Software makes our lives easier. Whether it's helping us buy our favorite cheat meal from our couch or boosting our productivity at the workplace. Yet, some tasks feel like manual labor and are crying out to become automated tasks. From clicking the same buttons to emailing the same person each week, sometimes it feels like these simple tasks could be done by software, freeing you up to focus on more important things. Now imagine the impact automation could have on an entire workforce. Optimizing workflows through automation can help businesses streamline tasks, boost productivity, and free up valuable time for more meaningful work.
In this guide, I'll walk you through what automated workflows are, why they matter, and how to implement them successfully. Along the way, you'll discover practical examples, essential features to look for, and tips for choosing the right workflow automation tools. By the end, you'll feel ready to take the next step on your automation journey with confidence.
What are automated workflows?
Automated workflows are step-by-step processes that run on their own, using technology to handle repetitive tasks. Unlike manual efforts, such as individually sending follow-up emails, automated workflows are designed to operate consistently and efficiently without constant human input.
Still unsure? To better understand, it’s helpful to break down what "automation" and "workflow" mean.
What is automation?
At its core, automation is the use of software, scripts, or machines to perform tasks with minimal or no human intervention. It enhances productivity by taking over time-consuming, repetitive tasks, freeing up people to focus on higher-value responsibilities. In the workplace, automation can apply to:
Process automation: Streamlining entire business functions, such as invoice approvals or onboarding.
Task automation: Handling individual, repetitive steps within larger processes—for example, automatically sending reminders or updating reports.
Data automation: Automatically collecting, organizing, or distributing information across systems.
Integration automation: Connecting tools or platforms so that data flows smoothly from one system to another, reducing manual data entry and errors.
What is a workflow?
A workflow represents a series of steps or actions required to achieve a specific business goal. Think of it as a roadmap for how work gets done. Workflows help organizations standardize operations, reduce mistakes, and improve clarity.
For example, a simple workflow for employee onboarding might include:
Candidate accepts offer
HR sends a welcome email
Manager assigns first tasks
IT sets up access to necessary tools
Each step relies on inputs and produces outputs, often requiring coordination among different team members or assigning tasks to various departments. The complexity of a workflow can vary from a handful of actions (such as approving expenses) to a multi-department operation (such as launching a new product).
Automated workflow examples
Workflow automation can streamline workflows and operations across different teams and industries, ranging from simple approvals to complex, multi-step processes. Here are several practical workflow automation examples to illustrate their versatility and impact:
1. Simple approval workflow:
A common use case is automating vacation requests. When an employee submits a vacation request through an online form, the workflow automatically routes the request to their manager for approval. Once approved, the system updates the shared team calendar and notifies relevant parties—all without the need for manual emails or paperwork. This reduces administrative burden and ensures requests are processed quickly and consistently.
2. Departmental workflow automation (Sales):
In sales departments, automation can significantly enhance efficiency. For example, when a deal in the CRM reaches a specific stage, a workflow is triggered: onboarding emails are sent to new customers, tasks are automatically assigned to the appropriate team members, and follow-up meetings are scheduled. This ensures no step is missed in the customer journey and improves both customer experience and internal coordination.
3. Cross-team workflow automation (HR & IT):
During new employee onboarding, automation bridges multiple departments. When HR completes a new hire form, an automated process can instantly trigger IT to set up necessary accounts and permissions, while also sending welcome messages in the company's chat tool. This seamless handoff between HR and IT eliminates delays, ensures a smooth start for new employees, and reduces manual coordination.
4. Industry-specific workflow (Finance):
In finance, workflow automation can handle invoice processing with precision. When an invoice is received, the system automatically matches it to the corresponding purchase order, checks for compliance with company policies, and routes it to the appropriate approver, eliminating repetitive manual tasks. If any discrepancies or exceptions are detected, the workflow flags the invoice for manual review. This not only increases accuracy and compliance but also speeds up the accounts payable process.
These workflow automation examples demonstrate that automation can be tailored to fit any business need, whether simple or complex. Automated processes can span multiple teams and departments, delivering consistent, traceable, and efficient results every time. By implementing workflow automation, organizations benefit from reduced manual effort, improved accuracy, and enhanced visibility into their processes.
Workflow automation vs. robotic process automation: Key differences
The automation landscape is rich with terms, and two frequently confused concepts are workflow automation and robotic process automation (RPA). While both focus on time and cost efficiency, understanding their distinctions helps in choosing the right tools for your specific needs.
What is robotic process automation?
Robotic process automation involves deploying software “robots” to emulate human actions at the user interface level—for example, copying data from emails to spreadsheets or inputting details into web forms. RPA shines in automating repetitive, rule-based tasks across legacy applications, often without needing direct integration or modifications.
Comparing workflow automation to RPA
Scope: Workflow automation manages and orchestrates end-to-end processes often involving multiple people, roles, or systems; RPA specializes in automating individual, repetitive desktop tasks.
Integration: Workflow automation emphasizes deep system integrations and structured process flows; RPA functions like a digital assistant, handling manual steps that cross multiple systems.
Use case fit: Use workflow automation for streamlined business operations (approvals, ticketing, compliance workflows); use RPA for automating legacy screen-based tasks or bridging data between systems without APIs.
Which should you choose?
Most organizations benefit from combining both—workflow automation for broad coordination and RPA for granular task automation. However, teams seeking more scalable, sustainable business transformation often start with workflow automation, due to its strong logic, flexibility, and visual workflow builder capabilities.
Benefits of workflow automation
Workflow automation can be a digital transformation for some businesses. Whether it’s streamlining data collection, service requests, or simply reducing human error, the benefits of workflow automation are clear:
Increased productivity and time savings
Repetitive tasks take up valuable time across all levels of an organization. By automating workflows, employees can spend more time on creative problem-solving and high-priority projects, rather than on redundant tasks. The automation of routine requests—for example, leave approvals or invoice processing—leads to faster turnaround times and reduced administrative burden.
Error reduction and improved compliance
Manual entry and hand-offs often introduce mistakes. Automated workflows enforce consistency and standardize processes so that critical steps aren't overlooked. They also provide audit trails, making compliance monitoring much easier for industries with strict regulatory demands.
Enhanced visibility and process control
With workflow automation, businesses gain real-time insights into process bottlenecks, task statuses, and team workloads. Automated dashboards and notifications help managers quickly identify and resolve issues, keeping operations running smoothly.
Scalability and adaptability for growth
As companies expand, so do their processes. Manual approaches quickly become unmanageable. Automated workflows scale effortlessly by handling increasing volumes without additional hiring, making them the backbone of sustainable business growth.
Empowering teams for higher-value work
When teams can automate workflows associated with low-value tasks, they gain the time and mental energy to focus on innovation, customer engagement, and strategic initiatives. This not only boosts morale but also contributes directly to business outcomes.
Who can benefit from automated workflows?
One of the most significant advantages of automated workflows is their versatility—they're not limited to one company size, industry, or department. Let's look at where automated workflows can make the most impact.
Small and medium businesses (SMBs): Leveling the playing field
For SMBs with limited staff, automating workflows can deliver the operational power of a much larger organization. From managing incoming leads to processing customer support tickets, SMBs can automate key processes to respond faster and with greater reliability.
Large enterprises: Scaling operations and reducing complexity
Larger companies often have business units spread across locations and regions. Automated workflows bring order to this complexity, ensuring standardized processes and seamless handoffs. Workflow automation platforms also allow for centralized governance and reporting, so leadership always has visibility into operations.
Departmental use cases
Customer service: Automated feedback collection and escalation
Automated workflows can streamline the process of gathering customer feedback after support interactions. For example, once a case is closed, a workflow can automatically send a survey, collect responses, and trigger escalation if negative feedback is received. With an easy workflow builder, customer service teams can adjust these automations to fit different channels or products.
Procurement: Purchase order approvals and supplier onboarding
Managing procurement manually often leads to delays and miscommunication. Automated workflows can route purchase requests for approval, notify stakeholders, and update inventory records automatically. A workflow builder enables procurement teams to create automation for onboarding new suppliers, ensuring all required documents and compliance checks are completed efficiently.
Facilities management: Maintenance requests and asset tracking
Facilities teams can automate workflows for handling maintenance requests. When an employee submits a request, the system can categorize the issue, assign it to the right technician, and update the requester on progress. Automated workflows can also track asset usage and schedule preventive maintenance, reducing downtime and extending equipment life.
Individual contributors: Reducing repetitive tasks
Even at the individual level, professionals can benefit by automating workflows for routine tasks such as updating calendars, following up on emails, or reporting weekly progress.
Types of workflow automation tools
Once you've outlined your approach to implementing automated workflows, the next critical step is selecting the right type of workflow automation tool to support your strategy. Different tools offer unique features and integration capabilities, so understanding your options will help you make an informed decision.
Standalone solutions: Specialized apps focusing exclusively on workflow design and execution.
Integrated platforms: Collaboration suites that embed workflow automation into chat, docs, calendar, and project management.
Open platforms: Tools that support connectors or APIs, enabling integration with third-party apps and systems.
Daily operations with workflow automation software
With the right workflow automation tool in place—whether a standalone solution, an integrated platform, or an open system—you unlock new possibilities for streamlining day-to-day operations. But how does this look in real business scenarios?
Picture this: When a customer submits a support request, your workflow automation software instantly routes the ticket to the right team, sends a confirmation to the customer, and sets a follow-up reminder—all automatically. That's the power of automating workflows in action, and it works for countless use cases across departments.
How Lark empowers automated workflows for modern teams
Many platforms promise the ability to automate workflows, but few integrate automation so deeply into the everyday collaborative tools that modern teams rely on. Lark's workflow automation software stands out by making business process automation a seamless part of your organization's communication and productivity.
Lark's all-in-one approach
Unlike other tools, Lark brings together chat, docs, meetings, calendars, and workflow automation under one roof. This integrated design means automation doesn't just happen in the background, but can be created by team members through its user-friendly interface.
Automation capabilities:
Easily create workflows without coding
With Lark Base, teams can streamline operations by setting up automations for a variety of tasks, such as alerts and reminders—no programming skills required. This helps ensure everyone stays informed and tasks move forward seamlessly.AI-assisted text automation
Lark's AI capabilities allow teams to automatically create, condense, or enhance text within their automated flows. For instance, AI can summarize updates or generate content for the next step in your process, improving speed and consistency.Support for complex automation cycles
Lark enables the creation of advanced automation loops, allowing processes to repeat or branch as needed—perfect for managing multifaceted operations that require ongoing or conditional tasks.Trigger automated workflows via webhooks for external data integration
Automated workflows in Base can be set off whenever a webhook is received. This enables both internal applications and external platforms to launch workflows through webhook triggers. Leveraging this capability makes it easy to connect Base with various external data sources, enhancing workflow versatility and system integration.
How to build an automated workflow in Lark Base
Enable workflow automation
Workflows can be activated by those who own the base or have management permissions.Define triggers and actions
Specify the conditions that will launch your automation, then set up the sequence of tasks for Lark to handle automatically.Save and activate your workflow
Finalize your setup and activate it. From then on, whenever the trigger events occur, Lark Base will carry out the predefined actions automatically.
How to implement automated workflows: A step-by-step guide
Whether you're a project manager, in charge of client onboarding, or involved in human resources, creating an automation process doesn't need to be daunting. Here's a simple approach you can use in your organization:
1. Identify and map existing workflows
Begin your workflow automation journey by clearly identifying and mapping your current business processes. Analyze which tasks are performed most often or take up significant time, and pinpoint where bottlenecks, delays, or common errors occur. Utilizing workflow mapping tools or diagramming software can help you visualize each step, decision point, and hand-off, making it easier to spot areas for improvement.
It's important to involve employees who are directly engaged in daily operations. Their insights can reveal workflow issues and optimization opportunities that might be missed otherwise. By carefully mapping your existing workflows, you build a strong foundation for implementing effective automation and improving operational efficiency.
2. Set clear goals and success criteria
Before implementing workflow automation, it's essential to define what success means for your organization. Clarify your primary objectives—whether it's reducing turnaround time, improving accuracy, or minimizing manual work. Establish clear and measurable success criteria such as shorter process completion times, lower error rates, or fewer manual touchpoints.
Setting specific goals and key performance indicators (KPIs) not only guides your automation efforts but also makes it easier to track progress and demonstrate the value of workflow automation. By aligning automation initiatives with your business objectives, you ensure that every automated workflow delivers meaningful results.
3. Choose the right workflow automation software
Selecting the best workflow automation software is key to a successful implementation. Prioritize platforms with an intuitive, visual workflow builder—ideally with drag-and-drop features that make it easy for non-technical users to design workflows. Ensure the workflow automation solution offers strong integration capabilities, allowing seamless connections with your existing tools such as CRMs, ERPs, email, and chat systems.
Security and compliance should also be top priorities, especially if you handle sensitive data or operate in a regulated industry. Look for solutions that are flexible enough to accommodate various departments and scalable to support your organization's growth. If budget is a concern, consider starting with free workflow automation software to evaluate features before investing further.
4. Design and build your automated workflow
To create an effective automated workflow, start by breaking the process down into clear, actionable steps. Identify the triggers—specific events or actions that will initiate your workflow. Next, define the automated actions the system should perform, such as sending notifications or updating records. For tasks that require oversight, include approval steps or exception handling to involve human input where necessary.
Take advantage of built-in templates or start from scratch, as many workflow automation platforms—including those with AI-powered workflow builders—offer both options. Modern solutions often support low-code or no-code development, empowering business users to design and launch automations without relying on IT expertise.
5. Test and iterate
Before fully deploying your automated workflow, run small-scale tests with select users to identify potential issues early. Gather feedback on usability, performance, and any process gaps that may appear. Use defined metrics to assess whether the workflow meets your goals, such as efficiency gains or error reduction. Continue to refine and iterate based on real-world usage to ensure optimal results.
6. Train your team and drive adoption
Successful workflow automation depends on user adoption. Involve your team from the start and offer thorough training on the new system. Provide helpful resources and encourage ongoing feedback so users feel confident and supported. Building a culture of openness and collaboration ensures your team embraces the new workflow automation tools for lasting success.
7. Monitor, optimize, and scale
Continuously monitor your automated workflows using analytics to track performance and identify improvement areas. Regularly refine steps to boost efficiency and accuracy as you gather more data. As your team grows comfortable with automation, expand its use to additional processes, ensuring your workflow automation strategy continues to deliver value at scale.
📖 Learn more
Use automated workflows in Lark Base
FAQs
What is CRM workflow automation?
This type of automation streamlines repetitive tasks in customer relationship management (CRM) systems, such as lead tracking, follow-up reminders, and email scheduling. By creating a workflow automation system within your CRM, you can save time, reduce errors, and improve customer interactions.
What are the best workflow automation tools for enterprises?
The best enterprise workflow automation tools vary depending on business needs, but popular options include Zapier, Monday.com, Lark, and Asana. These tools offer features for task management, integration, and scalability.
What are some ways to use workflow automation for small businesses?
Small businesses can use automation in various ways to save time and improve efficiency, such as:
Marketing: Scheduling social media posts to platforms like Facebook.
Accounting: Streamlining invoice generation, payment reminders, and expense approvals.
Task Management: Automating task assignments and progress tracking.
HR Processes: Simplifying employee onboarding, time tracking, and leave approvals.
Inventory Management: Automating stock monitoring and order processing.
Workflow automation helps small businesses focus on growth by reducing manual, time-consuming tasks.
What is document workflow automation?
This type of automation simplifies how documents are created, shared, approved, and stored. It automates processes like invoice approvals, contract management, and employee onboarding, ensuring a faster, error-free workflow.
Conclusion
Automated workflows are reshaping the future of work by streamlining operations, improving accuracy, and freeing teams from tedious manual tasks. With workflow automation software, your business can say goodbye to manual processes and time-consuming tasks and instead focus on tasks that matter, like customer satisfaction or providing high-quality products and services.
Collaboration and workflow management tools like Lark empower businesses to seamlessly integrate automation into their multiple workflows. With features that enable employees to create automations without coding and AI-driven recommendations, Lark helps organizations make automation a daily habit rather than a one-off project.
Ready to unlock your business's full potential? Start by automating your first workflow today and see just how much more your team can achieve.
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