Workflow Automation: What Is It And How Do You Apply It To Your Business?

What is workflow automation?

Simply put, workflow automation involves using software to handle repetitive tasks and processes in your business, so you don’t have to do them manually every time.

For example, our software can automatically send an invoice to a customer or trigger an email when someone fills out a form on your website. With FlowQi’s tools, you can manage all this—and much more. By automating these processes, you can work more efficiently, free up time for creative projects, and accelerate your business growth.

Why automate workflows?

As a small business owner, you often wear many hats, handling everything from marketing and administration to customer service. Owners of medium-sized businesses may also juggle multiple responsibilities, which can lead to stress and inefficiency. Workflow automation reduces this burden, helping you stay focused and productive.

As a result, your days quickly fill up with small, time-consuming tasks, even though you’d rather focus on other priorities—like creating new products or coaching your clients.

With workflow automation, you can:

• Save time: No more manual hassle with Google Sheets, Excel, or endless email chains
• Prevent errors: Automated processes are far less prone to mistakes
• Increase focus: Concentrate on what matters while the rest happens automatically
• Create peace of mind: Less chaos means more clarity and control

Start workflow automation in 3 easy steps

Getting started with workflow automation is easier than you think. You don’t need extensive technical skills—anyone can do it. Let’s break it down step by step.

Step 1: Analyze your workflow

Begin by closely examining your daily tasks. What repetitive activities take up the most time?

Consider tasks like:

• Sending invoices
• Answering customers’ frequently asked questions
• Sending follow-up emails to potential leads
• Creating and scheduling tasks, actions, or deadlines
• If you work with a team: sharing weekly updates

Make a list of all your recurring tasks and identify which ones could be automated. Scroll down for ideas on tasks small or medium-sized businesses can easily automate.

Step 2: Choose the right tools for workflow automation

The next step is selecting the right software to support your workflow automation. There are tools available for nearly every task you can imagine.

For example, with FlowQi, you can access project management, task management, and CRM software starting at an affordable monthly fee. You can also expand with additional tools for invoicing, forms, customer support, sales, document management, and email marketing.

Whether you run a small business or a large company, all the software is fully integrable and customizable, offering maximum flexibility for your needs.

Step 3: Automate your workflows in small steps

If you’re new to workflow automation, it’s best to start small. Focus on one or two processes to begin with, then gradually expand your automation as you become more comfortable.

For example, you might start by automating confirmation emails. Later, you can add processes like follow-up communication, invoicing, or generating reports.

Examples of workflow automation for SMBs

Here are some simple processes that small and medium-sized businesses can easily automate:

Project Management

• Use FlowQi’s project management tools to automatically assign tasks and set deadlines for new projects
• Appointment reminders: Send automated email reminders to clients or team members about upcoming appointments

CRM (Customer Relationship Management)

• Confirmation emails: Automatically send confirmation emails as soon as someone submits an inquiry or places an order
• Customer follow-up: Use FlowQi CRM to send automated follow-up emails to customers who haven’t been in touch for a while
• Invoicing: Automatically generate and send invoices with FlowQi Invoicing after a purchase or project completion. Add payment reminders for overdue invoices

Marketing

• Email campaigns: Create a series of automated emails (an email campaign) for new registrations, such as an e-minicourse
• Lead management: Automate email address collection from your website and link leads directly to FlowQi CRM or Email Marketing tools

Customer Service

• Response messages: Use the FlowQi Support Tool to send automatic notifications to customers, confirming their inquiry has been received and providing an expected response time
• Frequently Asked Questions (FAQ): Automate answers to common customer questions with a chatbot or triggered email responses

E-Commerce

• Order processing: Automatically update customers on their orders, including confirmations, shipping status, and tracking details
• Repeat purchases: Send reminders for recurring orders, such as subscriptions or products that need regular replacement

Reports and analysis

• Generate reports: Automate the creation and delivery of monthly sales, marketing, or project reports
• Collect feedback: Automatically request reviews or feedback from customers after a purchase or project is completed

Tips for small businesses and freelancers

• Keep it simple: You don’t need to automate everything at once. Start with one process that takes up a lot of your time and gradually expand from there
• Experiment with tools: FlowQi is specifically designed for SMEs, offering flexibility, configurability, and transparency. Try out different tools to find what works best for your business
• Learn from others: Observe how other entrepreneurs in your industry use workflow automation. You might find workflows you can adapt and implement for your own business

Conclusion

Workflow automation isn’t just for large corporations—small and medium-sized businesses can enjoy significant advantages too. By starting small, choosing the right tools, and automating gradually, you’ll make your business smarter and more efficient.

Curious about how easy and powerful workflow automation can be? Sign up for our BETA Program and discover what FlowQi can do for your business.