Automation is expected to redefine the industry by altering how tasks are performed, reshape job roles, and influence the overall work environment. With automation technologies advancing, automated systems are expected to take over handling repetitive and time-consuming tasks.
Let’s have a look at what automation is and how it’s impacting the various industries.
What is Automation?
Automation refers to the use of software to complete tasks and processes, partially or completely taking over the manual work involved. In simple terms, automation refers to the an action responding to the trigger.
For example, when bookings are confirmed, forms are submitted, push notifications are sent, etc.
It is important to note that artificial intelligence (AI) is not the same as automation. Automation follows instructions and workflows whereas AI uses the data to create decisions or make predictions. Automation is heavily focused on process execution, and AI is focused on analysis and execution.
How Can Automation Benefit Your Organisation?
1. Improving Efficiency: Automation increases efficiency by processing tasks any time, without you needing to be involved.
2. Increasing Productivity: Automation takes over handling repetitive tasks, so that you have more time to focus on strategies and impactful work activities.
3. Reducing Errors: Automation performs tasks with precision, ensuring consistent results and reducing the risk of human error.
4. Minimises Costs: Reduces the cost of manual work and operating costs.
5. Scalability and Flexibility: Cloud-based platforms have become flexible allowing organisations to adjust resources based on their demand.
How to Get Started with Automation
You can get started easily even without knowing how to code! Various platforms offer ‘no-code’ visual automation builders.
Start Off Easy
Make sure to start off easy with a simple task like making reservations or answering questions. Document the process, including the action, condition, trigger and even the alternative action.
Make Use of Tools
Tools such as Microsoft Power Automate and Zapier offer assistance with connecting multiple apps and transferring data automatically.
AI Tools and AI Agents
AI tools help to summarise messages and categorise enquiries when AI agents interact with calendars, documents and communication platforms to complete sequential tasks.
Consider Cost Analysis
Automation improves the further it develops. Before building, consider the time duration of task completion, the frequency of its occurrence, and the time taken to setup the whole process. If the procedure is often repeated, it rapidly makes the effort worthwhile.
Automation Logics and Conditions
Automation typically works on the basis of logic. Logics are a set of pre-defined rules set up to guide the system on what to do when certain criteria are met. It usually follows a workflow like:
Trigger → Action → Condition → Alternative Action
Triggers
A trigger is usually the beginning of an automation, unless it’s triggered by another scenario.
The two main types of triggers are:
Polling Triggers: A polling trigger occasionally observes a service at a predetermined pace, and provide updates every time a scenario is activated. It works with scheduling which can determine the cadence.
Instant Triggers: An instant trigger observes an account (like Facebook/LinkedIn) and returns any new information instantly.
Actions
The action is done by the automation as a result of a trigger.
Some of the actions could include:
- Receiving specific details about anything
- Adding rows to spreadsheets
- Creating a report
In addition, automation can also search through records with filters to return specific results.
Conditions
Conditions are parameters that effectively act as filters to determine the route or a course of an action taken by an automation. In the case of workflow automation, they have branching logic and use routers to establish rules and guide the automation to its path when certain conditions are met. The filters can be basic, text, numeric or date and time.
Alternative Actions
An alternative action occurs when certain conditions are not met, making the workflow follow a different path.
For example, at the time of invoice processing, an automation tracks the payment progress and sends reminders on the basis of unpaid invoices to eliminate the need for manual follow-ups.
Types of Task That Can Be Automated
Administrative Data Tasks: Data entries, invoice processing and scheduling can be automated to reduce errors and save time.
Customer Service: Automated email responses provide 24/7 support, answer FAQs and prioritise urgent communication using customer data.
Content and Knowledge Management: Automation can generate drafts, summarise documents or organise information.
Project Management: Automation can assign tasks, track progress and balance workloads resulting in improved work efficiency.
Final Thoughts
Automation can be useful to any company organisation that is looking to implement a digital strategy. As organisations keep evolving with the environment, those investing in automation are guaranteed to receive substantial cost reductions and productivity benefits, whilst also improving job satisfaction, work-life balance and employee retention.
If you would like to learn more about automation, please feel free to get in touch with the Digital Pathfinders team at: hello@digitalpathfinders.uk
