Workflow Automation: What Is It and Why You Need It Now


Your sales team is wasting time on manual tasks that could be automated.

The average salesperson spends up to 30% of their day on administrative and repetitive tasks, which means less time for selling and closing deals.

This hurts your bottom line because it takes longer for them to close a deal than you’d like.

A workflow automation software helps you automate the most tedious tasks of your business. This helps your employees focus more on high-value activities such as prospecting, networking, and closing deals.

Think about increased productivity by freeing up valuable time for productive work instead of low-value tasks like answering emails or making status reports and manually tracking all updates.

You can avoid errors in data entry because everything is done automatically through an online platform – no need to manually update your spreadsheets!

Automating workflow can streamline and speed up all your business processes. 

This blog will help you understand how workflow automation works and how it can benefit your organization. 

What Is Workflow Automation?

A workflow automation tool helps remove unnecessary steps and execute multiple actions simultaneously while making processes more efficient. Employees face the challenge of manually completing tasks — assigning tasks, tracking progress, and filling out paperwork. 

You can automate repetitive tasks like data entry and set the automation to predefined rules. The workflow automation software helps you with a complete overview of all your workflows. 

You can always stay on top of things and get real-time, visual reports on company-wide performance. 

Essentially, workflow automation will reduce human intervention and hence improve sales and revenues.

Engagebay offers marketing automation tools with easy drag-and-drop use, so you always get work done quickly.

workflow automation engagebay

What All Does Workflow Automation Software Do?

Workflow automation software helps automate every aspect of business processes, from marketing to human resource operations and sales deals. 

Let’s explore how each business department can benefit from automating their day-to-day workflow. 

1. Marketing and Sales Automation

Workflow automation can be used to automate a lot of repetitive tasks. 

For instance, every time a new lead signs up, an automated welcome email can be sent. In fact, a whole email sequence can be set up to nurture your prospects with offers. 

EngageBay’s email sequence enables you to automatically deliver a series of emails to your customers at fixed intervals. 

email sequence| EngageBay

What’s more, you can schedule your entire social media calendar and automate social media posting

2. Human Resource Automation 

When you acquire new talent, the whole onboarding process can really be time-consuming. 

From collecting the new joinee’s information to sharing the company’s policies with them, it can take up a lot of time. 

A workflow automation software will automate the process of manually entering employees’ personal data, like contact details, social security numbers, and other information, into the payroll system.  

The software ensures compliance on all processes and improves workflow visibility

3. IT Automation

The IT department has a lot on its plate — from sharing updates on the status of each project to managing key IT assets of the business. 

All these processes and more can be automated with the help of workflow automation software. 

Besides, you can automate the process of assigning tickets for support requests, avoid duplicating support tickets, and track usage trends. 

4. Accounting and Finance Automation

Do your employees often complain about delays in their expense reimbursement? Or do you have a pile of documents lying on the table waiting for your attention? 

You can easily automate various processes related to accounting and finances, such as building forms, scheduling auto-payments for recurring invoices, automating approval processing, and much more. 

Another reason to automate your workflow is that humans are prone to making calculation errors. For instance, if an employee’s salary is wrongly calculated or the tax amount deducted is incorrect, it can result in hefty fines. 

You can easily create an intelligent payroll management workflow and integrate all the data with your current accounting system. It will save you a lot of time and effort. 

Why Does Your Company Need Workflow Automation?

Intelligent software have penetrated the business world to automate workflows and bring in more efficiency to business processes. 

Customers’ expectations are increasing, and companies are under tremendous pressure to deliver best-in-class customer service

Automation is the key to meeting your customers’ demands and staying ahead of your competition. 

Here are a few reasons why you should seriously consider workflow automation: 

Speeds Up The Audit Process

While reading this, there are chances that you have a huge pile of files lying on your desk. 

Regardless of the industry, every business has to run an audit to ensure the authenticity of all documents. 

Companies generally keep track of physical copies, which again can be a cumbersome process. But this can be easily solved by digitizing your files and using digital signatures. 

Workflow automation keeps track of any edits or changes made to the documents — all with a click of a button to run a quick audit. 

customer engagement

Improves Quality of Service

When an employee has to perform the same boring tasks every day, it can affect their morale. 

Instead, provide them the opportunity to perform challenging and new tasks daily by automating mundane tasks. It will keep them motivated and boost their productivity. 

Besides, when employees are motivated, it directly impacts their work productivity. 

Businesses report at least a 12% to 15% rise in productivity after using marketing automation workflow solutions. 

Reduces Error and Saves Times

Live chats can be automated for some common responses, a contacts list with the same trait can be automatically created, and a lot more like this can be achieved when you use workflow automation software. 

Automation today is in more places than we can imagine. You can use it to re-route the customer calls to the right person directly. You can even use it for data entry, approve leave requests, and much more. 

Workflow automation saves hours of time that is otherwise spent waiting for the approval of a person. Besides, humans errors are inevitable even when people are careful. 

Reducing human intervention in tasks like auditing and data entry will result in accuracy and save time. 

Creates a Backup of Your Data

Another reason to use workflow automation software is that it creates a backup of all your important data. 

Isn’t it a tremendous threat we’re all facing today? Data can be breached and lost anytime, and you’re always better off having a secure backup. 

What if you don’t need to pay separately for this backup on cloud storage?

A comprehensive workflow automation software (like EngageBay) will create an automatic backup of all your data.

This means peace of mind, and at no extra cost!

Provides Insights into Business Processes

Quantifying your business performance and tracking the progress of every sales task is the only way to stay on top of things when it comes to meeting revenue targets. 

An automated workflow solution keeps a complete tab on company-wide performance. It can easily keep track of all the files, customer communication, and every single sales project. 

In other words, it helps gain real-time visibility into business progress. 

Users can easily extract information and view it all from one dashboard. The software can generate reports on the number of tasks completed and delayed, production estimates, running time, and much more. 

How Does Workflow Automation Help CRMs?

Your CRM or customer relationship management system has a lot of features that help streamline your business processes. 

Workflow automation should be among them — a CRM solution without workflow automation no good in this age. 

We all know how crucial the details are when it comes to customer interaction. When an agent engages with a lead, the CRM software automatically provides a comprehensive understanding of the lead profile — their contact information, interests, and browsing activities. 

When workflow automation is integrated with CRM, you can easily set up rules or actions to create workflow automations for your day-to-day customer engagement tasks. 

EngageBay CRM nails this very process.

It allows you to trigger an automation when a user performs a certain action or a customer meets a certain condition. You can further tie that trigger to another related condition and automate the action your software should perform then.

For instance, send follow-up emails to customers who contact you about a query and then just vanish!

How to Automate Your Sales Workflows?

Now that you know why you should automate your workflow, let’s look at some of the sales activities that you can automate. 

A salesperson has a lot on their plate — from nurturing leads to converting them into customers. Their role doesn’t end there. In fact, they are responsible for delighting their customers to build a good rapport with them. 

Workflow automation can give them extra time and allow them to focus more on strategizing. 

1. Automate Repetitive Sales Tasks

Using workflow automation tools like EngageBay, you can create hundreds of workflows. You can use it to automate time-consuming tasks within your sales department and give your sales reps more time to focus on selling. 

Here are simple steps to create a workflow in EngageBay.

i. Go to the Sales dashboard.

ii. Click on the three dots (…) right next to the Calendar

iii. From the drop-down menu, select Workflows.

iv. In the upper right corner, click Create Workflows.

v. Set a unique name for your workflow. Press Continue

You can then start adding the Action or Condition from the list to your workflow. If you even edit, delete, or make a workflow inactive, any time you want. 

2. Automate Calls Tracking With Your Prospects

Now that you know how to create a workflow, let’s look at different sales-related tasks that you can automate. 

By synchronizing your phone calls with the CRM, the latter automatically saves all call data and lead profiles. 

Using EngageBay’s sales CRM, you can directly place a call from the dashboard. It even pops up all information about the customer you are calling — from notes, past conversations, and tasks associated with them to their latest lead score.

call tracking with EngageBay

3. Automate Deals Follow-Up 

Automated workflow can send you reminders about upcoming calls with a prospect at an optimal time. It also allows you to schedule emails or send out emails automatically when triggered. Thus, you can set up follow-up emails to be sent out at a predefined time. 

After all, it can be hard to keep track of each lead manually.

With EngageBay’s workflow tool, you can set up your automation and follow-up with your leads at the right time. 


5 Steps for An Efficient Workflow Automation

Workflow automation helps you run your business in an efficient manner. But how can you make the most use of automation? 

Here is a five-step guide to help you create a workflow to add value to your business processes. 

i. Identify Repetitive Tasks

The first step is to identify the area that has repetitive tasks. 

You can automate those tasks and create an ideal workflow. 

While creating a workflow for the same, consider the benefits in terms of time and money saved. This will help you clearly understand and support your idea of process automation. 

ii. Define Business Goals

Once you identify which processes take up a lot of time, you can define what you wish to achieve from implementing automation. 

Use your current manual workflow as the benchmark and then identify the objectives you can achieve by automating. 

For instance, you can reduce performance analyzing time, optimize your process, and focus more on core strategizing. 

iii. Choose the Right Workflow Automation Solution

Your next step is to select the right automation workflow solution that can help you achieve your desired business outcome. 

The latest trend in the industry is choosing cloud options that require less investment and provide good flexibility. 

EngageBay’s marketing automation workflow tool has a simple and easy-to-use interface. It needs no tech skills.

marketing-automation-workflow software2

iv. Train Your Employees

Employees are generally resistant to change. As their manager or employer, it’s your duty to explain how these new technologies will bring efficiency to their work. 

Make them understand how it will benefit them and organize adequate training sessions for all. They shouldn’t have a hard time understanding your workflow solution and using them. 

In essence, it provides a clear transition path from the current manual process to the new automated system. 

v. Monitor Performance and Improve Your Workflow

Once you have created your workflow, the process doesn’t end there. You need to continuously monitor it and provide feedback on the process based on its usage. 

This will help you identify any bottlenecks, if any, and can help you further improve your workflow. 

Wrap Up

Cisco Systems automated its CRM process and eliminated 75,000 customer calls per month. The company saved over $270 million annually in operating expenses!

In today’s business landscape, you need to be agile and adaptive to stay ahead of your competition.

Just look at Cisco, right?

You can’t afford to get stuck doing things manually when there are such smart automation software available to buy, and so easily.

A powerful workflow automation software with integrated CRM can save you hundreds of hours, and millions of dollars.

Try EngageBay for FREE today and transform your business forever!

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