One of the BIG benefits of digitalisation is automation saving time and resources. Many administrative tasks such as answering enquiries, invoicing, sales promotions and many other routine administrative processes can consume a lot of time. Why not automate them?
Automating Administrative Processes
How much time could you save time yourself and your organisation if you could eliminate dozens of manual administrative tasks? One hour a week? Ten hours a week? How many days per year could you free up from routine, low level admin tasks?
All you need is a simple automation tool and you could banish hours of work freeing you to focus on more value-added tasks such as finding and nurturing customers, making money, and thinking up and developing additional products and service ideas. Here are seven routine administrative tasks that you could automate with a little effort using tools such as Simplero, SharpSpring, Hubspot and Infusionsoft
Use #1: Collecting and Managing Customer Information
Back in the day, my team and I devoted hours, days and weeks to manually collecting, checking, sorting and organising customer data and records. We now use Infusionsoft and have banished dozens of laborious administrative tasks. We have also eliminated multiple database tools – we now have a simple, up-to-date, segmented customer management system enabling us to send timely, relevant, targeted messages to customers.
Use #2: Building Long-term Customer Relationships
Effective, long-term customer relationships are built on trust and regular and relevant communication. An automated customer relationship management tool such as Infusionsoft, can help to ensure you send out thank-you notes after a sale or to ensure you make that follow-up service call on time or to distribute your latest e-newsletter. To make sure you receive up-dates from Exponential, subscribe to Exponential Training’s e-newsletter, In the Loop?
Use #3: Making Deals and Signing Contracts
Gone are the days when contracts need to be signed pieces of paper, posted to your customer and then returned by them to you. Now you can use simple digital forms meaning the process of posting it out, signing it and returning it can be shortened into an automated task taking minutes rather than days.
Use #4: Preparing Estimates and Issuing Invoices
Why would you prefer to create, then send, and then wait for some response like an agreement or payment when you can automate the process? Automation not only cuts out time spent on each of the administrative steps, but also improves your customer’s experience, results in an improved and more efficient workflow and contributes to your organisation’s cash flow.
Use #5: Making Payments
Unless your organisation is unique, bills must be paid. Instead of the old, paper-based workflow involving cheques, transfers and signatures, automation can take out time consuming tasks and ensure payments are never late.
Use #6: Recruitment and Onboarding New Employees
Rather than devoting massive amounts of time on filling in and screening job applicants, why not automate some of the processes. Automation software such as Recruitee, Zoho and Workable allow applicant to fill out basic information which is then populated across all the necessary forms and filled in digitally. They manage the application, shortlisting and selection process right through to job offers and even on-boarding.
Use #7: Setting Up Appointments and Meetings
By using automation software such as VCITA, you can reduce the time involved in setting up meetings, booking appointments, issuing reminders and much more besides.
A Final Word – DiTEM
If you are serious about reducing the amount of time you spend on routine, low-level, repetitive tasks and processes, then check out the DiTEM Erasmus+ project and the FREE DiTEM on-line course to help you to digitalise your workflow – to find out more contact firstname.lastname@example.org.
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