<\/p>\n
<\/a>What is workflow automation, anyway?<\/h2>\nLet\u2019s kick things off with a definition of workflow automation we can work with:<\/p>\n
Workflow automation is the process of using software to put your business\u2019s processes on autopilot. By designating specific tasks and rules, automation tools can connect the dots to save you time and keep you from doing needless manual work.<\/i><\/b><\/p>\n
Don\u2019t let the word \u201cautomation\u201d intimidate you, by the way. Chances are you already use some sort of automation software for your business\u2014you just don\u2019t know it (yet).
\n<\/a><\/p>\nWho is workflow automation for?<\/h2>\n
From sales and marketing to financing and beyond, there are opportunities to automate workflows across just about every team and department.<\/p>\n
Check out this workflow automation example from ActiveCampaign:<\/p>\n
![\"Workflow](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image10-38.png\")
<\/p>\n
Let\u2019s say somebody fills out a form on your website which in turn creates a new lead and deal in your CRM. Once that deal is considered active, your email marketing tool shoots that lead an email. Then, your sales team is notified of the status of the deal.<\/p>\n
The kicker? All of this is done with no manual data entry or follow-ups<\/i>. From start to finish, task automations<\/a> and software are doing the heavy lifting while you can focus on engage customers<\/a> in the process.<\/p>\nThat\u2019s workflow automation in action.<\/p>\n
Another example: you could use your payment processor (think: Stripe, PayPal) to generate automated invoices (in apps like Xero) or automatically add buyers to your email list (via Mailchimp).<\/p>\n
Most automations rely on triggered actions (think: someone filling out of a form, clicking on a link). These individual actions are like cogs in a machine, keeping your business\u2019s processes in motion.<\/p>\n
Keep in mind that workflow automation<\/a> isn\u2019t just for big businesses. In fact, both small and medium-sized businesses are some of the biggest adopters of automation tools.
\n<\/a><\/p>\nWhat are the benefits of workflow automation?<\/h2>\n
Sure, setting up and implementing automation requires a bit of planning and legwork.<\/p>\n
That said, doing so is arguably easier than ever\u2014and very much worth it. Here are some big-picture benefits of investing in workflow automation apps.<\/p>\n
Save time and money<\/span><\/h3>\nIt may be cliche, but time is money.<\/p>\n
This is especially true when we consider that a staggering $2 trillion in total annual wages per year could in theory be automated.<\/p>\n
Consider the tasks such as data entry can result in tens of hours wasted per week. And that\u2019s per<\/i> employee.<\/p>\n
Winning back that time is obviously good for your bottom line. By investing in a workflow automation app, you can identify which tasks are total time-sinks and explore ways to put them on autopilot.<\/p>\n
Cut down on errors and inefficiencies<\/span><\/h3>\nThe beauty of automation is that it\u2019s, well, automatic.<\/p>\n
Modern software is pretty smart, not to mention efficient. Whereas human error and mistakes are part of life, they\u2019re not<\/i> ideal for doing business.<\/p>\n
Fact: businesses could be losing up to 30% of revenue annually\u2014just because of inefficient processes. Workflow automation creates a sense of consistency when it comes to your business\u2019s processes and hitting milestones and deadlines.<\/p>\n
Greater data visibility and accountability<\/span><\/h3>\nBy simply putting workflow automation into practice, you\u2019re actively working to make your business more data-driven.<\/p>\n
How so? Pretty much every piece of workflow software<\/a> is responsible for reporting and tracking performance data. By syncing your tools together, you can better understand what\u2019s working (and what\u2019s not) in terms of your marketing, sales strategy, and so on.<\/p>\nEncourage workers to focus on their strengths<\/span><\/h3>\nAs noted in our guide to effective teamwork<\/a>, the number one quality of top employees is doing work that plays to their strengths.<\/p>\nAnnoying tasks are not only annoying, they\u2019re also motivation-killers. If you want to keep your employees engaged and productive, they should be doing their actual jobs versus grunt work. Burnout is a huge problem for workers of all shapes and sizes: workflow automation can lighten the load.<\/p>\n
Empower your employees to be more customer-centric<\/span><\/h3>\nIf nothing else, workflow automation goes hand in hand with building a customer-centric strategy<\/a>. The more manual tasks you can automate, the more time your colleagues can spend building relationships with customers (in other words, the one thing your software can\u2019t<\/i> do).
\n<\/a><\/p>\nHow do you create an automated workflow, though?<\/h2>\n
The idea of putting together an automation might seem daunting, but doing this is easier than you might think.<\/p>\n
To begin with, there are two main ways to implement workflow automation.<\/p>\n
The first is by using out-of-the-box integrations with your current software solutions. For example, RingCentral\u2019s integrations<\/a> work with everything from your CRM to marketing platforms and beyond. Many popular tools connect with each other simply by allowing permission in-app.<\/p>\nThe second option requires a bit more legwork but is relatively simple as well: you can use a third-party workflow management tool<\/a> such as Zapier to connect your tools. Think of tools like Zapier as a bridge between multiple apps that results in what\u2019s called a \u201cworkflow.\u201d<\/p>\nHere\u2019s an example of Zapier\u2019s most common automations:<\/p>\n
![\"Example](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image8-62.png\")
<\/p>\n
Despite popular belief, you don\u2019t need coding knowledge to use a workflow management app: many today have drag-and-drop functions that are really easy to use for smaller businesses.
\n<\/a><\/p>\n6 workflow automation examples<\/h2>\n
Now, let\u2019s take a look at some real-world applications of workflow automation using a communication tool<\/a> like RingCentral.<\/p>\nHere are just a few examples to give you an idea of what\u2019s possible for businesses that want to automate tons of tasks and cut down on manual work:<\/p>\n
Google Workspace: Automatically generate online meetings in a Google Calendar invite<\/a><\/span><\/h3>\nLet\u2019s say that your team is all-in on Google Workspace tools such as Chrome, Google Drive, and Gmail. If you have a lot of online meetings, you could integrate Google Calendar with RingCentral, which will automatically generate meeting links in your GCal meeting invites:<\/p>\n
![\"Google](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-193-1024x796.png\")
<\/a><\/p>\nEasy peasy.<\/p>\n
Jira: Get real-time project updates\u2014without having to check your email<\/a><\/span><\/h3>\nIf your team uses Kanban boards or project management tools like Jira, you can sync your boards with RingCentral so you never lose track of a task. This is especially useful if your projects require cross-functional collaboration<\/a> between people who aren\u2019t part of your team.<\/p>\n![\"Jira:](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image12-29.png\")
<\/a><\/p>\nZendesk: Sync call records to streamline your help desk workflow<\/a><\/span><\/h3>\nTo provide good customer service<\/a>, you need to understand their needs and be able to personalize your interactions. RingCentral\u2019s integration with Zendesk helps you do both at once by allowing you to receive RingCentral calls directly within their platform while<\/i> looking at your customer\u2019s past records:<\/p>\n![\"Zendesk:](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image16-11-1024x526.png\")
<\/a><\/p>\nRather than look up your customers\u2019 information manually, the integration keeps your contact details in one place. This results in speedier support\u2014and more tickets resolved.<\/p>\n
Mailchimp: Monitor the progress of your marketing emails in real-time<\/a><\/span><\/h3>\nThe automation between RingCentral and Mailchimp gives you real-time updates on your email campaigns. This allows your team to know exactly when a campaign is live and track things like the status of your subscribers:<\/p>\n
![\"Mailchimp:](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image7-6.jpg\")
<\/a><\/p>\nThese automatically generated updates mean you receive information in real time\u2014no more repeatedly checking your inbox for messages or confirmations that your campaign is live.<\/p>\n
Box: Automatically update internal files and log customer communications<\/a><\/span><\/h3>\nIntegrating RingCentral with Box lets you easily share documents like contracts, presentations, and pitch decks to your teammates and clients alike. Instant access means that you don\u2019t have to ask coworkers for important files and everyone always has the most up-to-date docs.<\/p>\n
In terms of workflow automation, RingCentral\u2019s integration with Box automatically archives your RingCentral voicemails, faxes, call recordings, and text messages:<\/p>\n
![\"Box:](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-138.png\")
<\/a><\/p>\nRemember what we said earlier about tedious data entry? Integrations like this make that a thing of the past.<\/p>\n
Salesforce: Make sales calls without leaving your CRM<\/a><\/span><\/h3>\nMany sales teams spend the bulk of their time in Salesforce\u2014which means that for maximum efficiency, any and all workflow improvements should happen within that app.<\/p>\n
Conveniently, RingCentral\u2019s integration with Salesforce allows you to make click-to-dial calls, log notes, and schedule meetings directly within Salesforce itself:<\/p>\n
![\"Salesforce:](\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-129-1024x692.png\")
<\/a><\/p>\nThis essentially transforms your CRM into a communication powerhouse.<\/p>\n
The common thread between all of these workflow automation examples is that you don\u2019t have to bounce between tools.<\/p>\n
Whether you\u2019re putting together a sales, customer service, or marketing<\/a> stack, chances are you\u2019re using a ton of apps. With workflow automation, you can use them all seamlessly without having to manually log information or move a task from A to B. This means more productivity\u2014and more bang for your buck in terms of streamlining your team\u2019s software spending.<\/p>\n
\n\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n
\n<\/a><\/p>\n
Who is workflow automation for?<\/h2>\n
From sales and marketing to financing and beyond, there are opportunities to automate workflows across just about every team and department.<\/p>\n
Check out this workflow automation example from ActiveCampaign:<\/p>\n
<\/p>\n
Let\u2019s say somebody fills out a form on your website which in turn creates a new lead and deal in your CRM. Once that deal is considered active, your email marketing tool shoots that lead an email. Then, your sales team is notified of the status of the deal.<\/p>\n
The kicker? All of this is done with no manual data entry or follow-ups<\/i>. From start to finish, task automations<\/a> and software are doing the heavy lifting while you can focus on engage customers<\/a> in the process.<\/p>\n That\u2019s workflow automation in action.<\/p>\n Another example: you could use your payment processor (think: Stripe, PayPal) to generate automated invoices (in apps like Xero) or automatically add buyers to your email list (via Mailchimp).<\/p>\n Most automations rely on triggered actions (think: someone filling out of a form, clicking on a link). These individual actions are like cogs in a machine, keeping your business\u2019s processes in motion.<\/p>\n Keep in mind that workflow automation<\/a> isn\u2019t just for big businesses. In fact, both small and medium-sized businesses are some of the biggest adopters of automation tools. Sure, setting up and implementing automation requires a bit of planning and legwork.<\/p>\n That said, doing so is arguably easier than ever\u2014and very much worth it. Here are some big-picture benefits of investing in workflow automation apps.<\/p>\n It may be cliche, but time is money.<\/p>\n This is especially true when we consider that a staggering $2 trillion in total annual wages per year could in theory be automated.<\/p>\n Consider the tasks such as data entry can result in tens of hours wasted per week. And that\u2019s per<\/i> employee.<\/p>\n Winning back that time is obviously good for your bottom line. By investing in a workflow automation app, you can identify which tasks are total time-sinks and explore ways to put them on autopilot.<\/p>\n The beauty of automation is that it\u2019s, well, automatic.<\/p>\n Modern software is pretty smart, not to mention efficient. Whereas human error and mistakes are part of life, they\u2019re not<\/i> ideal for doing business.<\/p>\n Fact: businesses could be losing up to 30% of revenue annually\u2014just because of inefficient processes. Workflow automation creates a sense of consistency when it comes to your business\u2019s processes and hitting milestones and deadlines.<\/p>\n By simply putting workflow automation into practice, you\u2019re actively working to make your business more data-driven.<\/p>\n How so? Pretty much every piece of workflow software<\/a> is responsible for reporting and tracking performance data. By syncing your tools together, you can better understand what\u2019s working (and what\u2019s not) in terms of your marketing, sales strategy, and so on.<\/p>\n As noted in our guide to effective teamwork<\/a>, the number one quality of top employees is doing work that plays to their strengths.<\/p>\n Annoying tasks are not only annoying, they\u2019re also motivation-killers. If you want to keep your employees engaged and productive, they should be doing their actual jobs versus grunt work. Burnout is a huge problem for workers of all shapes and sizes: workflow automation can lighten the load.<\/p>\n If nothing else, workflow automation goes hand in hand with building a customer-centric strategy<\/a>. The more manual tasks you can automate, the more time your colleagues can spend building relationships with customers (in other words, the one thing your software can\u2019t<\/i> do). The idea of putting together an automation might seem daunting, but doing this is easier than you might think.<\/p>\n To begin with, there are two main ways to implement workflow automation.<\/p>\n The first is by using out-of-the-box integrations with your current software solutions. For example, RingCentral\u2019s integrations<\/a> work with everything from your CRM to marketing platforms and beyond. Many popular tools connect with each other simply by allowing permission in-app.<\/p>\n The second option requires a bit more legwork but is relatively simple as well: you can use a third-party workflow management tool<\/a> such as Zapier to connect your tools. Think of tools like Zapier as a bridge between multiple apps that results in what\u2019s called a \u201cworkflow.\u201d<\/p>\n Here\u2019s an example of Zapier\u2019s most common automations:<\/p>\n Despite popular belief, you don\u2019t need coding knowledge to use a workflow management app: many today have drag-and-drop functions that are really easy to use for smaller businesses. Now, let\u2019s take a look at some real-world applications of workflow automation using a communication tool<\/a> like RingCentral.<\/p>\n Here are just a few examples to give you an idea of what\u2019s possible for businesses that want to automate tons of tasks and cut down on manual work:<\/p>\n Let\u2019s say that your team is all-in on Google Workspace tools such as Chrome, Google Drive, and Gmail. If you have a lot of online meetings, you could integrate Google Calendar with RingCentral, which will automatically generate meeting links in your GCal meeting invites:<\/p>\n Easy peasy.<\/p>\n If your team uses Kanban boards or project management tools like Jira, you can sync your boards with RingCentral so you never lose track of a task. This is especially useful if your projects require cross-functional collaboration<\/a> between people who aren\u2019t part of your team.<\/p>\n To provide good customer service<\/a>, you need to understand their needs and be able to personalize your interactions. RingCentral\u2019s integration with Zendesk helps you do both at once by allowing you to receive RingCentral calls directly within their platform while<\/i> looking at your customer\u2019s past records:<\/p>\n Rather than look up your customers\u2019 information manually, the integration keeps your contact details in one place. This results in speedier support\u2014and more tickets resolved.<\/p>\n The automation between RingCentral and Mailchimp gives you real-time updates on your email campaigns. This allows your team to know exactly when a campaign is live and track things like the status of your subscribers:<\/p>\n These automatically generated updates mean you receive information in real time\u2014no more repeatedly checking your inbox for messages or confirmations that your campaign is live.<\/p>\n Integrating RingCentral with Box lets you easily share documents like contracts, presentations, and pitch decks to your teammates and clients alike. Instant access means that you don\u2019t have to ask coworkers for important files and everyone always has the most up-to-date docs.<\/p>\n In terms of workflow automation, RingCentral\u2019s integration with Box automatically archives your RingCentral voicemails, faxes, call recordings, and text messages:<\/p>\n Remember what we said earlier about tedious data entry? Integrations like this make that a thing of the past.<\/p>\n Many sales teams spend the bulk of their time in Salesforce\u2014which means that for maximum efficiency, any and all workflow improvements should happen within that app.<\/p>\n Conveniently, RingCentral\u2019s integration with Salesforce allows you to make click-to-dial calls, log notes, and schedule meetings directly within Salesforce itself:<\/p>\n This essentially transforms your CRM into a communication powerhouse.<\/p>\n The common thread between all of these workflow automation examples is that you don\u2019t have to bounce between tools.<\/p>\n Whether you\u2019re putting together a sales, customer service, or marketing<\/a> stack, chances are you\u2019re using a ton of apps. With workflow automation, you can use them all seamlessly without having to manually log information or move a task from A to B. This means more productivity\u2014and more bang for your buck in terms of streamlining your team\u2019s software spending.<\/p>\n \ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n
\n<\/a><\/p>\nWhat are the benefits of workflow automation?<\/h2>\n
Save time and money<\/span><\/h3>\n
Cut down on errors and inefficiencies<\/span><\/h3>\n
Greater data visibility and accountability<\/span><\/h3>\n
Encourage workers to focus on their strengths<\/span><\/h3>\n
Empower your employees to be more customer-centric<\/span><\/h3>\n
\n<\/a><\/p>\nHow do you create an automated workflow, though?<\/h2>\n
<\/p>\n
\n<\/a><\/p>\n6 workflow automation examples<\/h2>\n
Google Workspace: Automatically generate online meetings in a Google Calendar invite<\/a><\/span><\/h3>\n
<\/a><\/p>\nJira: Get real-time project updates\u2014without having to check your email<\/a><\/span><\/h3>\n
<\/a><\/p>\nZendesk: Sync call records to streamline your help desk workflow<\/a><\/span><\/h3>\n
<\/a><\/p>\nMailchimp: Monitor the progress of your marketing emails in real-time<\/a><\/span><\/h3>\n
<\/a><\/p>\nBox: Automatically update internal files and log customer communications<\/a><\/span><\/h3>\n
<\/a><\/p>\nSalesforce: Make sales calls without leaving your CRM<\/a><\/span><\/h3>\n
<\/a><\/p>\n
\n