Workflow Automation: Process, Examples & Tools

Simply put: workflow automation tools make managing projects easier. Rather than having to spend unnecessary time and energy on repetitive tasks and business processes, you can create workflows that remove the busy work from your day without missing a step.

For example, imagine you’re working with a vendor to draft creative content. Across a fast-paced and high-functioning marketing team, it can be tough to keep track of creative requests, review incoming content, and approve drafts for publication. Instead of combing through your DMs to remember what the heck you asked for in the first place, you can set up a one-time workflow customized to your process that walks you through step by step what is needed for success.

In this article, we’ll discuss how you can automate your workflows, how automation can help you manage projects, and examples of workflow automation software to get you started.

What Is Workflow Automation?

Workflow automation involves: 1) identifying what elements of a process can run without human intervention and 2) using workflow automation software to set up and carry out those automations. Common features of workflow automation software include task scheduling, email and document management, and integration with other business applications.

You can use workflow automation for tasks ranging from data entry to document management to task assignment and email communication.

Why Use Workflow Automations?

Both small and large businesses can reap the benefits of workflow automation. When set up correctly, workflow automation:

• Improves workflow efficiency. Repetitive manual tasks, while necessary to keep things running smoothly, can be time-consuming and costly if done manually.
• Enhances accuracy and quality by reducing the chances for human error. You can also automate and digitize workflow tasks to promote compliance with company policies and procedures.
• Frees up employee time so that they can focus on more strategic tasks. Time is a scarce, non-renewable resource. Workflow automation ensures you spend less time on manual processes and more time on the things that really matter.

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How Different Org Departments Leverage Workflow Automation

Workflow automation can mean anything from automating email responses to setting up appointment reminders. In some cases, it can even be used to automate entire departments or business functions, and it often makes use of AI to improve workflows. 

Here are some examples of how workflow automation can be used successfully by project managers across various departments:

• IT and Software Development: IT departments might automate things like code deployments, testing processes, and issue tracking. Instead of having to coordinate repeatable processes, such as releases, from scratch every two weeks across multiple communication channels, you can document your process once and then automate its execution so you don’t miss key details.
• Marketing and Communications: Workflow automation can be used for creative workflow processes like campaign scheduling, content approval workflows, and analytics reporting.

• Sales and Business Development: Automation helps with lead management, sales funnel tracking, and performance reporting.

• Human Resources (HR): HR managers use workflow automation for recruitment processes, employee onboarding, and training programs. Automating the onboarding process means that your employees are set up for success from day one with the right equipment, training requirements, access permissions, and list of stakeholders to meet.
• Finance and Accounting: Finance departments might use automation for budget tracking, financial reporting, and audit processes.

• Customer Service and Support: Customer service reps and leads can use automation for ticket routing, feedback collection, and service level monitoring. This improves response times and automates common requests so that teams can spend their time addressing strategic issues.

• Research and Development (R&D): R&D teams might use automation for experiment scheduling and data collection.

Workflow Automation Examples

For project managers, workflow automation use cases include creating task lists, assigning tasks to team members, tracking progress, and sending reminders. In addition, workflow automation can be used to create reports and track project costs.

Here are some examples of workflow automation in project management:

• When a task is within two days of the due date and is not marked complete, send a notification to the task owner that the task is upcoming. Send follow-ups on the due date and every two days thereafter until the task is finished.
• On Thursdays, send a copy of the project dashboard to a distribution list.
• When a bug is logged, post a real-time notification in the team Slack channel to promote visibility.
• Follow an approval process for when a document is ready to review. Send a link to the document, along with a notification, to the identified SME and send follow-up notifications every two days until the document is approved or returned with edits. When the document is returned, change the task assignee to the person responsible for adjudicating the comments.
• When a milestone date changes, prompt the project manager or person changing the date to insert a note about the reason for the change. Send a notification to the project sponsor with a notification of the milestone date change and the note about why.
• Remind stakeholders to populate a status report three days prior to the due date. Distribute the status report on the due date to relevant stakeholders.
• Create an intake form to manage internal requests for shared services, such as Help Desk tickets, data science support, or copy editing. Create a ticket, categorize it, and assign a point of contact and due date based on how the requestor populates the intake form.

See additional examples of workflows here.

How To Automate Workflow Processes

Here are the steps to follow when automating your processes for both simple and complex workflows:

1. Identify specific tasks to automate

The first step in implementing workflow automation is to consider which of your existing processes would benefit from automation. Keep an eye out for signs that your process is ripe to be automated:

• Tasks that you or your team members do repetitively
• Tasks where you are a bottleneck
• Processes that the team describes as “broken” or “complicated” or that can’t be readily explained to an external audience
• Tasks that mostly involve clicking buttons on a specific schedule or after a specific trigger condition

2. Document the current state

Interview relevant stakeholders to understand how the process works today. Document each of the steps involved and link to any relevant documentation. 

You could also consider creating a workflow diagram to document the process (potentially using workflow diagram software).

Be sure to collect any pain points (i.e., where is the process repetitive, slow, or prone to error.)

3. Identify the desired future state

After reviewing the pain points in the current process, outline how the process should work ideally. Create or adapt the necessary workflows. Determine what tools or software you will need to complete the automation.

4. Implement the workflow automation

To implement the new process, you might work from existing workflows you’ve already set up or create custom workflows (if you’re using an agile way of working, you’ll need to set up agile workflows). Set up the workflow automation and let it run in the background.

Then, focus on other aspects of your business or project!

Top 10 Automation Tools To Improve Workflow

You can't have workflow automation without software. Consider what tasks you want to automate and start searching for tool features such as automation templates, low-code configuration, and drag-and-drop automation creation.

1. 1. ClickUp — Best to create shared workflows with external apps
2. 2. Pneumatic Workflow — Best for templated workflows
3. 3. Bonsai Agency Software — Best for agency and consultancy workflows
4. 4. Qntrl — Best for cross-functional processes
5. 5. Miro — Best for drag-and-drop workflows
6. 6. Jotform — Best for data collection projects
7. 7. Camunda Platform — Best for developer-friendly interfaces
8. 8. Kissflow Workflow — Best for non-technical users
9. 9. Adobe Workfront — Best for comprehensive project oversight
10. 10. Integrify — Best for enterprise scalability

Show More (5)

Pro Tip: Most SaaS or cloud-based workflow automation solutions allow a free trial or account with limited users. There are many workflow automation and workflow management tools out there to connect different apps. Connectors, APIs, and integration tools like Zapier can connect disparate workflows that the team is using.

Some other workflow software you might find helpful:

• Workflow apps (for on-the-go workflows)
• More robust business process automation and business process management (BPM) tools
• Project workflow software for use with your project-specific workflows, as opposed to more general business workflows
• Approval workflow software for workflows that include a step for approval, whether the workflow requires internal approval or external approval

What's Next?

What automations have you found most useful in your day to day work life? Join the conversation in Slack with 100's of other digital project managers with DPM Membership!