Start the Automation of Processes in 6 Steps
If you were to step into a medium-sized company right now, what would you see? Hectic phone calls and piles of paperwork? Some companies still operate this way, but it’s becoming increasingly rare. More and more businesses are embracing automated processes, creating quieter, more organized workplaces. Sounds great, right?
But how does process automation work in practice, and how can SMEs get started? We’ll discuss that in this article.
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Why we can no longer ignore automation
“No industry or government can function effectively and efficiently without automation,” says Prof. Dr. Hans Mulder in an interview with Heliview. Mulder, affiliated with the Antwerp Management School, conducts research on automation and its impact.
According to Mulder, business processes with a “high volume of information-intensive transactions” are especially reliant on automation. Think of industries like insurance, financial services, e-commerce platforms such as Amazon, airlines, or even hospitals.
Process automation isn’t just a convenience anymore—it’s a necessity for staying competitive and efficient in today’s fast-paced world.
What does this mean for SMEs and freelancers?
The importance of automation is just as relevant for SMEs and freelancers. While large companies may process millions of transactions, smaller entrepreneurs face their own challenges: limited time, complex administration, and the need to stay competitive. Automation can provide solutions for these issues as well.
For SMEs, automating processes such as invoicing, scheduling appointments, or customer communication can make a significant difference. It also helps businesses remain flexible and better equipped to respond to unexpected situations, such as tight labor markets or changing regulations.
Starting small: the first step to success
However, things don’t always go smoothly. Sometimes digital transformation projects fail, and problems arise. According to Mulder, this happens because companies often take on projects that are too large and fail to work in a “flow” state.
Mulder’s research on digital and project-free work shows that organizations which work in a project-based manner, focusing on flow and continuous innovation, tend to see better results.
The concept of flow is about building systems in a simple and flexible way—starting with processes and small software components. The goal is to make systems easily adaptable, without the need to start from scratch each time.
This is exactly the core philosophy behind FlowQi’s software (what’s in a name!). Our suite of tools allows you to build in a way that best suits your business, all while keeping flexibility, affordability, and adaptability at the forefront.
Start the automation of your processes in 6 steps
Is your company not yet making much use of process automation? Then it’s a smart idea to start small. Below, we explain in 6 steps how you can begin automating your processes as an SME or freelancer.
Tip: Use FlowQi’s tools to kickstart your automation journey. Sign up now as a tester for our BETA Program.
Step 1: Make a list of recurring tasks
What do you repeat every day, week, or month? Consider tasks like sending invoices, answering frequently asked questions, or updating employees on their tasks.
For example:
- A freelance graphic designer may often need to create invoices.
- A yoga studio may send dozens of emails each week with class schedules.
Write everything down—no matter how small it seems.
Step 2: Identify tasks that consume the most time
Now, prioritize. Which tasks from your list take up the most time but provide the least value? These are the tasks you should focus on automating first.
Step 3: Choose one process to automate
For nearly any task you want to automate, FlowQi has the tools. But remember, start small. Choose one process that you can easily implement and see results from quickly.
For example:
- A freelance copywriter can generate and track collaboration agreement templates using our Documents Tool.
- An online store can automate order confirmation emails with our Email Marketing Tool.
- Teams can efficiently manage appointments using our Task Management Tool.
By focusing on one process at a time, you’ll set the foundation for a smooth and effective automation journey.
Step 4: Set up Your process
Setting up an automated process takes time, but you’ll quickly recoup that investment. Start with the basics. Consider the following:
- Set up triggers: Triggers are actions that automatically initiate something else. For example, when a customer fills out a form on your website, a welcome email is automatically sent, and the customer is added to your leads.
- Create templates: For emails, offers, or contracts. Templates save you from having to enter the same information repeatedly.
- Work with workflows: These follow a “If X happens, then Y” pattern. For example, a reminder can be automatically sent when an invoice is 7 days past due.
Step 5: Test and optimize
Automating processes isn’t a “set it and forget it” task. You should test your system regularly to ensure it works as expected. Check if customers understand the process and if there are opportunities to streamline it further.
For instance, an SME that installs a chatbot on its website should monitor whether the answers provided actually help customers.
Step 6: Expand
Once your initial process is running smoothly, look for other areas to automate. What other tasks can you tackle? Perhaps you can set up automated payment reminders or use the Customer Relationship Management (CRM) system to improve how you manage relationships.
Conclusion
Learning to automate processes is possible for anyone. While it may seem technical, our tools are designed to be accessible to everyone—no tech expertise required.
Whether you run a company with 40 employees or are self-employed, the six steps outlined above can help you get started today. And don’t forget to sign up for our BETA Program to test our software for free!