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The Complete Guide to Automate Your Business Systems and Save Thousands of Dollars in Operation Costs

September 28, 2022

automate your business systems

Your business has more to gain when you automate your business systems. For example, when you automate repetitive tasks, you save time and money for your organization.

In addition, automating improves employee productivity. When they spend all day working on repetitive tasks, their output decreases compared to when they work on a variety of tasks in a day. The high productivity may consequently lead to more sales and profit.

Other benefits of automating some operations include minimizing errors by standardizing operations, reducing risks, promoting compliance, and accessing data that’s critical in decision-making.

As a business owner, it’s important to know the steps you can take to automate your business systems to enjoy these benefits as we’ll demonstrate below.

automate your business systems

3 Questions You Should Answer to Start Automating Your Business Systems

Business process automation entails using digital technology to automate time-consuming manual tasks in a business with the ultimate goal of simplifying complex business processes. In simpler terms, it is about applying the right technology to automate the routine manual processes carried out within your business.

Here are three questions you should answer to determine the processes that may need automation within your business.

  • What are the routine, daily operations performed in my business?
  • How are these operations performed, and by whom?
  • Are there new ways to simplify, speed up or straighten out these operations to align with my broader business goals?

The following is a representation of areas you can automate in your business depending on your answers to the above questions.

automate your business systems

Source: Frevo

Now, here is the step-by-step process of automating your systems.

Step 1: Define the Processes You Will Automate

Although there are many advantages of business automation, not all business systems can be automated. Automating certain systems may require spending a fortune on advanced automation technologies.

Some processes cannot also be automated because they require a human touch.

After all, humans retain superiority in making complex business decisions and showing emotions. Examples of such processes that require a human touch are change management, providing difficult feedback, and off-boarding. It would be best not to automate such a process entirely.

The best way to approach this step is to eliminate processes that don’t require automation. You may involve employees in this stage so that they can point out the repetitive manual tasks that take a lot of their time. Ask your employees to also point out the activities that take a lot of time and that would become easier if there was a way to complete them faster.

You may also follow this criterion for determining systems that don’t need immediate automation.

  • Processes that require complex decision-making and critical thinking capabilities shouldn’t be a priority.
  • Processes that lack structure. The drawback to automating such systems is that they are susceptible to frequent changes and fluctuations.

After eliminating processes that don’t require automation,  it’s time to find out which tools will help you automate the remaining activities.

Step 2: Choose the Appropriate Automation Software

Selecting the right automation technology requires you to familiarize yourself with the available options in the market.

An excellent place to start would be to do general research on all the available automation software. From here it is time to narrow down your search by reviewing search results, and understanding the pros, cons, pricing, and features of the software you’ve found. Such a review will help you determine the automation software best suited for your business needs.

Another vital consideration in choosing automation software is learning how to use it. Automation software will not offer your business the benefits we listed above if no one has a clue how to use it.

Choose software that will be easy to work with and train your employees. That means you should familiarize yourself with the software first. But this is not compulsory as you can hire business automation service experts to set up the software and show you how to work with it easily.

automate your business systems

Step 3: Make Email Marketing Automation a Priority

You cannot ignore email marketing when making your automation decisions. It is one of the easily accessible and least expensive forms of automation to implement in your business.

Email automation is also a convenient system to test the impact of automation on your strategies. It is one of the systems best suited for A/B testing.

Step 4: Create Standard Operating Procedures

Standard operating procedures (SOPS) are comprehensive instructions that detail how to complete processes in your business. They are healthy for your business, especially when implementing a new automation system.

The SOPS simplifies the process of onboarding new members into the system. It also makes it easier for you to delegate tasks to the team.

Step 5: Monitor and Optimize the Process

Once you have automated your business processes, it is important to monitor and ensure that everything is running efficiently. The A/B test you conducted above could be a good starting point for analyzing the system.

At this point, you should also be thinking about how to optimize your processes for more efficiency. For example, identify any bottlenecks in the automated processes and find innovative ways to eliminate them.

automate your business systems

Let us Help You Automate Your Business Systems Now

Automated business systems give you back the freedom to run your business professionally. Start your automation journey with us now to experience this freedom. We customize each software to suit your business goals.

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