Don’t you hate repetitive and complex processes that eat up your time faster than Joey Chestnut munches down hot dogs?
Business process automation cuts down mistakes, saves you time, and ramps up your process efficiency.
66% of organizations know this and have given at least one of their processes an automation makeover.
In this piece, we’re diving deep into 33+ business process examples ripe for automation.
These aren’t limited to just one department – we’re talking about cross-functional opportunities that drive real change.
Let’s dive in!
In the bustling world of modern business, automation is king.
Have you ever wondered how you could streamline all your business processes to free up more valuable time?
Let’s explore some prime examples of business processes you can automate to boost that much-needed efficiency.
An automated system to handle business quotes can make the process smoother, from creation to sending them to customers.
Let me walk you through an example of how this can work;
Let’s say you run a small printing business that offers various printing services like flyers, business cards, and banners. Whenever a customer requests a quote, you calculate the costs manually, draft a quote, and email it to them.
This business process is uber-time-consuming and slows down your operations.
To simplify this process, you can use quoting software or a CRM system with quoting features. These tools can fit into your current workflow and automate the quoting process.
Here’s how it works:
- Customer Inquiry: When a customer asks for a quote, you can use an online form on your website that gathers essential details. This will be different based on what you are selling.
- Automated Calculation: After an inquiry, the software calculates the costs based on predefined pricing formulas. These formulas can consider material costs, labor, and applicable taxes or discounts.
- Quote Generation: After doing the math, the system can create a polished quote using a set template. This can be personalized with the customer’s name, service needed, price details, and expected delivery time. Also, add your company logo for extra points.
- Customization and Approval: You can review the quote and make any necessary adjustments or customizations. Once you’re satisfied with the quote, you can approve it within the system.
- Quote Delivery: With just a few clicks, the system can send the approved quote directly to the customer’s email address. It can even track when the customer opens the email, giving you insights into their level of interest.
- Follow-up and Conversion: The software can send follow-up reminders so you can take advantage of every sales chance. You can schedule custom email reminders to see if the customer has questions, needs more help, or wants to proceed with the order.
Moving to an automated quoting process by leveraging software has proven to be an intelligent investment.
This is especially true for businesses with complex products and pricing structures.
For salespeople, commissions are the most important performance-driving factor.
However, figuring out commission payouts is tricky as sales processes become complex with many products, special deals, and commission levels.
Doing it manually?
That’s tedious and error-prone, leading to potential disputes or demotivated personnel.
Consider the manual business process:
- Track each sale for every sales rep in a spreadsheet
- Identify commission rates for each product the rep sells
- Calculate each sales rep’s commission rate for each sale
- Send commission reports via email to payroll
- Payroll manually enters commission data into the payroll system
Quite complicated and time-consuming. Not to mention the several areas prone to manual error.
To optimize this, you can use sales commission calculation and management software.
These platforms are engineered to handle the intricacies of varying commission structures precisely.
They allow businesses to set up rules, tiered rates, and special incentives.
When sales happen, the tool quickly determines the commission using set rules. Also, with clear reports, salespeople can track their performance and guess their earnings.
For companies wanting a happy sales team and correct commission payments, using these tools makes sense
Regular inspections are vital in areas like manufacturing, construction, and services. They help maintain standards, ensure quality, and catch minor issues before they turn big.
However, juggling all the moving parts in an inspection process can take time and effort.
Consider the inefficient manual inspection process:
- Get an email or a call requesting an inspection
- Check your calendar and find a date that works for all parties involved
- Assign an inspector and email them the inspection appointment information
- The inspector needs to then record inspection information on paper or in an online document
- The inspector also needs to take photos and organize them
- Then, the inspector creates a report and assembles all the data manually
- Once the inspector completes the report, he sends it to approvers through email
- Finally, the approvers decide on an outcome and notify the relevant parties of the result.
Omg so laborious.
That’s where inspection management software can be helpful. These tools improve your business process by, providing a single place to plan, carry out, and report on inspections.
You can log data into the system from a mobile device while you’re on-site. Imagine the convenience of instant, accurate record-keeping!
Additionally, with auto-reporting and built-in compliance checks, you can see the current inspection status and the areas needing attention.
If you aim to improve your inspection process, these platforms are ideal. They act like your personal inspection assistant, ensuring you’re always in control and standards are upheld.
Understanding the dynamics of your sales team’s performance is essential for knowing which strategies work, your top sellers, and how you can improve.
Here is the typical business process when not using sales performance software:
- Collect and track information about sales performance using Excel, such as:
- Time spent on prospecting
- Number of cold calls made
- Number of meetings booked
- Number of sales closed
- Each rep needs to update this file as the data becomes available consistently.
- Run calculations on the data collected for each sales rep at each reporting cycle.
- Interpret the data and make insights.
With a constant influx of data, capturing it and getting a clear picture can feel like piecing together a complex jigsaw puzzle.
Sales performance tracking and analysis software streamlines this process. Imagine a system tailor-made to add, analyze, and present sales data in a usable format.
They automatically track each rep’s performance and team targets based on data the system passively collects.
These tools give actionable insights and save time, improving sales outputs.
Cold emailing is an essential outreach strategy but can often be time-consuming.
With automation, you can manually keep track of all the prospects you send emails to, when you send the emails, how many emails you have sent, and compose the follow-up emails.
Here’s how you can structure the approach using cold email software:
- Import and Segment: Begin by uploading your list of potential leads. Segmenting appropriately means everyone receives messages that fit their interests and requirements.
- Template Creation: Create reusable templates that get your message across quickly—leverage merge fields for personalization to improve response rates.
- Scheduled Follow-ups: Automation tools allow for timed follow-up emails. This ensures consistency in communication without the need to remember every send date.
BOOM! Cash in on the time you just saved.
It doesn’t stop there. These platforms also provide analytics on your email campaigns.
Insights on open rates, clicks, and engagement let you refine your approach. You can adjust based on what’s working and what’s not.
Automating your cold email outreach can increase work efficiency, keep steady communication, and make data-driven decisions.
Here is an example of the sales business process:
Identifying potential clients or leads through market research and networking.
- Contact potential clients through various communication channels such as phone, email, or in-person meetings.
- Present and explain the company’s products or services to the potential client, highlighting their benefits and value.
- Address any questions or concerns the potential client may have about the products or services.
- Negotiate the terms of the sale, including pricing, delivery, and payment details.
- Close the sale by getting the client’s commitment to purchase the product or service.
- Process the sale by preparing and sending out invoices and ensuring payment is received.
- Follow up with the client after the sale to ensure satisfaction and to identify potential opportunities for future sales.
- Update sales records and reporting the sales activities to management.
- Continually improve the sales process based on feedback and experiences to increase efficiency and effectiveness.
But executing this without automation? Trust me, we’ve all felt the pain of manual sales processing.
- Be inconsistent
- Cause slower sales cycles.
- Put you behind competitors.
- Make you lose sales opportunities.
- Make it tough to track active sales.
This is your cue to invest in a Customer Relationship Management (CRM) software.
CRM platforms bring together all customer sales actions and monitor them.
They ensure a fluid transition from lead generation to deal closure.
They help you give competitors a wide gap, grab the leads, and watch prospects turn into loyal customers. We’re talking about perfect flow, speed deals, and hitting revenue marks.
Let’s say you own an e-commerce business selling artisanal jewelry. Here’s how a CRM can be your sales concierge:
- Lead Generation: Simply sync your CRM with your website or social media channels. When someone shows interest or subscribes, the CRM records their details.
- Lead Nurturing: With a good CRM, you can easily automate your engagement, keeping in touch with your leads. For example, if visitors leave items in their cart, the system nudges them and may even add a special deal to bring them back.
- Sales Pipeline Oversight: The CRM tracks lead progress, helping you focus efforts where they’re most needed.
- Order Management: When a sale happens, the CRM connects with your inventory, updates stock, and sends confirmation emails.
- Performance Insights: Want insights? Your CRM provides a clear lens into your sales metrics and guiding strategy tweaks.
With a CRM powering your sales, you are not just efficient- you’re smooth, delivering a consistently spot-on experience with fewer hiccups.
Processing claims manually can be prolonged, especially when there are a lot of applications, and you’re short on personnel.
Check out the business process:
- Receive the initial claim from the customer, either through online submission, phone call, or mail.
- Verify and authenticate the customer’s policy and coverage details to determine if the claim is valid under the terms of their insurance coverage.
- Review the specifics of the claim, which may include analyzing reports or statements, examining photographs or physical damage, and/or consulting with experts or professionals in relevant fields.
- Determine the value of the claim based on the extent of the damage or loss, considering any deductibles or coverage limits specified in the policy.
- Approve or deny the claim based on the findings of the review process. If denied, provide a detailed explanation to the customer regarding the reasons for the denial.
- If the claim is approved, arrange for payment to the customer or any third parties involved, such as repair shops or medical providers.
- Record all actions taken during the claim process in the claim file and update the customer’s policy record accordingly.
- Follow up with the customer after the claim is closed to ensure satisfaction with the process and outcome.
- Analyze claims data for patterns or trends that could indicate potential areas of concern, such as increased risk or fraudulent activity.
- Continually improve the claims process based on feedback and experiences to increase efficiency and effectiveness.
Robust claims management software can help execute and streamline this process.
If an employee wants to file an expense claim, for instance;
- Rather than filling out forms by hand, they can log in, enter the required information, and upload any related documents.
- The system routes this to the appropriate department or person for approval.
- Payment is sent out if the claim is validated and approved.
Here’s the cherry on top:
You can integrate the claim management software with other systems in your business, like finance or HR. This ensures everything remains synchronized.
For example, the payment starts after a claim gets approved, and the finance team is immediately informed.
With some tech-savviness, you can transform the tedious task of processing claims into a breeze.
Processing credit checks can feel like a neverending circus act.
Here is what the process might look like:
- Identify the individual or business for which a credit check is needed and obtain their consent.
- Use a reputable credit bureau or a credit check service to carry out the credit check.
- Enter the necessary details for businesses, such as name, address, and social security number or employer identification number.
- The credit bureau will then provide a credit report detailing the individual’s or business’s credit history, including any defaults, bankruptcies, or late payments.
- Review the credit score provided in the report. This is a numerical representation of the creditworthiness of the individual or business.
- Analyze the detailed report to understand the individual’s or business’s financial behavior, including their debt repayment history and current credit utilization.
- Based on the credit score and history, decide whether to extend credit to the individual or business.
- If credit is extended, determine the amount of credit and the repayment terms based on the credit check results.
- Document the credit check process and the decision made for future reference and compliance purposes.
- Follow up with the individual or business to communicate the decision and relevant details, such as credit limit and terms if credit is extended.
With so many steps, there are often delays, inconsistencies, missed red flags, and data errors.
But here’s the good news: the right credit check software can be the Alfred to your Batman, ensuring manual checks always stay on track.
The first step to this streamlined future? Invest in top-notch credit check software. These tools can dive into established credit bureaus, serving up on-point data in record time.
That’s less guesswork, more accuracy, and fewer headaches!
Imagine a client applying for credit.
With a credit check system, you will know if they’re a golden goose or a potential risk.
Here is how it works:
- Data Retrieval: When that credit request lands on your desk, the system pulls up the applicant’s past.
- Analysis & Scoring: Next, the system takes a deep dive, evaluating and scoring the data based on your criteria. Consistency? Check.
- Decision Framework: Armed with this insight, the system can point you in the right direction – approve, reject, or even tweak the credit limit.
With automation in your credit check arsenal, you’re not just speeding things up but making decisions backed by reliable data.
Sounds like a win-win, doesn’t it?
Invoicing can often feel like a chore, especially when done manually.
You have to execute the following steps when invoicing:
- Prepare an itemized list of goods or services provided to the client, including quantities, prices, and total amounts due.
- Include necessary company and client details, such as company name, address, client name, and address.
- Include the date of issue, invoice number, and due date for payment.
- Provide clear payment terms, including acceptable forms of payment and any penalties or discounts for early or late payment.
- Issue the invoice to the client via their preferred method (e.g., email, post, or online portal).
- Monitor payments to ensure they are made by the due date and send reminders if necessary.
- Record all issued invoices and payments received in the company’s accounting system for tracking and reporting purposes.
- Resolve any disputes or queries related to the invoice promptly and professionally.
- Conduct regular audits of the invoicing process to ensure accuracy and compliance with regulatory requirements.
- Implement improvements to the invoicing process based on feedback from clients and staff to enhance efficiency and customer satisfaction.
But what if you could set most of it on autopilot? That’s where automated invoicing systems come in.
These tools are designed to make your life easier. With them, you can create, send, and track invoices with minimal fuss.
And the best part? You reduce errors that can sometimes creep in during manual input.
Here’s how it works:
When you sell or provide a service. Your system creates one using set templates and the current sale information.
It then shoots it off to your client’s inbox without you lifting a finger.
And if the payment is overdue? The system can send your client a gentle nudge.
Automated invoicing allows you to work faster, make fewer mistakes, and speed up your billing process.
That’s not just innovative business; that’s working with ease and style!
Let’s discuss prospecting – the thrilling quest to find ideal clients for your business.
Take a peek at the prospecting business process:
- Identify potential customers or clients, also known as prospects, who may be interested in the company’s products or services. This could be through market research, advertising responses, or customer referrals.
- Initiate contact with the identified prospects through various channels such as phone calls, emails, networking events, or social media.
- Qualify the prospects to determine if they have the potential to become a client. This involves understanding their needs, budget, and decision-making power.
- Maintain a record of prospect details, interactions, and follow-up activities.
- Nurture relationships with prospects through regular follow-ups and updates about the company’s offerings.
- Evaluate the effectiveness of prospecting strategies and make necessary adjustments to improve results.
- Continually update and expand the prospect list through ongoing market research and networking.
Imagine simplifying it and focusing more on building connections and less on endless searches.
Your best bet is to get a customer relationship management (CRM) system.
A CRM can simplify your prospecting process by gathering and organizing essential details about your leads.
Imagine owning an online shop that sells custom gifts. Customers can view and buy items on the site.
With a CRM added to your website, you can collect info from visitors interested in your items.
When a visitor fills out a form or signs up for a newsletter, the CRM creates a lead record.
Then, it sends out a sequence of tailored auto-emails based on what the visitor likes. These emails might have product suggestions, unique deals, or advice about custom gifts.
As the CRM collects more info on leads, it groups them by factors such as location or past purchases.
This helps you to tailor your marketing efforts and directly address each segment.
Old-fashioned hiring often means reviewing resumes, holding interviews, and assessing suitable candidates.
Here’s a typical recruiting business process example:
- Identify the company’s hiring needs by collaborating with department managers to understand job requirements and competencies needed.
- Create a precise and detailed job description outlining the responsibilities, necessary skills, and qualifications for the open position.
- Advertise the job opening through various channels such as job boards, social media, company websites, and recruitment agencies to attract potential candidates.
- Screen resumes and applications to identify candidates who meet the minimum qualifications and criteria for the position.
- Conduct initial interviews with qualified candidates to assess their suitability for the role. This could be done via phone, video, or in-person interviews.
- Coordinate with hiring managers to set up further interviews for shortlisted candidates to evaluate their technical skills and cultural fit.
- Carry out background checks and reference checks for the final candidates to verify their employment history, qualifications, and character.
- Negotiate employment terms such as salary, benefits, and start dates with the selected candidate.
- Onboard the new hires by introducing them to the team, training them on their roles, and familiarizing them with company culture and policies.
- Monitor and evaluate the recruitment process for efficiency and effectiveness, making adjustments as necessary to improve future recruitment efforts.
Holy cow, that’s a lot of moving parts.
It’s rewarding, sure, but also time-consuming.
Automating your recruiting process can transform your business.
The Applicant Tracking System (ATS) is a popular tool for automating recruiting.
An ATS is software that helps you run and automate your hiring process from start to finish. It is a central spot to keep, arrange, and track all your candidate details.
Here’s how it can assist your recruiting process;
- When you receive applications, you can easily upload them to the ATS.
- The system scans resumes, extracts key details like work history and contact info, and makes a profile for every applicant.
- After making profiles, the ATS helps you filter and organize applicants by specific criteria. For instance, you can set filters to auto-reject candidates without particular qualifications.
- An ATS schedules interviews and auto-emails qualified candidates.
All these save you from the tedious task of manually entering data and simplify your tasks.
Some advanced ATS versions connect to job boards and social media, letting you share job posts and access more candidates.
In short, the system lets you target the best candidates while streamlining your hiring process.
Navigating the bustling world of business social media can be a handful.
Consider the high-level social media management business process:
- Schedule and publish posts consistently across different platforms at optimal times for maximum engagement.
- Monitor all social media channels for user comments, messages, and reviews, and respond promptly to maintain active engagement and manage any potential issues.
- Stay updated on the latest social media trends and adapt the company’s social media strategy accordingly to ensure it remains effective.
- Collaborate with other departments, such as marketing and sales, to align social media strategy with the company’s overall business goals.
- Monitor competitors’ social media activities to gain insights and identify opportunities for improvement.
- Conduct regular reviews and updates of the company’s social media profiles to ensure accurate and up-to-date information.
What are the challenges of operating social media accounts manually? Here’s the lowdown:
- The constant need to craft and post updates daily.
- Need help to engage with your audience in real time.
- Inconsistent branding and voice when you’re rushing or multitasking.
- The chore of curating relevant content amidst a sea of distractions.
- Difficulty in tracking post performance and adjusting your strategy on the go.
But guess what? There’s a more brilliant way to go about that.
And it is by leveraging social media management tools.
Using tools like Hootsuite, Hubspot, Zoho Socials, Buffer, and Sendible, you can plan out a content calendar and set up posts in advance.
These tools act like your digital command center, streamlining all aspects of social media.
This means you can sit down once a week, plan and schedule all your posts, and let the tool take care of the rest.
But that’s not all.
These tools also provide features to help you engage with your audience.
You can set up automated replies to common queries, ensuring that your customers always receive a timely response.
And let’s not forget about analytics!
These tools report how often users interact, follower increases, and your best posts.
This data helps you understand what’s working and what’s not so you can refine your social media strategy and achieve even better results.
A proper payroll process satisfies your employees on paydays because they get their entitled paychecks on time.
Here is a basic payroll business process example:
- Collect and verify employee hours worked.
- Calculate gross wages based on hours worked and rate of pay.
- Apply necessary deductions such as taxes, benefits, and other withholdings.
- Process special payroll circumstances like bonuses, commissions, or overtime pay.
- Generate and distribute paychecks or direct deposit notifications to employees.
- Prepare and issue tax forms like W-2s and 1099s.
- Record all payroll transactions in a secure and organized manner.
- Address any payroll inquiries or discrepancies raised by employees.
- Report payroll expenses to the accounting department for budgeting purposes.
- Review and update payroll policies and procedures as needed.
Usually, what causes the hiccups during manual payroll processing are;
- Calculating gross and net pay of the employees
- Determining and reviewing employee hourly schedules and overtime pay
- Maintaining accurate records of employees and pays
- Compiling employee information
- Calculating employee time worked
- Issuing the payments
All these can be avoided through automation.
Getting payroll software introduces a transformative approach to handling payroll with ease and precision.
Let’s say you integrate with a payroll process manager like PayrollPro.
Here’s how it works to streamline the process:
- Data Entry: Start by inputting essential employee details – from names to tax information.
- Automated Calculations: The software calculates wages accurately using built-in algorithms. It considers things like deductions, overtime, and benefits.
- Payslips & Tax Management: Employees receive digital payslips via a secure portal, and the tool ensures tax computations align with regulations.
Using a tool like PayrollPro cuts down on manual work and mistakes.
Knowing your payroll is well-handled lets you concentrate on other business tasks.
In short, payroll software elevates your business tasks while simplifying your payment processes.
The appointment booking business process is critical in service industries, streamlining operations and enhancing customer experience through efficient scheduling and management.
Explore the appointment booking business process example below:
- Identify potential customers or clients to book appointments with.
- Contact potential clients through phone, email, or other communication channels.
- Present the purpose and benefits of the proposed appointment.
- Negotiate the date, time, and location of the appointment.
- Confirm the appointment details with the client.
- Update the appointment booking system or calendar with the confirmed appointment details.
- Send a reminder to the client before the appointment.
- Follow up after the appointment to gather feedback.
- Reschedule appointments if necessary.
- Monitor and analyze the appointment booking process for continuous improvements.
Automating your appointment booking process takes your booking to the next level.
It lets clients see available times, choose desired slots, and get reminders before their appointments.
Let’s say you run a hair salon.
First, consider integrating an online booking system on your website or social media platforms. That way, customers can easily set up appointments, reducing the phone buzzes or emails you get.
So, customers can just go to your website, press the booking button, pick a service, stylist, and their desired date and time. The system will show available slots, making it hassle-free for clients to find a suitable time.
Once a customer selects a slot, the system automatically updates the salon’s schedule, ensuring no double bookings occur.
Plus, customers get confirmation messages showing their appointment info. This lowers the risk of misunderstandings.
Also, with an automated system, you can easily manage rescheduling or cancellations. Customers can change appointments online, and the salon’s schedule updates independently.
This saves you from the back-and-forth communication that typically happens when rescheduling manually.
Ever find yourself spending way too much time fiddling with graphics to make your brand stand out on social media?
We’ve all been there.
See the business process example below:
- Identify the purpose and target audience for the social media graphic.
- Choose the appropriate platform or platforms for posting the graphic.
- Select a suitable design tool, like Canva or Adobe Spark.
- Decide on the right size and format based on the platform’s requirements.
- Brainstorm and sketch out initial design ideas.
- Choose a color scheme and typography that aligns with your brand identity.
- Incorporate compelling images, icons, or illustrations.
- Add text, ensuring it’s clear, concise, and engaging.
- Review and adjust the design for visual balance and appeal.
- Finalize and save the graphic in the required format for uploading.
Have you ever felt like you’re on a never-ending scavenger hunt to find the correct contact details for leads, partners, or collaborators?
Oh, the hours spent scouring websites, clicking through LinkedIn, or Google diving – it’s exhausting!
Here’s the process you might be following:
- Identify the person’s full name and any associated organizations or businesses.
- Conduct an internet search combining the person’s name with their business or organization.
- Visit the person’s business or organization’s website and look for a contact page.
- Look for the person’s professional social media profiles, such as LinkedIn, for contact information.
- Use an online directory or database service to search for contact information.
- Check online business directories or public records
Whether in sales, marketing, or just eager to expand your professional network, you know how crucial it is to get that golden email or phone number. It’s your ticket in, your starting point.
But manually scouring the internet, company websites, or social media to find these gems? It’s tedious and often ends up being a hit-or-miss game.
That’s precisely why you should get yourself contact-hunting software.
These tools are designed mainly to ease the hunt for valuable contacts.
Here’s how contact-hunting software can give those manual search woes the boot:
- No more sifting through countless web pages. The software does the digging for you.
- Get accurate, up-to-date contact info, not those outdated emails from yesteryear.
- The hit-or-miss game? It’s history. Get targeted results every time.
- Instead of hours, think minutes. Your time is precious, after all!
- From one input, discover multiple contacts. It’s like magic, but real!
Trust me, once you try automated contact hunting, you’ll wonder how you ever managed without it!
Whenever you’re ready, check out popular ones like Hunter, GrowmeOrganic, and UpLead.
If you have ever dived into keyword research, you know it’s not just about finding keywords; it’s about finding the right ones.
Your process might look like the following:
- Identify the target audience and understand their needs, interests, and online searching behavior.
- Research industry-specific terms and phrases commonly used in search queries.
- Analyze the competition to understand which keywords they’re targeting and ranking for.
- Identify long-tail keywords that are highly specific and less competitive.
- Consider the search intent behind the keywords to ensure they align with your content.
- Evaluate keywords’ relevancy and potential value to your business and website content.
Scouring the internet manually for these ranking words is exhausting.
Usually, you’ll be met with these problems;
- Time-consuming digs because you have to sift through endless data to find that one perfect keyword.
- Overwhelming choices with millions of keywords out there.
- You’ve found a keyword, but is it the best one? Without data on search volume or competition, it’s all guesswork.
- The digital landscape is ever-evolving. Keeping up with trending keywords manually? Good luck!
- What if there’s a high-performing keyword out there you didn’t stumble upon?
But there’s a silver lining. Tools like SEMrush or Google Keyword Planner can revolutionize this process. Feed them some basic info, and they’ll handle the heavy lifting, providing related keywords with all the insights you need.
Here’s an example to help you understand how this works.
Let’s say you run a small bakery in New York City and want to optimize your website for local search.
Using a keyword research tool, start by entering keywords like “bakery NYC,” “cupcakes in New York, “and “birthday cakes Manhattan.”
The tool will then provide you with a list of related keywords that people are searching. Some are “best bakery in NYC,” “cupcake delivery in New York, “and “custom birthday cakes in Manhattan.”
You can then optimize your website content, meta tags, and other on-page with these keywords. Using these specific keywords can boost your ranking in local bakery searches.
In simple terms, with automated keyword tools, you make your content more likely to rank high, saving time in the process.
You find yourself surrounded by piles of paper, navigating multiple spreadsheets, and battling the never-ending cycle of copy-pasting. The whole process feels outdated and, frankly, exhausting.
Here is how you might go about your documentation:
- Identify the type of document needed for specific business operations or transactions.
- Gather and organize information to be included in the document.
- Draft the document, ensuring it communicates the information clearly and effectively.
- Review and edit the document for accuracy, clarity, and proper formatting.
- Obtain necessary approvals before finalizing and distributing the document.
- Store and manage the document in an organized system for easy retrieval as needed.
- Update documents regularly to ensure they remain current and accurate.
- Dispose of outdated or unnecessary documents securely.
- Ensure all documents comply with applicable laws, regulations, and company policies.
- Continuously refine the document creation process for efficiency and effectiveness.
Doing all of this manually can be challenging. You risk facing;
- Inefficiency: Spending more time organizing and searching through piles of paper or navigating numerous spreadsheets than doing productive work.
- Data Loss: Vital information can easily get misplaced or even permanently lost.
- Outdated Information: Documents quickly become obsolete, leading to the constant need for updates.
- Inconsistency: Manually changing one piece of information means you have to remember to adjust it everywhere, leading to potential discrepancies across documents.
- Increased Error Rate: Manual entry and updates introduce errors, from typos to significant data mishaps.
- Resource Drain: Constantly updating, organizing, and rechecking manual documents consumes valuable time and energy that could be better spent on other tasks.
Consider using document management software instead of dealing with piles of paper and manual filing,
With automation, your documentation becomes a well-oiled machine. Files are systematically organized. This is so essential when documenting business processes.
Updates happen in real time across all platforms.
And those error rates? They reduce dramatically.
And the biggest win is you can finally enjoy a quiet moment, knowing that your documentation is handled.
With the right software, you can set up scheduled reports that automatically pull data from various sources, compile them, and generate comprehensive reports.
This saves you from the time-consuming task of manually gathering and analyzing data.
Employees no longer have to spend hours manually searching for documents or performing repetitive tasks. This frees up their time to focus on more critical tasks for your business’s progress.
Have you ever been part of a project?
Whether diving into IT, constructing a masterpiece, or launching a killer marketing campaign, you know the importance of having those crystal-clear requirements.
But let’s be honest; pulling together all those project requirements can feel like herding cats.
Take a look at this business process example:
- Identify the project’s objectives and deliverables to establish the scope of the project.
- Gather information from stakeholders to understand their needs and expectations.
- Analyze and organize the collected information into a requirements document.
- Prioritize requirements based on project objectives, resources, and stakeholder preferences.
- Develop and document detailed specifications for each requirement.
- Ensure requirements are measurable, testable, and related to business needs.
- Review and validate the requirements with stakeholders to ensure accuracy and completeness.
- Maintain a requirements traceability matrix to track requirement status and changes.
- Update requirements as necessary based on project changes or stakeholder feedback.
- End the process with final approval and sign-off on requirements by stakeholders.
You’ve got stakeholders throwing in their two cents, and trying to scribble down everyone’s thoughts can turn into a full-time gig. And don’t even get me started on those last-minute changes or those “oh, I thought you meant…” moments.
Thankfully, project management tools can streamline such processes, allowing your teams to work more efficiently, reduce errors, and meet project deadlines more effectively.
With automated project workflow management software, you can enjoy the following:
- Quick and easy ways to share and receive opinions.
- A consistent guide for daily, weekly, or full-project goals
- No more jumping between platforms; everything’s in one place.
- Keep everyone in the loop, minus the endless email chains.
- Know who’s doing what and when.
- Plan today, tomorrow, and beyond with just a few clicks.
- Get the right tools to the right people
- Know what’s crucial and tackle it first
- Streamlined processes mean faster, error-free work.
- With precise tracking, projects wrap up on time.
With automation in your project management toolkit, your team’s not just working; they’re working smarter, faster, and more harmoniously.
Every professional must deal with document signing, whether in a corporate setting, freelancing realm, or even in many personal matters. This encompasses contracts, agreements, or official confirmations.
However, the traditional method of signing documents – printing, physically signing, scanning, and sending – can be tedious
Consider what the process might look like:
- Identify the necessary parties involved in the document signing process.
- Prepare the document with all relevant information.
- Ensure the document includes appropriate fields for signatures.
- Send the document to all parties involved using a secure method.
- Instruct all parties to review the document thoroughly before signing.
- Collect signed documents from all parties.
- Confirm all signatures are valid and the document is legally binding.
- Securely store the signed copy for record keeping.
- Follow up with all parties to confirm receipt of the signed document.
Think about it: the process consumes time and relies heavily on physical resources.
And if you’re waiting for someone else’s signature? That can introduce even more delays.
You can use digital document signing platforms to minimize the time spent on the document signing process.
Whether you’re dealing with a single file or batches for the month, the digital route ensures swift, secure, and efficient handling.
Here are more things to expect when you switch to automated document signing;
- No more paper shuffling; sign digitally and breeze ahead.
- Sign from your sofa or a coffee shop – location is no hurdle.
- Documents move swiftly, without delays caused by manual handling.
- Encryption and authentication keep your signatures super safe.
- Monitor who signed what, when, and stay in the know.
- Less paper, less waste – a nod to Mother Earth.
- No need to mail papers back and forth. It’s all online.
- Documents are neatly stored for future reference.
With automated document signing, you’re waving goodbye to old-school hassles and welcoming a streamlined, secure way of getting those signatures done.
Onboarding new team members is crucial, setting the stage for their journey within the organization.
But let’s admit it: the traditional way, with its heaps of paperwork and endless introductory meetings, can be a bit of a drag.
Standard onboarding business processes follow a procedure:
- Identify necessary job skills and knowledge for the new employee’s role.
- Prepare a detailed onboarding plan for the new hire.
- Schedule and conduct an orientation session to introduce company culture and policies.
- Provide comprehensive training on job-specific tasks and responsibilities.
- Assign a mentor or buddy to assist the new employee during the initial period.
- Set up the employee’s workspace and arrange necessary equipment and tools.
- Provide access to essential systems, software, and databases.
- Set performance expectations and goals for the new employee.
- Schedule regular check-ins to monitor progress and address any concerns.
- Collect feedback from the new employee to enhance the onboarding process.
Plus, it can feel like diving into deep waters without a clear guide for the new employee.
That’s why companies are now turning to onboard software like BambooHR.
You can, too!
Think of them as a virtual welcome wagon during an onboarding process. They guide the new hire, automate those tedious paperwork tasks, and ensure everyone’s set to dive into their role from day one.
Let’s highlight the benefits of automating the employee onboarding process;
- Get your new hires rolling without delay.
- Every newbie gets the same warm, organized welcome.
- Resources, forms, and videos available 24/7.
- Less manual forms mean more time for meaningful interactions.
- All essential details and tools are in one handy spot.
- Stay updated with regulations and ensure every box is ticked.
- Assign and monitor tasks seamlessly.
- Instantly gather insights and tweak the process for the better.
- Equip your team with continuous learning opportunities.
Automated onboarding isn’t just about getting new employees started; it’s about giving them the best start.
So, if you’ve got new hires on the horizon, these tools can be a game-changer, helping everyone seamlessly transition and feel at home.
Anyone on either side of a customer support interaction knows its significance.
When issues arise or questions linger, timely and effective support can distinguish between a satisfied customer and a lost opportunity.
But managing a flood of inquiries, especially across multiple channels like email, chat, and phone, can become exhausting.
You have to;
- Understand the customer’s issue or need.
- Ask questions to clarify details.
- Look into the issue using available resources
- Offer a resolution or workaround.
- Ensure the customer’s issue is fully resolved.
- Check back after some time to ensure continued satisfaction.
- Record the interaction for future reference.
- Analyze any feedback for service improvement.
Modern customer support platforms can help you with those. They are vital tools to enhance customer satisfaction.
These tools are designed to be the backbone of your support team. They centralize inquiries, prioritize pressing issues, and even offer solutions using AI-assisted responses.
They blend efficiency with your personal touch, ensuring every customer feels like they are getting the VIP treatment.
They’re not just tools – they’re your potential partners in building strong customer relationships.
Managing finances is fundamental for both individuals and businesses. After all, ensuring financial health hinges on keeping a vigilant eye on where every penny goes.
Take a look at this expense-tracking business process example:
- Identify and categorize all business-related expenses, such as travel, office supplies, and utilities.
- Collect and organize all receipts and invoices related to business expenses.
- Enter all expenses into a tracking system or software regularly.
- Review and verify all entries for accuracy to ensure all expenses are legitimate and correctly recorded.
- Analyze expense data to identify trends, potential savings, and areas of overspending.
- Allocate expenses to the appropriate budgets or departments.
- Prepare and submit regular expense reports to management for review.
- Reconcile expense reports with bank statements or credit card statements.
- Ensure all expenses comply with company policies and tax regulations.
- Regularly review and update the expense tracking process for efficiency and accuracy.
Managing stock, refilling on time, and avoiding too much or too little stock is like walking a fine line for businesses.
A misstep in inventory can ripple into lost sales or high costs, and manually keeping tabs on each item in a warehouse? That’s a colossal task that’s prone to errors.
Ordinarily, you have to go through the following process;
- Receive and inspect deliveries for accuracy and quality.
- Catalog and categorize inventory items.
- Monitor stock levels.
- Conduct regular audits to verify actual stock against records.
- Reorder products based on minimum stock levels or set thresholds.
- Process and fulfill customer orders.
- Manage returns and restocking procedures.
- Analyze data to identify inventory trends and make adjustments.
It’s a lot to do manually!
However, with inventory management software, you could eliminate the stress associated with the involved business processes.
These platforms give you a real-time overview of your stock, from incoming shipments to products flying off the shelves.
With features that allow automated reordering, detailed reporting, and even integration with sales platforms, managing inventory becomes less about guesswork and more about precision.
Here’s how automation can streamline your inventory management processes:
- Deliveries are logged and verified in moments with barcode scans.
- Items are categorized automatically and efficiently.
- Keep track of stock in real-time – no more guesswork.
- Auditing is simplified with automatic matching.
- Running low? The system handles reordering for you.
- Managing returns becomes straightforward and hassle-free.
- Use clear data visualizations for insights and decision-making.
- Stay ahead with alerts for aging inventory items.
With these automated features, inventory management feels like having a bird’s-eye view of your entire warehouse from your desk.
Dealing with mountains of data is a reality for many organizations. Accurately entering this data and ensuring it’s free from inconsistencies or inaccuracies is vital.
Consider the business process example:
- Collect initial data from various sources such as databases, documents, or spreadsheets.
- Verify the accuracy and completeness of the collected data.
- Identify and correct any errors or inconsistencies in the data.
- Remove duplicate entries to ensure data integrity.
- Standardize data formats for consistency across the database.
- Input the cleaned data into the appropriate systems or databases.
- Maintaining up-to-date records by regularly updating the data.
- Monitor and review data input to ensure ongoing accuracy.
- Back up data to protect against loss or damage.
- Implement data policies to assure quality control.
But manually inputting information and sifting through it to spot errors? It’s time-consuming, monotonous, and, let’s face it, even the best of us can miss a mistake now and then.
Without automation, you probably have these hiccups with your data entry and cleansing:
- Data Loss
- Long, boring work days are consumed by manual entry and double-checking.
- Mistakes sneak in, leading to potential misjudgments.
- Different entry styles or formats can muddle the data.
- Piles of data waiting to be entered can delay analysis.
- Difficulty accessing or sharing data without a centralized system.
- As data grows, manual processes become even more tedious.
- Changes don’t reflect immediately across all records.
- Paper records or unsecured digital files are vulnerable.
Tackling these manually?
It’s a steep hill to climb. But with automation? That hill becomes a pleasant walk in the park.
That’s where specialized data entry and cleansing tools come to the rescue. These software solutions automate data input, validate information, and detect anomalies or duplicates.
Rather than going through each part of a spreadsheet, these tools point out problems, making fixes easy. They can transform raw, messy data into clean, reliable datasets for analysis or business operations.
Contracts set the rules for many business deals. However, keeping track of different contracts, renewal dates, and details can be tricky.
Looking through paper files or scattered digital folders becomes even more complicated.
A standard contract management process looks like this:
- Generate the contract that is needed
- Send the contract to the key stakeholders
- Negotiate the contract
- Approval and signature of the contract
- Store the contract for future audits
With all of the back and forth, keeping up to date with the latest contract developments can be a challenge.
Thankfully, there is contract management software to help us out. These systems are purpose-built to gather, sort, and streamline every aspect of contract management.
They ensure you’re always a step ahead, from drafting and approval workflows to automated reminders for renewal or expiration dates.
Plus, with enhanced search functionalities and secure storage, locating specific clauses or referencing past agreements becomes a matter of seconds.
It’s worth exploring these platforms if you must manage multiple contracts and want a more manageable process.
Handling shipping details, tracking packages, and ensuring timely delivery of each item is a big job.
Each shipment involves many details – routes, carriers, costs, and timings. Without a streamlined system, things can spiral into a logistical nightmare, resulting in delayed deliveries and unhappy customers.
Consider this shipping and logistics business process:
- Order is received
- Shipping details and order details are verified
- Warehouse picks items in order
- Shipping labels are printed
- Package is picked up by the delivery service
- Package is delivered
Several moving parts to this process need to be effectively managed to ensure the best customer experience.
This is where shipping and logistics management software shines. These platforms are crafted to simplify the intricacies of the supply chain.
With these tools, you can:
- Arrange pickups
- Pick the best shipping paths
- Watch cargo movements
- Estimate delays
- Respond to customer inquiries with accurate information
They clearly view each shipment, connect with carriers, and use data to improve cost and timing.
Think of them as your logistics command center, always ensuring that every package is on the right path to its destination.
Keeping track of hours worked, breaks, and attendance records is vital for businesses of all sizes.
It helps follow work rules, figure out extra hours, and track if employees are on time. It’s a task that demands precision.
Relying on manual methods, like traditional punch cards or handwritten timesheets, can be tedious and error-prone.
Consider this time-tracking business process example:
- An employee begins work and writes down the time on a paper or virtual document.
- When the employee takes a break, they write down the time again.
- Once the break is over the employee records the time one more.
- This continues until the day is over.
- Employees email their work hours at the end of each working day.
- The manager receives this information and records it in a spreadsheet.
- At the end of the pay cycle, the payroll manager looks at the master spreadsheet and calculates the payout to each employee.
Here’s where time tracking and attendance management software come into play.
These online tools make tracking work hours, watching breaks, and keeping the right attendance easy.
They can auto-calculate time, connect with payment systems, and even track remote workers’ locations.
If you’re looking to ditch the manual logs and embrace a streamlined digital solution, these tools are your best friend.
Manufacturing, transporting, and delivering goods to end consumers is a complex operation.
Each link in the supply chain has its issues, from getting raw materials and running warehouses to transporting goods and meeting customer demands.
Without a sound system, managing these tasks can be clear, leading to waste, extra costs, and other issues.
Here’s an example of what a high-level supply chain business process looks like:
- Source and find a raw material supplier.
- Find a processor that can process your raw materials.
- Find a distributor that will package and brand your processed materials.
- Partner with a retailer that will sell your product to consumers.
That’s where supply chain management (SCM) software steps in. These advanced tools combine ways to handle the supply chain’s flow of products, information, and money.
These tools let companies monitor inventory, optimize procurement, streamline logistics, and predict disruptions. By giving real-time views and valuable tips, SCM tools help companies stay ahead of issues.
Adopting one of these systems can change things if you’re handling complex supply chains and want a clear, top view of what’s happening.
Evaluating and understanding your team’s performance is pivotal to any organization’s growth. It’s about recognizing top talent, identifying areas for improvement, and ensuring alignment with company goals.
Yet, relying on annual reviews or random feedback can lead to an incomplete picture. It can lead to overlooking consistent trends or specific achievements.
Consider a typical employee performance-tracking business process:
- Determine performance-tracking metrics
- This will be based on role and experience
- Communicate metrics with relevant employees
- Monitor progress by having regular check-ins
- These check-ins need to be scheduled
- Analyze and record check-in outcomes
- Compare against metrics
- Consider other employee KPIs by gathering data from other sources (sales data, case resolution data, digital credentials, etc.).
- Anything that doesn’t need to be captured in a meeting.
- Make conclusions about performance and share them with the employee
Employee performance tracking software can majorly improve this process.
These platforms provide a holistic view of an employee’s contributions, business activities, and growth over time.
They help with regular feedback, setting and watching goals, and can connect with other systems for precise numbers. Whether you’re checking projects, sales, or other vital points, these tools show you how each worker is doing.
These platforms are critical for organizations fostering a culture of improvement and recognition. They build a bridge where managers and workers meet and promote employee satisfaction.
Managing and distributing employee benefits is more than just a logistical task—it plays a crucial role in attracting, retaining, and ensuring the well-being of staff members.
From retirement and health insurance plans to vacation days and wellness programs, there’s a wide array of benefits to oversee. Manually handling these, especially in larger organizations, can lead to oversights, delays, and compliance issues.
For example, the onboarding process might look like:
- Gathering employee personal information
- Communicating with benefits provider to understand options
- Showing and offering them benefit packages
- Capturing the desired benefit package
- Communicating with the benefits provider the employee’s chosen package
- Providing details such as account number to the employee
Once the employee is onboarded, they must make claims and track usage. It is a MAJOR headache and almost impossible without a software system to manage all this information.
This is where employee benefit administration software comes to the forefront. These platforms seamlessly manage, track, and communicate benefit offerings and usage.
They make sign-up easy, let workers see benefit details, and handle required reports automatically. Plus, they offer HR tools to check the usage and effectiveness of benefit programs.
These tools are super helpful for companies wanting to give their teams entitled benefits. They make it easy, clear, and fast for workers and HR teams to get and administer benefits.
Knowing how customers feel about what you offer is integral to success.
The feedback loop highlights what’s working and pinpoints areas needing a tweak. But getting feedback is one step; understanding and using them is different.
Old ways, like paper surveys or simple talks, can lack depth and are often hard to measure.
Here is an example of an inefficient business process:
- Collect data through paper surveys, focus groups, and discussions
- Enter the data into a spreadsheet
- Clean the data to ensure it is accurate
- Create graphs and charts
- Analyzed graphs and charts to acquire insights.
This is a straightforward process. However, entering all the response data and cleaning the data is time-consuming.
Deriving insights and making conclusions about what the data is saying can require costly expertise
Customer satisfaction surveys and analysis software can help automate this business process. These tools collect customer comments and study the data to find valuable tips with minimal human resources needed.
They let companies deploy surveys in many ways, like emails or web alerts, to get a wide range of customer feedback. After getting responses, these tools look for common points, changes, and problems.
Next, they transform raw feedback into a clear roadmap, spotlighting areas of improvement and validating successful strategies.
They connect companies to their customers and encourage continuous learning and adaptation.
The Quality Assurance (QA) process in business operations is a critical process that aims at preventing defects and mistakes. This ensures high-quality products or services and enhances customer satisfaction.
Here is a business process example for quality assurance:
- Define quality standards and parameters for products or services based on industry standards and customer requirements.
- Develop and implement quality control processes to ensure consistency and reliability in production.
- Conduct regular inspections and evaluations of the products or services to detect quality issues.
- Analyze quality data to identify areas for improvement and implement corrective actions.
- Train employees on quality control processes and guidelines to ensure adherence.
- Perform regular audits to ensure compliance with quality standards and regulations.
- Resolve any customer complaints or issues related to product quality.
- Monitor and review feedback from customers to ensure their satisfaction.
- Regularly report on quality assurance activities and findings to management.
- Implement changes and improvements to enhance quality based on feedback and audit results.
A business process is a series of steps your organization takes to achieve a specific goal.
Here’s a way to think about it: If you were baking a cake, your business process would be:
- Starting the oven
- Collecting ingredients
- Mixing the wet ingredients
- Mixing the dry ingredients
- Combining the wet and dry ingredients
- Putting the cake in the oven
- Baking the cake
- Icing the cake
It’s a sequence where each action is vital. Businesses have many processes that are used directly and indirectly to solve their customers’ problems.
Having a structured business process is like having a smooth-running machine.
Here are five reasons why having a structured business process is essential:
- Streamlined Operations: A structured business process allows you to streamline existing processes by identifying issues. You can identify improvement areas and implement strategies to optimize workflows by mapping out each process step. This saves time and reduces costs by eliminating unnecessary steps.
- Consistent Quality: A structured business process can ensure consistent quality across your operations. You can consistently deliver excellent products or services by defining standards and best practices. This enhances customer satisfaction and also builds trust in your brand.
- Scalability: As your business grows, it becomes more challenging to oversee multiple tasks. Structured business processes enable scalability by providing a roadmap for growth. It allows you to onboard new employees without sacrificing consistency and efficiency.
- Continuous Business Process Improvement: A structured business process promotes continuous organizational improvement. With regular review and refinement, you can solve business problems and identify opportunities for innovation and optimization. This ensures your business stays ahead of the curve in an ever-evolving market.
- Business Process Monitoring: A structured business establishes a clear business process flow, enabling seamless integration and coordination of tasks. The clarity in operation allows you to monitor your process performance closely. This ensures that each step is trackable, measurable, and optimized for efficiency.
Looking closely at how a business works, you see many things happening simultaneously. From daily workflows to monthly strategies, ensuring processes run well can be a balancing act.
You’ve probably faced moments where manual procedures slow things down or lead to errors. You may have thought, “There’s got to be a smarter way.”
Business Process Management Software (BPMS) offers a way to automate, analyze, and optimize business processes.
Salesforce research found that a whopping 71% of IT professionals agree that automation is a real-time-saver!
With BPMS at your fingertips, you can:
- Visualize process mapping
- Pinpoint inefficiencies
- Streamline business processes
The beauty of BPMS is that it gives you real-time insightful business analytics so you always know where things stand.
Need to pivot, adjust, or add an existing process? No problem.
BPMS allows you the flexibility to tweak and refine as you go. Also, they can be very instrumental in business process reengineering while ensuring your operations are always in sync with your goals.
Alright, folks, we’ve zoomed through 33+ business processes- ready for some automation.
Remember, in today’s digital world, those who leverage business process automation will grow faster and be poised for future business changes.
So, are you ready to enhance efficiency and add some automation to your operations?
Gear up, embrace the change, integrate some business process software, and watch your business thrive.
Let’s get automating!
While automating their support, management, and operational processes, businesses often face problems like:
- People do not wanting to change.
- Employees needing training.
- Trouble mixing it with current systems.
- Needing regular fixes and updates.
Automating business processes can boost customer satisfaction. It streamlines operations, reduces mistakes, and facilitates timely responses.
With set workflows, businesses can provide better service, meet customers’ needs, and save time for more valuable tasks.
What are some key factors to consider when selecting a business process management software (BPMS) for automation?
When picking a BPMS for automation, there are criteria you should consider:
- Ease of use
- Integration capabilities
- Business process analysis capabilities.
These aspects help simplify tasks and encourage growth in your company.