As an online business owner, I know how time-consuming handling repetitive tasks across systems can be – entering data, compiling reports, updating records. It‘s easy to get caught up for hours, and days managing the same manual processes while critical business needs pile up.
But what if you could automate many of these repetitive tasks?
Task automation software offers a powerful way to streamline workflows, save hours of effort each week, and boost productivity. These tools connect apps you already use and automatically perform specified actions as needed.
For instance, sending follow up emails to customers, transferring data between systems, filling forms, or assigning tasks to team members. The right automation solution for your business can increase output and efficiency by 100-200% while reducing costs, as per Deloitte Insights.
In this comprehensive guide, I‘ll introduce you to the concept of task automation, how it works – and review 10 capable tools I frequently recommend as an online business coach.
Let‘s first understand…
What is Task Automation and How Does it Work?
Task automation refers to using software bots – instead of humans – to handle repetitive computer-based tasks in a business. These could be tasks across systems like:
- Entering or transferring data records
- Filling out forms
- Compiling reports
- Following up via emails and notifications
The software does this by connecting to different apps and services using their API interfaces. For instance, your ecommerce app, CRM software, messaging platform etc.
You just define the trigger actions (if X occurs) and output activities (then do Y) required to complete the repetitive task between apps.
A simplified automation workflow triggering actions across apps
So when the preset trigger occurs, the integration software automatically carries out the specified actions – without any human intervention needed!
Now let‘s go over…
Why Is Task Automation Valuable for Business?
Firstly, automating repetitive manual work frees up employees to focus on more meaningful projects that drive growth – like building relationships with customers and partners.
It also leads to big efficiency gains and cost savings:
- McKinsey estimates that about 50% of tasks can be automated in ~60% of occupations. That‘s billions of hours freed up for human creativity and judgment.
- An Deloitte study found businesses automating 50%+ of tasks boosted productivity by 100 to 200%.
- Simple time savings from automation can result in 20 to 30% costs reductions.
Further benefits include:
- Accuracy – Software eliminates human errors in repetitive data tasks
- Speed – Tasks handled in a fraction of usual time
- Scalability – Workloads easily managed without hiring more staff
- 24/7 Productivity – Bots work around the clock without breaks
With the business case clear, let‘s explore the top options:
Top 10 Task Automation Software
Here I cover 10 excellent automation tools for business – across 3 categories based on platform purpose and use case fit.
1. Easy-to-Use Automation for Common Apps
These no-code automation builders make it simple for non-techies to connect everyday business software and services.
Zapier
The most popular automation tool for small businesses, Zapier‘s intuitive builder connects over 5000 web apps through pre-made integration "Zaps."
Works best for solopreneurs, consultants, agencies and small teams automating workflows across common tools like Gmail, Slack, Trello etc.
Pricing – Free plan for basic usage. Paid plans from $20/month per user.
Microsoft Power Automate
Part of Microsoft‘s Power Platform, it offers seamless integration with Office 365, Dynamics and other Microsoft apps.
Well-suited for established enterprises relying heavily on Microsoft products.
Pricing – Free plan for basic usage. Paid plans starting at $15/user/month for advanced capabilities.
2. Marketing & Sales Task Automation
These specialized tools help manage repetitive processes involved in sales, email marketing, social media and more.
IFTTT
IFTTT pioneered the simple trigger-action automation used by both personal and business users across marketing, sales and IT use cases.
It offers pre-configured automations for 300+ apps and web services.
Ideal for automating discrete tasks across marketing, sales and business ops processes.
Pricing – Free for basic usage. Paid Pro plan at $9.99/user/month.
ActiveCampaign
ActiveCampaign specializes as an email marketing and sales automation platform for SMBs.
It combines email builder, CRM, messaging features with robust workflow automation.
Perfect for automating multi-channel customer engagement workflows – email, SMS, chat, social etc.
Pricing – $9/month for up to 500 contacts. Volume pricing available.
3. Advanced Enterprise Automation
These heavy-duty platforms offer advanced integration capabilities tailored for large, complex organizations.
UiPath
The leader in robotic process automation (RPA), UiPath AI-powered bots can automate repetitive digital tasks at massive scale across legacy enterprise systems.
Industry leader for large firms undergoing digital transformation and automation. Offerings cater from basic RPA to full-suite with process intelligence capabilities.
Pricing – Annual contracts based on needs. Contact sales.
Automation Anywhere
Another mature RPA vendor, Automation Anywhere‘s bots can replicate tedious human tasks across apps – saving thousands of digital workforce hours.
Ideal for large banks, insurance providers, BPO/KPOs and other document/transaction heavy industries.
Pricing – Customized annual contracts based on complexity & scale.
There are a few key considerations when selecting an automation tool:
- Your budget and willingness to commit
- Apps and services that need integration
- Technical capabilities around APIs, legacy systems etc.
- Ease of use and speed of setup
- Options for expanding automations later
I always suggest starting small – automate one or two repetitive pain points rather than overhauling entire business processes upfront. Prove value quickly through a pilot before scaling organically as you train staff to leverage automation.
Now let‘s see some examples of automating common business tasks…
Real-World Examples of Task Automation
Here are some ways smart businesses use task automation to boost productivity:
Sales Workflow Automation
- Data entry – Automatically adding new leads from web forms, referrals, events etc. into CRM system
- Lead assignment – Route each lead to right sales rep based on geo, product etc. in round robin model
- Email sequences – Send scheduled nurturing email series to prospects
- Appointment scheduling – Book sales calls and meetings automatically by integrating CRM calendar with Microsoft Bookings
Benefits – Ensure every lead is captured and handled without relying on manual efforts. Help sales reps focus on selling rather than coordination tasks.
Customer Support Automation
- Ticket creation – Automatically open a support ticket from incoming chats, emails, calls
- Request routing – Intelligently assign tickets to right agent based on type, severity, SLAs
- Resolution tracking – Prompt agents to log troubleshooting steps directly from ticket into knowledge base
- Customer surveys – Send quick feedback form to user upon ticket closure
Benefits – Streamline ticket workflow between teams and systems. Gather customer inputs to continually improve help content.
HR Onboarding Workflow
- Form population – Fill employee personal data, bank details etc. directly from recruiting portal into payroll software
- Document generation – Create offer letters, 16 tax forms etc. by pulling data from HR database
- Email dissemination – Send onboarding instructions, equipment procurement checklist etc. based on start dates
- Training enrollment – Sign up new joiners to needed video courses automatically
Benefits – Automate tedious paperwork and processes to provide delightful “first-day at work” experience.
And there are many more ways to utilize task automation! Evaluate processes that take up hours of repetitive grunt work each week – these often tend to be ideal first candidates for automation.
Mitigate Risks by Starting Small
While the benefits seem clear, here are a couple notes of caution as you embark on an automation journey:
- Don‘t get overambitious too quickly – gradually ramp up use cases once early successes are proven.
- Automate end-to-end processes rather than discrete tasks to avoid productivity gaps.
- Monitor automated workflows periodically rather than "set and forget."
- Train staff on leveraging (versus fearing) automation to stay competitive as skills evolve.
Let Automation Accelerate Output & Innovation
I encourage you to assess current workflows and identify at least 2-3 repetitive tasks that automation software can take off your plate right away. Time and costs savings from higher productivity will quickly justify the initial software investment – plus your team can focus more on satisfying clients and devising creative growth strategies.
What manual efforts can be better managed by smart bots in your business? Evaluation automation capabilities, implement a pilot, prove ROI – and steadily scale to make processes more efficient. This allows focusing innovation on where humans can add the most value for sustained business success.
Let me know if any questions!
