11 Routine Workflow Automation for Small Business Users [2024]

Ready to ditch those repetitive tasks like scheduling, posting, and emailing? What if you could free up 15 hours a week without technical knowledge or specialized training?  

Are you tired of feeling like your business is running you? ‘Wanna know if workflow automation for small business owners is worth your time? ⏰… Don’t you wish you could wear fewer hats?

As solopreneurs, we juggle endless tasks: social media, lead generation, manual data entry, SEO…  

Dive deeper to learn ‘what is workflow automation’. And how it can help you grow your business on autopilot.  Read this full post, to uncover eleven workflow automation ideas for a ♀️/harmonious work-life balance.

Let’s Get Started…

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What is a Workflow?

A workflow is a series of steps taken to complete repetitive tasks. It is like a recipe for how to accomplish something. Small business workflows can be simple or complex, and they can be used for a wide variety of redundant tasks, such as:

• Capture and nurture leads
• Build websites and landing pages
• Generate invoices and proposals
• Unified social media conversations
• Manage projects
• Employ automation and workflows
• Respond to customers’ request
• +More!

How Do Small Businesses Manage Workflows Effectively?

Conquer Chaos and Prosper: Workflow Automation for Small Business Users

If you run a small business and feel overwhelmed and overworked, I know the feeling from experience -been there, done that, for 4 decades. I know most of us struggle with managing our small businesses.  Seven years ago, I was desperately seeking a solution. Eventually, I found a simple way to streamline processes and save valuable time.

The game-changer was automation, it significantly increased our productivity, and profits, and decreased overwhelm and frustration.

Below we’ll outline three key strategies…

1. Map Your Workflow:

• Create a roadmap of major processes, from lead gen to customer purchase.
• Identify trivial or repetitive tasks.
• Craft a visual depiction of your automated process, like a flow chart or mindmap. 

2. Leverage Automation Tools:

• Choose the automation tools of your choice. There are many great automation tools available, such as Asana, Trello, and Monday.com.
• Identify the best tool that addresses your immediate and long-term needs.
• Be sure the software integrates with your existing apps.

3. Automate Repetitive Tasks:

• Start by automating mundane repetitive first, because these tasks are time-consuming.
• Use the software to automate tasks, like lead-gen, email follow-ups, and customer service inquiries.
• Following these 3 key elements will save you time to focus on income-producing activities.

  If you’re ready to conquer chaos and boost your business?  Discover how automation can help you reclaim time and focus on what matters most. Click Here for Details

What is Workflow Automation Software and How to Use It?

Workflow automation software helps you automate repetitive tasks and processes. You can use it to streamline everything from customer onboarding to sales, marketing, and accounting.

Imagine you’re a small business owner who runs a clothing store. You have a lot of manual tasks to deal with every day. Such as sending order confirmation emails, updating inventory levels, and processing refunds.

Workflow automation software can perform these tasks, giving you more time to focus on other activities.

How to Power Profits with Sales Pipeline Automation Workflow  

A sales pipeline is the journey we guide our customers through, although they’re unaware of it.

We capture and nurture leads, educate them, and ultimately lead them to purchase – all with the help of automation.

Imagine the chaos without it: a tangled web of hit-and-miss lead generation, endless manual follow-ups, and missed opportunities as leads slip through the cracks.

Automation cuts through the mess, streamlines communications, and effectively nurtures your leads, to guide visitors to purchase.

What program can I use to create a workflow?

If you’re ready to create a workflow, here are key characteristics. Consider a versatile system that seamlessly integrates into your existing apps or software you use.

The best automation software is a single platform integrating multiple features, even 100s. As an example: the ability to streamline daily operations, automate lead gen, craft complex workflow effortlessly, and build websites and landing pages in a breeze.

I use GoHighLevel it’s one of the easiest platforms I EVER used. However, feel free to do your due diligence,

Simple Workflow Automation for Small Business Customers

What Does a Workflow Automation for Small Business Customers Look Like:

Visualize this: tasks that used to take hours, sometimes even days, can now be done in seconds. You can send automatic emails, generate invoices with one click, and dazzle your social media followers with engaging conversations

– You can do all this while lying on the beach. Get excited because this is the magic of marketing automation workflow for small business owners.

By adopting the capabilities of automation and technology, you’ll free up valuable time and resources, this allows you to focus on what matters most: romanticizing your customers and increasing profits.

So, dump the tiresome tasks and embrace the future of New Business Practices!

Workflow Lead Generation Funnel Example:

• Attract potential leads by creating and promoting valuable content.
• Capture leads’ contact information by offering a lead magnet.
• Nurture leads with valuable content and email marketing.
• Qualify leads based on their engagement and interest.
• Close the deal and convert leads into customers.

 Eleven Powerful Workflow Automation for Small Business Digital Transformation

Ready to transform your small business with automation? Dive into our 11 powerful workflow ideas and empower your business to reach new heights:

1.     Lead-Gen Landing Pages

• Automatically create and personalize landing pages for different visitor segments.
• A/B tests different landing pages to see which ones perform best.
• Track visitor engagement and send leads to sales for follow-up.

2.     Customer Support and Inquiries

• Create custom workflows to route customer tickets to the right team or person.
• Send automated responses to common questions and issues.
• Track customer satisfaction and identify areas for improvement.

3.     Customer and Employee On-boarding

• Create automated onboarding workflows for new customers and employees.
• Send welcome emails, provide access to resources, and schedule training sessions.
• Track onboarding progress and send reminders to complete tasks.

4.     Sales Pipeline Workflow Automation

• Create automated workflows to assign leads to sales reps, track sales progress, and send notifications.
• Automate tasks such as sending follow-up emails and scheduling calls.
• Generate reports to track sales performance and identify areas for improvement.

5. Social Media Management Workflows

• Schedule engaging posts across multiple platforms.
• Respond to comments and messages automatically.
• Monitor brand mentions and participate in relevant conversations.

6. Project Management Workflows

• Assign tasks, set deadlines, and track progress seamlessly.
• Manage communication and collaboration within your team.
• Automate reminders and notifications to ensure accountability.

7. Expense Management Workflows

• Capture and categorize expenses automatically with mobile apps.
• Generate expense reports and send them for approval.
• Integrate with accounting software for accurate financial tracking.

8. Invoicing and Payments Workflows

• Send automated invoices with payment reminders.
• Accept online payments through secure gateways.
• Track customer accounts and reconcile payments effortlessly.

9. Inventory Management Workflows

• Track stock levels and trigger automatic reorders.
• Update product information on your online store.
• Manage fulfillment and shipping processes efficiently.

10. Email Marketing Workflows

• Send automated welcome emails and nurture leads with targeted campaigns.
• Segment email lists for personalized content and offers.
• Track email performance and optimize campaigns for better results.

11. Chatbot Lead Generation Workflows

• Implement chatbots to qualify leads and answer customer questions 24/7.
• Capture lead information with automated forms and qualify leads based on responses.
• Integrate with existing CRM systems for seamless lead management.

Small Business Automation Benefits

1. Reduce Overhead

Automation can save on labor costs by automating repetitive tasks and reducing error-related costs.

  2. Boost Innovation

Automation frees up time that you can use to focus on more strategic and innovative initiatives. You can also experiment with new ideas, products, and services.

 3.  Empower Remote Work

Remote employees can access and use automated tools from anywhere. This can improve efficiency and create a remote inclusive environment.

4. Increased Employee Productivity

It’s no surprise that machines are better at repetitive tasks than humans. Henry Ford understood that back in the 1940’s.

Automating processes creates a streamlined operation, and increases productivity, and accuracy.

 5.  Improve Employee Morale

There’s an old saying: “If Mom’s not happy, nobody’s happy.” The same holds with employees. Happy employees increase productivity by 12-20%, while disgruntled employees stifle growth.

  It’s no surprise that machines are better at repetitive tasks than humans. Henry Ford understood that back in the 1940s. Automating processes creates a streamlined operation, and increases productivity, and accuracy.

How to Map Out a Simple Social Media Automation Workflow:

Unfortunately, in today’s digital times, social media is no longer optional, even for small businesses. It’s essential. We’ve all heard that adage, if you’re not on social media, you’re not in business. That’s easy to say but trying to stay social can be challenging.

But ONLY if you rely on manual posting. Finding the right tools and techniques is pivotal for streamlining your online presence and leveraging workflow automation for small business growth.

Join us to learn our 5-step process to simplify your social media scheduling process.

Step 1. Identify the social media platform of choice and map out your workflow.

Step 2. Fill your calendar with posts, videos, and other content your target audience prefers.

Step 3. Connect your social media accounts and analytics to your chosen software.

Step 4. Schedule the delivery of your content.

Step 5. Monitor engagement metrics to make data-driven decisions.

Using a social media system encourages a consistent brand voice and boosts customer engagement and loyalty.

How Much Does it Cost to Create Workflow Automation for Small Business Owners?

Software and Workflow Automation for Small Business Online Clients: Send Emails, Update Inventory + More:

• Automatically send order confirmation emails to customers.
• Update inventory levels in real-time when a customer places an order.
• Send automated reminders to customers to follow up on abandoned carts.
• Generate and send invoices to customers automatically.
• Process refunds and exchanges quickly and easily.
• Send automated marketing emails to customers based on their purchase history.

These Are Just A Few Examples, And There Are Many Other Ways To Use Small Business Workflow Automation Software. The Best Part Is That It’s Easy To Get Started. There Are Many Different Workflow Automation Platforms Available, And Most Of Them Offer Free Trials.

Why Do We Need Automated Workflow Software?

Automation can help small businesses save time, increase profits, improve efficiency, and scale more easily.

How McDonald’s Automate Hiring, On-boarding, and Training

McDonald’s uses their AI-powered hiring platform “McHire” to screen and schedule job applicants. McHire can ask appropriate questions that assess candidates’ suitability for the job. This helps McDonald’s to hire more qualified candidates more efficiently.

Employee OnBoarding – New Hires

McDonald’s digital onboarding platform provides new employees with all the information and training they need to get started. The platform includes videos, quizzes, and other interactive content. New employees can learn about McDonald’s policies and procedures, as well as the specific tasks.

On-boarding New Hires

McDonald’s also uses other automation tools to train its employees. Such as:

• Virtual reality (VR) simulations
• Interactive training modules

These tools can help employees to learn new skills and concepts in a safe and engaging environment.

Benefits of Using Automation for Hiring,

On-boarding, and Training:  

Automation helps McDonald’s ensure that all hired employees are onboarded, and trained. This is important because it helps ensure all employees get the same ‘level of knowledge’ and skills, which can lead to improved performance and customer service, hence improved profits.

Efficiency:

Automation saves time and money on hiring, onboarding, and training. For example, the McHire platform can screen, and schedule job applicants much quicker than a human recruiter can.

Want to learn how to create a simple automation workflow? Here’s how you can automate your most mundane tasks – no coding, big budget, or IT help needed!

Scalability:

McDonald’s uses automation to scale many of these processes. For example, when they open a new restaurant, they add the latest restaurant to its digital onboarding platform and train immediately and seamlessly.

Consistency:

Overall, automation helps McDonald’s to improve the efficiency, consistency, and scalability of its hiring, onboarding, and training operations. This system also can improve performance, customer service, and employee satisfaction.

How Does Workflow Automation Increase Productivity?

Be mindful, that anything that can be done systematically saves time. Suppose you could automate all your daily tasks. How much time will that save you? Think about the things you do in your business that are repetitive and tedious, that you dislike but must be done.

What would it feel like if repetitive tasks like manual data entry, sending emails, creating spreadsheets, and handling inquiries were done automatically? Suppose you had a magical tool that could handle all the mundane stuff.

This stuff must be done to keep the ball rolling but not necessarily by you. What if there were a way you could put these tasks on autopilot… without having any technical knowledge, specialized training, or degree… Today is a new day!

Software for Small Businesses

Imagine you’re a small business owner who runs a clothing store. You have a lot of manual daily tasks to deal with, like sending order confirmation emails, updating inventory, and processing invoices and refunds.

Workflow automation software can do all these tasks for you, freeing up your time to focus on more important things, like growing your business.

Here are a few examples of how you can use workflow automation software in your small business:

• Send automated reminders to customers to follow up on abandoned carts.
• Generate and send invoices to customers automatically.
• Process refunds and exchanges quickly and easily.
• Send automated marketing emails to customers based on their purchase history.
• Automatically send order confirmation emails to customers.

Efficient Workflow Automation for Small Business Clients: Simplify and Scale with Ease

1.     Simplified Landing Page Builder

A simple landing page builder drives workflow automation for small business clients effortlessly. An easy landing page builder is user-friendly and Intuitive.

2.     Unified Social Planner

What is a unified Social Planner and why is it important? A unified social media planner is like the command center for your company’s social media activities. It’s where you ‘house’ all your social media accounts organized into one platform.

Using a social planner you can manipulate and maneuver, post, schedule, and monitor data performance.  This feature combines all your social media accounts under one organized platform and simplifies your workflow automation for small business owners.  

One of the Best unified social media planner platforms is GoHighLevel. Go High Level is an all-in-one automation software that serves 1.4 users…  

3. Messenger Marketing Automation Workflow: Your Secret to 80% Open Rates and Explosive Growth

‘Wanna’ grab your customers’ attention effortlessly, this is it. “Enter Messenger” According to recent research messenger marketing shows an 80% open rate. Messenger marketing automation is like ✨Magic. 

What makes this so great is that you are meeting your customer where they are … on their smartphone. Messenger can generate and nurture leads, boost engagement, and send and receive messages – EVERYTHING!

Time out for hoping, wishing, and throwing ST&^^%$ against the wall, settling for inconsistent results and fragmented communication, and hello to automation “3.0”.

If you’re ready to “up” your engagement and redefine your daily business operations, get started with messaging automation, You’ll be amazed like I was.

FAQ

How do small businesses automate processes?

Using a combination of business software can automate many different tasks. This includes tasks such as:

• Generate and nurture leads.
• Manage social media across multiple platforms.
• Appointment Scheduling

What is an example of a workflow for a small business?

Let’s say you own an online cosmetic company. This is what your customer ordering workflow would look like.

1. Order Received: When a customer places an online order or by phone, the order details are automatically captured in your system.

2. Order Confirmation: An automated email is sent to the customer confirming their order, including details like the items ordered, price, delivery date, and any special instructions.

3. Inventory Verify: The system automatically checks product availability.  If they are out, a notification is sent to the customer.  

4. Order Processing: The owner receives the notification and starts prepping the items.

5. Payment Processing: The customer’s payment is automatically processed through your chosen payment gateway.

6. Order Fulfillment: When items are ready, the system automatically generates a shipping label and sends it to the fulfillment company.

7. Delivery: The delivery company picks up the package and delivers it to the customer.

8. Order Completion: The customer is notified that their order has been delivered.

Conclusion

“Automation is like a magic wand that can help us do more with less. It can assist us in saving time and money, improving accuracy and efficiency, and scaling our businesses more easily.

Your specific workflow will vary depending on your business needs. However, this simplified example workflow demonstrates how automation can save time, increase efficiency, and unlock maximum productivity.

In other words, automation can help us work smarter, not harder. It can also reduce stress and burnout by reducing working hours.

Level up your small business game, creating business processes is the way to go. It’s like having a secret weapon or adding ‘Edward Scissorhands’ to your team.

Trust us; you’ll be glad you did.”

#WorkflowAutomationforSmallBusiness