to analyze requests against priorities, balance workloads, and identify the best team members for each task.

Ready to take your business to the next level? Explore Adobe Workfront’s product tour or watch the overview video to see how it can transform your workflows and drive operational efficiency.