What Is Workflow Automation?
Workflow automation uses technology to perform repetitive tasks and processes with minimal human intervention. Instead of manually moving information between systems, sending routine notifications, or updating records, automated workflows handle these tasks automatically based on predefined rules.
Think of it as teaching your computer to do the boring, repetitive work so your team can focus on tasks that require human judgment, creativity, and customer interaction.
Common Examples of Workflow Automation
- Email notifications: Automatically notify team members when a task is assigned to them or when a project status changes.
- Data entry: When a new customer is added to one system, automatically create corresponding records in related systems.
- Approval processes: Route requests through the appropriate approval chain based on value, type, or department.
- Report generation: Automatically compile and distribute regular reports to stakeholders.
- Follow-up reminders: Send automatic reminders when tasks are overdue or deadlines are approaching.
- Customer communications: Send order confirmations, shipping updates, and review requests without manual intervention.
- Invoice processing: Extract data from invoices and route them for approval based on amount or vendor.
Benefits of Workflow Automation
Time Savings
By eliminating manual, repetitive tasks, your team can focus on higher-value work that requires human judgment and creativity. A task that takes 5 minutes but happens 20 times a day is nearly 2 hours saved daily—over 40 hours a month.
Reduced Errors
Automated processes follow the same rules every time, eliminating the inconsistencies and mistakes that come with manual work. Humans get tired, distracted, and bored. Automation doesn't.
Better Visibility
Automated workflows can track and log every action, giving you complete visibility into how work moves through your organisation. You'll know exactly where things stand without asking around.
Faster Turnaround
Tasks that once took hours or days can be completed in seconds, improving responsiveness to customers and internal stakeholders. Automation doesn't need to wait until someone checks their email.
Scalability
Manual processes don't scale—if volume doubles, you need twice as many people. Automated processes handle increased volume without additional resources.
Getting Started: A Practical Approach
You don't need to automate everything at once. Start by identifying one or two high-frequency, low-complexity processes that would benefit most from automation.
Step 1: Identify Candidates
Look for processes that are:
- Repetitive and predictable
- Rule-based (if X happens, then do Y)
- Performed frequently
- Time-consuming relative to their value
- Prone to human error
Step 2: Document the Current Process
Before you can automate, you need to understand exactly how the process works today. Map out each step, decision point, and exception. This documentation will be the foundation of your automation.
Step 3: Choose Your Tools
Many business platforms have built-in automation features. Before buying new tools, check what your existing software can do. For connecting different systems, tools like Zapier, Make (formerly Integromat), or Microsoft Power Automate offer no-code options. Platforms like Kinabase include built-in automation capabilities, allowing you to trigger actions based on data changes without needing separate integration tools.
Step 4: Start Simple
Begin with the happy path—the normal flow when everything goes right. Get that working before adding complexity for exceptions and edge cases. Common starting points include:
- New customer onboarding notifications
- Task assignment and follow-up reminders
- Status update notifications
- Simple approval routing
Step 5: Monitor and Refine
Automation isn't set-and-forget. Monitor your automated workflows to ensure they're working as expected. Collect feedback from users. Refine and improve over time.
Common Mistakes to Avoid
Automating bad processes: If a process is broken, automating it just makes it break faster. Fix the process first, then automate.
Over-engineering: Keep it simple. A basic automation that works is better than a complex one that's fragile and hard to maintain.
Ignoring exceptions: Every process has exceptions. Plan for how your automation will handle them—usually by alerting a human rather than trying to handle them automatically.
No testing: Always test automations thoroughly before going live. Use test data and scenarios to verify behaviour before real work flows through.