If you’re a first time visitor, you may want to read Part 1… if not, please continue.

Today we’re looking at how processes contribute significantly to automation.

In every business, everyone has a role – sometimes many –  each with their defined expectations.  In a small business, you find everyone does everything. Right? You’ve probably been working together for years and everyone knows what to do in all situations.  But what happens, when you grow and new people are hired?  You have to find time to have your team train the new team member.

How can business automation help?

Here’s an example: Imagine a simple repair or maintenance request for a Microwave.

  1. A client walks in to the shop, They report an issue with their microwave that needs fixing.
  2. The client is asked to complete an maintenance form, it is checked and assigned a due date by reception.
  3. The form/job is then assigned to a repair man for works.
  4. On the assigned due date, reception asks the service/repair man if works have been completed.
  5. If completed, the client is contacted and advised that the equipment is ready for pick-up.
  6. Otherwise, the client is called up and advised that a new due date has been assigned.
  7. An invoice is created and payment is required on pick-up of the Microwave.

The new staff/team member needs to learn each and every step as quickly as possible!

Automation can simplify this process, let’s take the above example and apply automation:

  1. A client walks in to the shop, reporting an issue with their microwave that needs fixing.
  2. The client completes an equipment maintenance form online (using a smart device), which automatically calculates/displays the earliest pickup date.
  3. In the same process, the job is assigned to the next available repair man with a due date prior to the pickup date.
  4. The repair man completes all necessary tasks and updates the status of the job to Repair Complete, this triggers an email notification to reception staff and SMS to the client stating work is Completed and ready for pickup.
  5. An invoice is automatically generated and emailed to the client along with details for payment, prior to pick-up.

Having a new staff member does not compromise the level of quality or service delivered by the business. With the above example, we demonstrate that new staff are only required to help the client complete the form in step one. Showing how a simple process can be automated, helping them achieve efficiency with their staff and resources.

A combination of technology, emails, phone calls and sms’s can help any business perform at a standard they require. Can you relate to this example? Can you see how automating processes in your business can benefit your company and equip it to grow?

Want to know more about automation and how it can help your business?

Contact us and we’d be happy to meet with you.